How to Make a Meeting Request Email That Gets Response

Email is an important part of business communication. For example, people often utilize email to schedule meetings. In addition, 40% of sales professionals say that cold email outreach is the most effective way to boost sales. 

Scheduling a meeting is the most common business task. Every salesperson must schedule an appointment for various reasons such as meeting with a client, customer support purposes, product demo request email, and more. 

The ability to send and receive email correspondence effectively is a fundamental skill for a sales & marketing professional. Setting up a meeting by email can be achieved for various reasons. To communicate effectively, it's important to ensure you are clear and concise when sending an email. 

This ultimate guide on the meeting request email gives everything you need to write a meeting email that gets the person on the meeting and some proven email templates that bring them to meet with you.

What Is a Meeting Request Email?

A meeting request is a type of invitation that is sent when you want to schedule a meeting. Typically, the meeting request will specify what topic(s) need to be discussed during the meeting. 

One of the best ways is to send a meeting request via email. For example, if you're scheduling a meeting to discuss a company's budget, you'll likely want to go into great depth about each item within the budget. 

While sending a meeting follow-up email make your words and tone of the message, avoid awkward mistakes, and easily keep track of the email. While sending an appointment reminder with someone, make sure the receiver is free to meet with you on a particular day. If not, ask when they might be available. Then follow up with a reminder two days later. Finally, follow up again after three days.

The Ideal Structure of Meeting Request Emails

When you're scheduling a meeting by email make sure to be clear on your objectives so that everyone has the same understanding of what needs to happen next. Here are some writing guidelines to make sure you do meeting reminders effectively.

Craft with a clear  email subject line

The subject line is the most critical element in the email and is the first thing the email receiver views. It is the deciding factor whether you need to be open or not. The subject line needs to be clear and concise and has to comprise the details regarding appointments such as meeting timing, venue, date, and more. 

A subject line for emails needs to convince someone to open an outreach message. You can use subject lines to a request to set up a meeting. Using smartwriter, you can create a compelling subject line that makes the email receiver open your email and take action. 

Here are some subject lines that actually work. You can use a few to get people to read your email.

Scheduling a meeting immediately

  • Schedule Meeting on Friday at 4 pm…
  • You're busy. Let's get together.
  • Save the date 26/06/22
  • Want to book a meeting? We'll schedule it for you.
  • Let's schedule your meeting with Adnan.

create a compelling subject line

Use Appropriate salutation

It is important to use a business tone in your email correspondence. Start by Saluting the person you're writing to, and then introduce yourself with their first/last name following suit: "Dear Mr. Anshu Jose. Next, employ a formal tone in your email with a salutation such as "Dear Mr./Ms." You can use 'Dear All' or Department Heads when addressing groups. If you are writing to multiple people, you can utilize salutations such as "Dear department heads". 

Email Introduction

Email introductions can be successful if you are honest with the person and share relevant details to help them know that the email is authentic. Sometimes, you might have to schedule a meeting with someone who doesn't know you or your email. First, ensure they're aware of what email they're responding to by providing them with relevant details, then move on to the point. Here is some guidance on the email opening lines that helps to hook prospects.

Purpose Of The Meeting

Now your email recipient has clicked and knows what your email is about and who you are. In this stage, you need to tell the receiver how you mutually benefit through this meeting. You have to tell them what the meeting is about (The main point of discussion), how they will help, and how the business meeting will benefit them positively. 

The heart of the email is what you want to achieve from the meeting and how it would benefit them. Avoid being too descriptive and don't anticipate details to be discussed at the meeting. Instead, start by telling them what you're hoping to achieve. Let them know that you'd like to meet with them and discuss a mutually beneficial topic. Then, without giving them too many details, mention some of the main points you hope to cover in the meeting. Your message should focus on why they want to meet with you, not what you'll expect from them.

Automate Your Outreach Process 

You can personalize your emails in bulk using powerful Smartwriter features. For example, you can reply to leads directly from your dashboard and set the time between each follow-up. For example, you could send 5 emails per week, starting at 9 am Monday through Friday. Or you could send 3 emails per week, starting Tuesday at 9 am and Thursday at 2 pm. 

With the help of automated marketing systems, you can optimize your copy and overall outreach strategies by A/B testing various subject lines, body copy, and full campaign sequences. You can also trigger campaigns when someone downloads an ebook, book a meeting, or sign up for a free trial. 

Native integrations to your CRMs and third-party tool integrations. This allows you to automate your outreach even further. You can also include social media and the phone in your email signature. When done right, automation will be your secret weapon to get more meetings booked. Automation platforms like Smartlead & Smartwriter can help you scale up your outreach without sacrificing personalization or quality.

Smartlead - automate your outreach

Personalize Your Meeting Request 

There's no better way to make your emails stand out than without personalization. More than 80% of buyers want companies they're communicating with if they receive a personalized message, so take advantage by filling in their name and other important details about themselves or the company before sending them an invite. 

Nearly 87% of the businesses say that personalization positively impacts their business. So personalizing your outreach is essential, and the way to do that is with cold email. Using a mail Smartwriter, you can personalize your emails to catch your prospect's attention. 

Be flexible on the time & place

Offer the recipient the option of the meeting time & place. When inviting someone to a meeting, try to give them a few different options. The more flexible you are, the easier it will be for them to find a time and place that suits both of you. You can also use booking forms to easily schedule meetings across time zones without confusion. So it is a great practice to give your recipient options for the meeting to ease the scheduling conflict. For example, mention a few different times, dates, and locations so they can commit to one or you can share the calendar link where they can choose your available timeline at their convenience. 

Request For confirmation

Always get confirmation from your invitee before you make reservations for the event. You can always ask for confirmation, and we have some helpful suggestions if you need to. Firstly, If you're creating an event and sending out invitations, one thing to be mindful of is a response deadline. Before the event, be sure to find out if your guest has any special information required. You can say, "Let my assistant know if you need any information before the event. Ask them to reach the assistant at (xxx) xxx-xxx to finalize the meeting, or "Please get back to me as soon as possible to select a mutually available time frame" Opportunities create a good relationship with your invitees. 

Send a meeting reminder

Once you have received confirmation, send meeting reminders. Ensure to provide the meeting date, time, and location to those involved.  If you have been given a meeting time and date, then send an advance gentle reminder email a day or two before the meeting. 

You can use meetings as an opportunity to build your professional reputation. Make sure you send meeting reminders a day or two or 24 hrs before the event with precise details of where and when it will be held so there are no surprises for either party involved. 

Best Meeting Request Email Sample That Gets Response

Below are some great examples of meeting request emails that can help jump-start your next meeting request to your prospects. In this section, you'll find some great examples of emails to use when you want to schedule a meeting.

1. Meeting With a Client, You Have Met Lately

Hey {{Prospect’s Name]!

It was great meeting you at [Event Name] yesterday!

I'm so pleased that my services were of interest to your company because we have some exciting new technology coming out soon, which will revolutionize how our clients do business. 

Let me know when Thursday is convenient for a 15-minute call, and let's chat then. 

Thanks again!


{{Your Name}}

2. Requesting a Meeting With a Client

Dear Mr. {{First Name}}

The Representative {{Name}} has asked me to set up a meeting with you so that he can discuss the {{Topic on the discussion}}. 

He's available for 10:30 am, 11 am or 4:30 pm on Tuesday, July  25th at his office at {{Office address}}. 

Please confirm a time soon!



3. General business meeting request email example

Dear {{Name}}

My name is { Sender Name}, and I am the head of marketing at {Company Name}.

I got in touch with your friend {Name} at an event and found out that you are looking for a digital marketing agency. 

I also know that you are looking specifically for a team of experts who can do both writing and design.

Our team of experts has the qualifications and experience to do both.

How's next Tuesday at 5 pm IST? I'm available anytime between 10 am and 6 pm IST, on Tuesdays to Thursdays.

I'm eager to hear from you! Please let me know your availability and we can schedule a time that works for both of our schedules.



4. Meeting with someone you never met before

Dear {{Name}}

My name is [name], and I am reaching out to you to find a time to meet. I have a few questions about how our product can help your business and would love to speak with you about it.

Let's schedule a meeting for [coffee/lunch/breakfast in your office] [next week], if that works for you.

I appreciate your consideration, I look forward to meeting with you. Let me know when and where is best so that we can chat in person!


[Your Name]

5. Meeting Request Email Template - Corporate sales

Hey {{recipient’s name}},

I’m [Name & job title} at {company name}. Let me get right to the point.

I want to get right into the issue that you're having. I noticed from our past work together, that your [main pain point ] is one of your biggest pain points at this point in time. 

We've helped companies like [ clients] achieve their goals already enjoying success.

We’ve helped potential clients achieve [value you provide] by implementing the following solution, which is similar to yours.


If anything works out great let's stay connected!

Kind regards,



Emails are a crucial tool in coordinating meetings. Using the right approach in your email request can increase your chances of getting a response. This blog post has covered some tips on making a meeting request email that receives a response. 

A meeting request email is a formal way to ask someone if they are available for a meeting. When composing this type of email, it is important to be professional, use a clear subject line,  introduction, clear details about the purpose of the meeting, etc. 

The next time you need to request to meet with someone, try using the template we’ve provided. It will help you get your meeting request email read and increase the chances that it will be accepted. Remember to personalize the email as much as possible and include all the necessary meeting details for the recipient. 

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