Writing a Meeting Request Email: A Step-By-Step Guide [+Examples]

Ever wondered how to write a meeting request email? We've been there too.

It can sometimes be hard to figure out what to write, what not to write, or even how to write it. Crafting a well-written email can make all the difference in setting the tone for a productive meeting and achieving your goals. You don't want to come across as too pushy or unprofessional.

In this blog, we will cover some dos and don'ts of writing a great meeting request email. Let's get to it!

Why should you send a meeting request email?

Here are some reasons why you should consider sending a meeting request email:

• Professionalism: A meeting request email is a professional way to communicate your intentions to schedule a meeting with someone. It shows that you value their time and sets clear expectations for what you want to discuss during the meeting.
• Flexibility: By requesting a meeting via email, the recipient can review their schedule and respond at their convenience. This saves everyone time and ensures that the meeting can be scheduled at a mutually convenient time.
• Documentation: A meeting request email serves as a record of the invitation and any important details discussed, like the date, time, location, and agenda for the meeting. It helps avoid misunderstandings or conflicts.

A step-by-step guide to meeting request emails

Here's a skeleton of what a meeting request email looks like:

1. Subject line

This is the intro to your email--write it in a manner that your recipient immediately gets a hint of what your meeting is about. Always:

• Keep it crisp
• Use labels to denote importance (REQ for required, URG for urgent)
• Avoid empty or undesirable words
• Make sure to test your subject line

2. Salutation

Jumping into the contents of your email before greeting your recipient can make you seem abrupt and/or cold. Similar to the "hello"s you say during a phone call, a salutation personalizes your meeting request email. Ensure to:

• Use a formal and fitting salutation (dear/hi/hello name/team)
• Avoid casual or gendered language (hey/mr/mrs)

3. Introduction

If you're emailing someone new, introduce yourself briefly to establish context. You can skip this step if you're emailing a colleague or someone who already knows you.

• Set the tone and keep it short and sweet
• Mention only the info that's relevant to them
• If you're emailing on behalf of someone else, mention your company or how you got their contact.

4. Purpose

While the purpose of a meeting request email is, of course, to literally request a meeting, this part needs to cover the purpose of the meeting being scheduled as well.

• Tell them why you want to meet them
• Touch on the main points & how the meeting could positively impact them
• Keep it scannable, easy to read, and enticing

5. Timing and location

Next, it’s time to seal the deal by getting them to agree to a business meeting. This part of the email should provide meeting details like date, time, location, and whether it’s online or in person.

• Give them a few options or a timeframe to choose from
• Let them know how and where you’ll meet
• You can even add a calendar invite and a link for online meetings
• Remember to be flexible and willing to adjust

6. Sign-off

Just like a greeting, a 'goodbye' is equally important. It denotes that your email has, in fact, reached its end, and the recipient can act on it.

Let them know if they need to do anything before the meeting. End with a closing like “Best regards,” “Sincerely,” or “Thank you,” and add a note such as “No reply necessary” to avoid a never-ending email thread.

Meeting request email examples

Need some ideas for your next meeting request email? Check out these examples for inspiration.

1. Cold meeting request email

Looking to set up a meeting with someone you don't know well? This cold meeting request email example will help you get started.

A Complete Guide to Writing Cold Emails That Convert

Tired of writing tons of cold emails but having only a few convert? Here’s a complete guide to writing effective cold emails to increase response and ROI.

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2. Team request email

Team meetings are essential for effective communication and collaboration. However, they can quickly become tedious and unproductive without a clear agenda. If you want to create a solid agenda, you can add yours and ask your team to send theirs, especially when team updates are involved.

Improve Your Team Meetings: Principles of Psychology You Can Use

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3. Sales meeting request email

Sales meetings are essential for any company, as they help to establish important connections and drive revenue. This template covers how to close a deal.

4. Urgent meeting email request

Calling an urgent meeting can be a challenge as everyone's schedules are often packed. It's crucial to communicate why your meeting is a priority and ensure that it stays focused on the key issues.

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What if you can better understand your potential clients through sentiments, specifically sentiment analysis? In this article, you’ll learn all about it and how it works.

Fireflies.ai BlogAlma Rosina

You don't need to be a writer to write the perfect email

Writing a meeting request email can be challenging, but following these steps can help create a compelling message that brings everyone on the same page.

Remember to keep it clear, concise, and professional while also being personable and engaging. With the right approach and attention to detail, you can show your colleagues or potential clients that you are organized, professional, and respectful of their time.

How to Create Better Meeting Recap Emails

Discover top tips to craft engaging meeting recap emails that keep everyone informed and streamline your communication beyond meetings.

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Let Fireflies Assist You In Your Meetings

Whether it's a first-time or periodic team meeting, keeping track of what's being discussed is essential.

Fireflies.ai is an AI note-taker supporting you during and after your meeting. With this powerful tool, you can automate note-taking, transcriptions, and meeting summaries. You can record both audio and video of your calls and share important sound snippets with your team for reference and training.

Instead of going through an hour-long recording, you can review your meetings in 5 minutes using the smart search feature to filter through conversations using keywords and topics.

And after your meeting, Fireflies can take all the notes recorded in the meeting and draft an email to send to your attendees! It's easy, automated, and saves so much time.