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26 Email templates to ask for a meeting politely

How to ask for a meeting politely?

When it comes to asking for a meeting, politeness is key. You don't want to come across as pushy or demanding. Think about it for a minute, how do you respond to marketing or sales emails that the introduction is just a call to action rather than a cordial summary of who the sender is and what he intends to achieve by sending the email?  

Here are some suggestions for how to ask for an appointment politely:

• Start by introducing yourself and explaining your reason for requesting the appointment. For example, you might say something like "Hello, my name is [Your Name] and I am calling to inquire about setting up an appointment to discuss [Specific Topic]."
• Ask if the person you are speaking with is available to schedule an appointment and if so, when they might be available. For example, you might say something like "Are you available to schedule an appointment at some point in the next few weeks? I am flexible and would be happy to work with your schedule."
• If the person you are speaking with is not able to schedule an appointment, ask if they can direct you to someone who can. For example, you might say something like "I understand if you are not able to schedule an appointment. Can you please let me know who I should speak with in order to set up a meeting?"
• Thank the person for their time and assistance, and let them know how to contact you if they are able to schedule an appointment. For example, you might say something like "Thank you for your help. If you are able to schedule an appointment, please feel free to contact me at [Your Contact Information]. I look forward to speaking with you."

In general, it is important to be polite and respectful when requesting an appointment and to be flexible and understanding if the person you are speaking with is not able to accommodate your request. By following these suggestions, you can politely and effectively ask for an appointment.

The following tips will help you strike the right balance and get the meeting you want. Here are some tips on how to ask for an appointment politely.

• Introduce yourself and your company.
• Build a rapport - ask how your prospect's day is going or ask about the weather or an event happening in their neighborhood. This breaks the ice, personalizes the conversation, and can earn you, their attention for a few more seconds.
• Be specific about why you would like to meet, what you hope to accomplish during the meeting, and how your client will benefit from the meeting.
• Keep your request brief and to the point. Be clear about what kind of meeting you are looking for (e.g., coffee, lunch, phone call, etc.).
• Suggest a few specific dates and times that work for you.  Finding the best time to meet is challenging, especially if you're meeting with people in different time zones. When you suggest a meeting time for meeting attendees from different regions, it's especially important to include a time zone in your meeting request email.
• Close by thanking the person again for their time and expressing your hope that they will be able to accommodate your request.
• Write a clear and concise subject line for the meeting request email
• Send a follow-up if needed

Select the language that is most appropriate for the situation. Language can be

• Formal - "May I ask permission to meet with you in person?"
• Neutral - "Would it be possible for us to meet?"
• Informal - "Could we meet to discuss it?"

The tone is a combination of Word choice, Sentence structure, and Punctuation choices. The right tone has to be used depending on whether you are sending a meeting request email to warm contacts or new contacts as a cold email outreach.

Emojis are always informal. In English, first names are generally used (and not last names) in emails.

Warm contacts already have one-on-one contact with you or your company or brand. Emails to warm contacts are considered warm emails. Cold emailing refers to sending emails to individuals with no existing relationship with you and your business.

Cold and warm meeting request emails require different strategies. With cold meeting request emails, you need to introduce yourself and build enough interest in the recipient that they book the meeting—all without overwhelming them with too much text. With a warm meeting request email, you have the luxury of building on the relationship they already have with your brand.

Here are sample quick one-liners to ask for a meeting. You can use them while sending personalized meeting request emails.

• Are you free for a chat at some time on 2021/07/26, 5:00 PM?
• Can we schedule a meeting for tomorrow at 3 pm?
• Do you have time next week Tuesday to grab a cup of coffee?
• Don’t you wish you could also [solve the main pain point] with it?
• Will you be present on Tuesday after he speaks?
• Would either [two choices of date and time] be a good time for you?
• Would either [two choices of date and time] work for you?
• Want to book a quick meeting this week to see what we can do?

Meeting with colleagues, clients, or potential customers can become challenging when everyone's schedules are similarly jam-packed. What's more, a great deal of valuable time can be wasted by means of back-and-forth emails or messages to decide the meeting date and time.  Online appointment scheduling software gives your invitees the ability to book meeting 24/7 without the back-and-forth emails or messages. This convenience factor is a major selling point for customers. If you're in sales, then you know that time is money. And if you're not using appointment scheduling software, you're losing out on potential sales. Scheduling software helps you keep track of your appointments and leads, so you can close more deals and boost your sales.

Here are 24 email templates to help you ask for an appointment in a way that is both professional and polite. Feel free to customize them to fit your own needs. Be sure to proofread your email before sending it off.

Template 1: Generic Meeting Request for Collaboration

Subject line: Request for an appointment

Hi [Recipient’s name],

I hope this email finds you well. I am [Your name] from [Your company].

I recently came across your website/blog/social media profile and was impressed with your work. I would love to discuss the possibility of working together with you on [project name].

Would it be possible to schedule a meeting with you so that we can discuss further this? I promise it will be worth your time. :)

Thank you for your time and consideration!

Template 2: Request for an informational interview

I hope this message finds you well!

I am writing because I am interested in learning more about your work as a [job title]. Might you have time for a brief discussion so that I can ask some questions and learn more? I promise to take up no more than 30 minutes of your time.

Thank you very much for your consideration!

Template 3: Generic Meeting Request

I hope this email finds you well!

I am [Your Name], and I would love the opportunity to speak with you about [Topic]. Would you be available for a brief chat sometime in the next few days?

I promise it will be worth your time! Thank you so much for considering my request.

Template 4: Generic sales follow-up meeting request

Dear [Recipient’s name],

It was nice talking to you last week. It would be great if we could arrange a time to continue our conversation in person. I would love to tell you more about how [product] can [tackle their pain point]. How does 11 am on Tuesday sound?

Let me know if that works for you; I'd love to speak to you again.

[Your name]

Template 5: Sales Meeting Request

I hope this email finds you well! My name is [your full name] and am from [your company]. I would love the opportunity to speak with you about how [product] will increase your [revenue/rate of success/etc].  

If you are free for a quick coffee next week at the new cafe on Roland Street, I’m open any day.

In the meantime, I’ve attached a case study that might interest you.

Please let me know when and where you would like to meet.

I look forward to speaking with you.

Template 6: Cold email on Meeting request for Collaboration or partnership

Dear [Recipient’s name]

I hope this email finds you well! I’m [your name], and work at [company’s name]. We work in [area of expertise]. Given that you are a leading player within our niche, I believe a collaboration would be in both our interests.

I’d love to ask you for a meeting [mention location], at [mention a flexible date and time], where we can discuss this further.

Feel free to prefer another time and location if that doesn’t work for you.

[Your Name]

Template 7: Cold Sales Email with Your Introduction and asking for a meeting

I hope this email finds you well! I’m [your name] from [your company name]. We specialize in [your area of expertise]. We’ve clientele from pioneering startups to Fortune 500 companies like [mention some well-known companies you’ve worked with].

If you are free for a chat at [mention time range], we could help you with some [mention some pain points of recipient].

Template 8: Requesting a meeting with someone you met at an event/conference

Hey [Recipient’s name]!

We met at [Event/Conference name] last week. Seems like you were interested in some of our [your services or expertise] Want to chat over a quick meeting this week? Let’s see what we can do together.

Please, do let me know when you are available.

Template 9: Sales cold outreach email requesting a meeting for collaboration

Hi [ Recipient’s name],

I read/saw [recent news/accomplishment]. I’m a [your position or title] at [your company name]. Your company’s focus on [the interesting detail or accomplishment] got me thinking about ways we could collaborate to achieve [the goal of the meeting].

I’d like to meet with you to discuss this further if you are interested.

Would you be available for a quick chat?

Template 10: Meeting request email from a mutual connection

Subject line: [first name], have time for a quick chat?

Hi [ Recipient’s name]!

[Referral Name] recommended you as a [what they do].

I was interested in the [brief reference to one of their accomplishments, something they published, or something in their portfolio]. I liked how you [what you liked].

As the [your position or title] at [your company name], I’m always looking to build connections with [what they do]. Given that you are a leading player within our niche, I believe a collaboration would be in both our interests to achieve [the goal of the meeting].

Template 11. Product demo email to customer

Thanks for getting in touch — we’re excited to chat with you! Request you to share your availability for the demo or feel free to book a time that works best for you using the link: <Scheduling Link>.

We look forward to talking with you soon.

Template 12. Product demo email to customer [based on the request made on the website]

​Hi [ Recipient’s name]!

I’m reaching out to follow up on the demo request you made on [company name]’s website a few months ago.

I’d love to find out what else we can do to help with [value proposition]. We have a lot of resources to offer you.  However, to get you the best materials, I would like to schedule a meeting to discuss your needs and make sure we’re on the same page.

Email me back when you have a moment, so we can decide whether a demo is appropriate. If you are ready to schedule a time with me now, just click here and pick a date that works for you.

Template 13. A quick follow-up email to the customer with a call to action

​Subject: Book a time for our consultation

It was great speaking with you this afternoon. I would like to propose a one-hour discovery call, at which time we can further unpack [Company]’s revenue goals.

To schedule a time with me, please click here and find a time that works for you.

If you have any questions prior to the meeting, just reply to this email and let me know!

Template 14: LinkedIn InMail

I came across your LinkedIn profile and am so impressed with your work experience. We are looking for people with your background. I was wondering if you would like to connect and discuss possibilities.

If yes, please use the below link to find a time for our conversation at your convenience without back and forth. Let me know if you have any questions!

<scheduling-link>.

Template 15. Request for a meeting with a potential client

Dear [Name],

I hope this email finds you well. I wanted to reach out and introduce myself as the [Your Position] at [Your Company]. I came across your company's profile and it seems like our services align with your business needs. I would like to schedule a meeting to discuss how we could potentially work together and how we can help your business grow. Please let me know your availability and we can arrange a meeting that works for you.

Thank you for your time and consideration.

Template 16. Request for a meeting with a current client

I hope this email finds you well. I wanted to reach out and schedule a meeting to discuss how our services have been meeting your business needs and how we can continue to support you in achieving your goals. Please let me know your availability and we can arrange a meeting that works for you.

Thank you for your continued partnership.

Template 17. Request for a meeting with a colleague

I hope this email finds you well. I wanted to reach out and schedule a meeting to discuss [specific topic]. I believe we can collaborate and share our expertise to improve our work and achieve our goals. Please let me know your availability and we can arrange a meeting that works for you.

Template 18. Request for a meeting with a supervisor

I hope this email finds you well. I wanted to schedule a meeting to discuss [specific topic] and how I can improve my performance and contribute to the team. Please let me know your availability and we can arrange a meeting that works for you.

Thank you for your time and guidance.

Template 19. Request for a meeting with a vendor

I hope this email finds you well. I wanted to reach out and schedule a meeting to discuss how we can work together and how your products/services can meet our business needs. Please let me know your availability and we can arrange a meeting that works for you.

Template 20. Request for a meeting with a job candidate

I hope this email finds you well. I wanted to reach out and schedule a meeting to discuss your qualifications and how you can contribute to our team. Please let me know your availability and we can arrange a meeting that works for you.

Thank you for your time and interest in our company.

Template 21. Request for a meeting with a mentor

I hope this email finds you well. I wanted to reach out and schedule a meeting to discuss [specific topic] and how you can guide me in achieving my career goals. Please let me know your availability and we can arrange a meeting that works for you.

Thank you for your time and expertise.

Template 22. Request for a meeting with a university professor

I hope this email finds you well. I wanted to reach out and schedule a meeting to discuss [specific topic] and how you can support me in my studies. Please let me know your availability and we can arrange a meeting that works for you.

Template 23. Request for a meeting with a government official

I hope this email finds you well. I wanted to reach out and schedule a meeting to discuss [specific topic] and how we can work together to support our community. Please let me know your availability and we can arrange a meeting that works for you.

Thank you for your time and dedication to public service.

Template 24. Request for a meeting with a potential business partner

I hope this email finds you well. I wanted to reach out and schedule a meeting to discuss how we can potentially collaborate and grow our businesses together. Please let me know your availability and we can arrange a meeting that works for you.

Template 25. Request for a meeting with a recruiter

Subject: Follow-up Request for Meeting

Dear [Recruiter's Name],

I hope this email finds you well. I am writing to follow up on our previous conversation regarding the [Job Title] position at [Company Name]. I am still very interested in the opportunity and would like to request a meeting to further discuss my qualifications and the position.

Since our last conversation, I have taken some time to further research [Company Name] and I am even more excited about the potential to contribute to your team. I am confident that my skills and experience align well with the requirements of the role, and I am eager to share more about how I can add value to the team.

I would greatly appreciate the opportunity to meet with you in person or via a virtual meeting to discuss my application in more detail. I am available at your convenience, and I can adjust my schedule to accommodate yours. Please let me know a time and date that works best for you, and I will make sure to block off that time in my calendar.

In the meantime, please let me know if there are any additional materials or information you may need from me to facilitate the meeting. I am happy to provide any necessary documents or references.

Thank you for considering my application. I look forward to the possibility of meeting with you and discussing how I can contribute to the success of [Company Name].

Best regards,

Template 26. Request for a meeting with a recruiter

Subject: Meeting Request - [Job Title] Position

I hope you're doing well. I wanted to follow up on our previous conversation about the [Job Title] position at [Company Name]. I'm still very interested and would like to request a meeting to discuss my qualifications further.

I've researched [Company Name] and I'm excited about the opportunity to contribute to your team. I believe my skills align well with the position's requirements, and I'm eager to share more about how I can add value.

Could we schedule a time for an in-person or virtual meeting? I'm available at your convenience, and I can adjust my schedule accordingly. Please let me know a time and date that works best for you.

Thank you for considering my application. I look forward to the possibility of meeting with you to discuss my candidacy.

B2B Email Mastery

Master cold outreach with our collection of the 33 best B2B sales email templates. Strengthen your communication strategy with our guides on crafting polite meeting request emails [ 26 Email templates to ask for a meeting politely ], discovering the top digital marketing tools for 2024 [ 85 Best Digital Marketing Tools of 2024 ], sharing your scheduling link seamlessly [ 28 Email templates to share your scheduling link politely ], and sending timely reminders [ 25 Meeting Reminder Email Templates ].

Please note that these are general templates, and you may need to adjust the language and format to suit your specific situation and relationship with the recipient.

Do let us know if you have successfully used other strategies to get meetings with your prospects via emails or have used any other email templates for requesting meetings. We would be happy to publish those in our blog so that others can benefit from them.

Increase your bookings by reducing the customer friction

Leadmonk is a mobile-first scheduling platform that offers flexible booking options, automated reminders, and promotional landing pages. It reduces the booking friction by giving the flexibility to your customers to book appointments using their mobile number or email address without the back-and-forth emails or messages. You can let invitees opt-in for WhatsApp or SMS notifications if they book with their mobile number, so they get updates on the go.

Meet one-on-one or in a group or as a team (Collective, and Round Robin appointment types). Meet online or in person. Leadmonk supports all meeting combinations.

It is built for customer-facing teams such as Sales, Marketing, Customer Success, and Freelancers/Consultants. It is also suitable for industry sectors such as Doctors, Dentists, Chiropractors, Entrepreneurs, Educators, Coaches, Recruiters, and Professional Services companies such as Legal, Accounting, and Real Estate.

It integrates natively with Google, G-Suite, Outlook and Office 365 Calendars, Google Meet, MS Teams, Zoom, Stripe, PayPal, Zapier, HubSpot, and other popular business apps to support your business in a wide range of prospect and customer scheduling scenarios.

It is perfect for any person or business no matter if you are starting off or have been around for a while.

Save time on scheduling. Spend time on the things that matter. Check leadmonk.io to know more.

Latest posts

20 questions for faster and better b2b lead qualification, the ultimate guide to generating leads and converting them into meetings, unlocking cost savings: inside sales teams and appointment scheduling software, 28 proven strategies and techniques for lead generation and conversion, real-time lead qualification with self-qualification forms, close more deals by routing leads to the right sales rep, double your inbound conversion using leadmonk.

How to Write an Email to Schedule Something With 6 Samples

• Last Updated June 28, 2024

We’ve all been there — juggling countless emails, trying to align schedules, and ensuring commitments don’t overlap. 

There’s nothing quite as frustrating as sending out an email hoping to set up a meeting, only to find it gets lost in the shuffle or the timing doesn’t work for everyone. 

Scheduling conflicts, missed appointments, and the tedious back-and-forth can make the simple act of arranging a meet-up a nerve-wracking experience. 

But what if there was a more efficient way to tackle this? That’s where scheduling emails come into play.

Scheduling emails help you pinpoint and agree on a date and a time for a meeting, interview, appraisal, or appointment. 

In this article, we will help you understand the basics of a scheduling email and how to write one. We’ll also share six scheduling email samples you can emulate to create your own. 

Let’s get started. 

Note: Struggling to get replies or book meetings with prospects that fit in your ICP? We’ll help you get 6 SQLs or book 6 meetings with prospects that are ready to buy for only $999/month. Book a 15-minute consultation now.

What is a scheduling email, and why are they important?

A scheduling email is a specific type of email that seeks to arrange, reschedule, or confirm dates and times for online meetings, appointments, interviews, events, and more. Think of it like a meeting request email.

But, unlike standard meeting request emails , scheduling emails focus explicitly on nailing down dates, times, venues, and other logistical details. 

The objective is clear: remove the ambiguity and the endless loop of “Are you free at this time?” or “Sorry, can’t make it then. How about…?” discussion we often engage in meeting request emails.

Here is why scheduling emails are even more important and why you should consider them.

• They make you more efficient and help you save time: One well-crafted scheduling email can accomplish what might otherwise take numerous back-and-forth emails, saving valuable time for everyone involved.
• They help you ensure professionalism: Scheduling emails reflect your professionalism. A well-written scheduling email reduces the chances of confusion, making you appear more organized and respectful of the recipient’s time.
• They provide clarity and serve for record-keeping: Having a written record of scheduled dates and times reduces miscommunication. Both parties can refer back to the email if there’s any uncertainty and be sure to be on the same page.
• They foster coordination and help you prepare better: By setting and confirming a date and time in advance, both parties have ample time to prepare, ensuring the meeting or event is productive.

Schedule email format: What to include in a scheduling email and how to write one

Scheduling emails are nothing new under the sun. They follow the same format as most types of business emails, you know, with a subject line, a body, and an email ending. 

What makes a significant difference here is how you craft each of these elements and the information you include so that the email achieves your desired goal. 

That said, let’s peel back the layers of an ideal scheduling email, dissecting its components and understanding the role each plays.

The subject line: How to write a concise subject line to schedule a meeting

The subject line is the first thing the recipient sees in meeting invites. It determines whether your email will be opened immediately, saved for later, or worse, ignored — so you want to make it count. 

Your best shot here is to keep the subject line to what the email is about. No need to sweat it or get creative. So, you are writing the email to schedule something with the recipient, be specific about it. If you have a proposed date, let them know; if it’s urgent, mention it. 

Here are some examples of simple subject lines you can use here:

• [first name], are you available for a team meeting tomorrow?
• Proposed meeting date: Sept 15th at 3 PM
• Urgent: We need to reschedule tomorrow’s workshop
• Can we lock in our consultation for next Thursday?
• Request to schedule a meeting
• Can we schedule a meeting?

The email body: How to write a scheduling email body

So, what do you include in a scheduling email body? 

The subject line might give you the key to get the recipient’s attention, but the email body is where the real conversation happens. It’s where you provide details, create clarity, and guide the recipient towards the desired action. 

Let’s break down the essential components you should include in your scheduling email and how to write them: 

The greeting is the handshake of your email ; it establishes the tone for the entire conversation. Start with a warm, appropriate greeting. The nature of your relationship with the recipient will determine how formal or casual this can be.

Here are some examples:

• Formal: “Dear [first name]”,
• Informal: “Hi [first name]”, “Hey [first name]”,
• Group emails: “Hello Team”, or “Dear members of [team name]”

Introduction and context

So, after you greet them, the next step is to start the conversation, and the first thing your recipient will wonder (because they read your subject line and got a hint about what your email is about) is why you are reaching out to them to schedule the meeting or the appointment . 

Because of that, you need to start by offering a brief introduction or reminder about the reason for the meeting or event — before jumping into scheduling details. This ensures that your recipient understands the importance and relevance of the email.

Here is an example of a way you can frame this in your scheduling email:

“I hope this email finds you well. Following our conversation last week, I’d like to set up a meeting to discuss the upcoming marketing campaign.”

The idea here is to provide context so that they know why you are setting up the meeting or the event with them. 

Proposed time and date

Now, you can jump into the scheduling details. Clearly state your suggested time and date for the meeting. If possible, offer one or two alternatives, giving the recipient flexibility and increasing the likelihood of finding a mutually convenient slot.

Here is how you can add this to your scheduling email:

“I propose we meet on Tuesday, September 10th at 2 PM. Alternatively, would Wednesday, September 11th at 11 AM work for you?”

Location or platform

They know why and when you want to meet with them. If they’re interested, they’d want to know where. So, specify where the meeting will take place. If it’s a physical location, provide the address. If it’s a virtual meeting, include the platform and necessary login or access details.

Here are some examples of phrases you can emulate here: 

For a physical venue: 

“The meeting will be held in Conference Room A, on the 4th floor of our downtown office.”

For an online platform:

“We’ll be using Zoom for our meeting. I’ll share the meeting link a day prior.”

Agenda or purpose

Now, they’d want to know what you are going to do or discuss at the meeting so that they come prepared and get things done efficiently. So, in a few lines or bullet points, give a brief overview of what will be discussed or what the meeting aims to achieve. 

Here is a way you can phrase this: 

“During our meeting, we’ll cover the marketing strategies for Q4, the proposed budget allocations, and feedback from the recent survey. We will also kick off the discussions for the marketing strategy we will be using for the first two quarters of the next year”

Call-to-action

You already shared all the information they need to make up their minds about your meeting proposal. Now, you want to make sure they take your desired action. So, you have to add a clear CTA to lead them on. This could be a confirmation of the date, a request for alternative timings, or any other relevant action.

Here is a phrasing example for this:

“Please confirm your availability for the proposed times, or suggest another slot that might work better for you.”

The email conclusion: How to end a scheduling email

The conclusion of your scheduling email is as crucial as its beginning. 

There are three key elements you should include here. The email closing line, a formal sign-off or an informal one — depending on your relationship with the recipient — and your contact information or a professional email signature. 

Let’s walk through these components to help you wrap up your scheduling email effectively:

1. Email closing line

The closing is the final statement or sentence that sums up your email’s purpose and gently prompts the recipient toward your desired response. It’s a bridge between the body of the email and your sign-off.

Here are some examples: 

• “Thank you for considering this. Let me know what you think so we can synchronize our calendars effectively.”
• “Looking forward to finalizing our meeting and collaborating further.”
• “Your timely confirmation will greatly assist in planning the upcoming activities.”

2. Email sign-off

Choose a sign-off that aligns with the tone of your email and your relationship with the recipient. Here are some examples of email sign-offs :

Formal sign-offs:

• “Best regards,”
• “Sincerely,”
• “Yours faithfully,”

Informal sign-offs:

3. Contact information or professional email signature

This is where you provide the recipient with additional means to reach out to you, if necessary. Include your full name, designation, company name, contact number, and links to professional networks or websites.

Here is an example of a signature:

Ibrahim Fun

Senior Marketing Manager, XYZ Corp.

Phone: (123) 456-7890

Website: www.xyzcorp.com

LinkedIn: [LinkedIn Profile Link]

Now, putting all this together, here is an example of scheduling email ending you can emulate to create your own email: 

“I value your cooperation in setting up this crucial meeting. Looking forward to your confirmation.

Best regards,

Ibrahim Fun Senior Marketing Manager, XYZ Corp. Phone: (123) 456-7890 Website: www.xyzcorp.com LinkedIn: [LinkedIn Profile Link]”

6 scheduling email samples you can reverse-engineer

Here are 6 email samples you emulate to schedule something with your recipient. 

Sample email 1: Scheduling a business meeting

This scheduling email helps you send a formal invitation to meet with business partners or teammates and discuss various business matters, such as strategy sessions, client pitches, or project updates. 

So, when crafting this email, clarity is paramount. State the meeting’s purpose at the outset. It’s also beneficial to propose a specific date, time, and venue to minimize any back-and-forth communication. 

To further aid preparation, consider providing a brief agenda outlining topics or discussion points. Here is a scheduling email template for this:

Subject line: Business strategy meeting proposal for Sept 15

Hello [recipient name],

Following our recent discussions on optimizing our business strategy, I believe it’s time to convene and finalize our approach.

I propose a meeting on September 15th, 10 AM, at our headquarters in Conference Room B. Our primary agenda will be to review the strategy proposals and allocate tasks for the upcoming quarter.

Please let me know if this works for you or suggest an alternative date and time.

Thank you for your time. 

Warm regards, 

[your name]

[your professional signature]

Sample email 2: Rescheduling a previously set meeting

Unpredictable circumstances can sometimes call for the rescheduling of a previously established meeting. So, as you write a re-scheduling email, start by addressing the change at the very beginning of the email. 

Provide a courteous apology, regardless of the rescheduling reason; this demonstrates respect for the participant’s time and commitments. It’s also helpful to provide alternative dates and times. Here is a scheduling email template for this. 

SSubject line: Rescheduling our meeting for Jan 20

Hi [recipient name],

I trust you’re doing well. Due to unforeseen circumstances, I regret that I must reschedule our meeting originally set for January 15th.

Could we move it to January 20th, at the same time and venue? My apologies for any inconvenience, and I appreciate your flexibility.

Thank you for understanding.

Best wishes,

Sample email 3: Scheduling a job interview

The process of inviting a potential candidate for an assessment begins with a well-crafted interview scheduling email. Start on a positive note, commending the candidate’s application or resume, thus setting an encouraging tone for future interactions. 

Include specific details, from the interview’s format and anticipated duration to any preparations the candidate should make. Here is an example for this:

Subject line: Invitation: Job interview on Oct 25th with XYZ Corp.

Dear [candidate name],

We were impressed with your application for the [job position] role. We’d like to invite you for an interview at XYZ Corp. on October 25th at 2 PM.

The interview will take place at our main office, with members of our HR and [specific department] teams. Please bring any relevant documents or portfolios that were not previously shared.

Kindly confirm your availability or suggest an alternative slot if needed.

Looking forward to meeting you.

Sincerely, 

Sample email 4: Setting up a virtual team check-in

If your team works remotely, virtual team check-ins are essential for maintaining team cohesion and momentum. So, in your email, mention the platform or tool you’ll be using, and provide access details if necessary. 

Clearly outline the check-in’s purpose, whether it’s a general update or addressing specific team issues. A call for active participation is also key, emphasizing the importance of each team member’s contribution to the collective goal.

Here is an email sample you can emulate here:

Subject line: Virtual Team Check-In: May 30, 3 PM

Hello Team,

I’d like to schedule a virtual check-in on May 30th at 3 PM via Zoom. This will be a space for us to review ongoing projects, share updates, and address any concerns.

The meeting link will be shared closer to the date. Please have your updates ready to share.

Confirm your participation by replying to this email.

Thanks, and stay safe! 

Sample email 5: Scheduling a one-on-one meeting with a colleague

One-on-one meetings , typically more intimate and direct, serve as a platform for focused discussions, feedback, or alignment between two colleagues. When initiating this type of meeting via email, you can go for a slightly informal tone, befitting a peer-to-peer interaction . 

State the purpose candidly so that your recipient clearly understands the meeting’s intent. Furthermore, since the meeting involves only two individuals, it’s prudent to offer some scheduling flexibility, adapting to the colleague’s convenience when possible.

Here is an email sample for this:

Subject line: One-on-one meeting proposal for March 5

Hey [colleague’s name],

I wanted to touch base and discuss [specific project or topic]. How about a one-on-one meeting on March 5th, around 11 a.m., in the lounge area?

It would be a good opportunity to align our efforts and brainstorm some ideas.

Let me know if that sounds good or if you have another preferred date and time.

Looking forward to your response on this.

Sample Email 6: Scheduling an appointment

A well-structured appointment scheduling email makes it easy to secure a specific time slot with professionals or service providers. As you write this, you should show respect for the professional’s time, keeping in mind their potentially tight schedules. 

Explicitly state the service or consultation type you’re seeking to prevent any ambiguity. And, to ensure you’re well-prepared for the appointment, proactively inquire about any necessary documents or prerequisites. Here is a scheduling email template for this:

Subject line: Appointment request for [reason] on Aug 10

Hello [name],

I am reaching out to schedule an appointment for [specific service or reason, e.g., “a dental check-up” or “consultation on financial planning”].

Would it be possible to book a slot on August 10th, preferably in the morning? If not, please let me know available dates and times that week, and I’ll do my best to accommodate.

Also, if there are any documents or details I should bring or be aware of prior to our appointment, kindly inform me.

Thank you for your time, and I look forward to your confirmation.

Looking to write meeting request emails? Here is our post where you can find the best meeting request email template for your meeting requests.

Key takeaways

• Whether you’re setting up a meeting for a formal meeting request, rescheduling, or inviting someone for an interview, the purpose and details of your email should be crystal clear. From the subject line to the body of the email, every element should reflect the email’s intent. This includes clearly stating the date, time, platform, or location and the purpose or agenda of the scheduled event.
• Always include a brief agenda or outline of what will be discussed or achieved during the scheduled event. It provides recipients with a clear idea of what to expect, enabling them to prepare adequately.
• Always ensure the recipient acknowledges and confirms the date, time, and purpose of the scheduled event. This minimizes the chances of misunderstandings or missed appointments and solidifies the commitment from both parties. 
• Need help with email marketing and lead generation ? We are ready to help. Nerdy Joe can help you get stellar results from our sophisticated email marketing efforts. Talk with us today. 

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How to Plan the Perfect Customer Visit [+ Agenda Template]

Published: August 02, 2021

Now that the world is opening back up, it’s time to get out there and meet your customers face-to-face. For many newer customers, this might be their first time getting to spend time with you — especially as conferences have moved online.

Creating that connection is invaluable. But before you book that plane ticket, it’s essential to create a plan. Planning the perfect customer visit will ensure that you meet your goals and that your customer meeting will be successful. Here’s a look at how you get there.

Why plan a customer visit?

Jason Lemkin, the founder of SaaStr and EchoSign, has said “ I never lost a customer I actually visited. ” That’s a bold statement — one that's worth taking note of. But why? What is it about customer visits that has such a big impact on customer loyalty?

First of all, you get to make a stronger impression with your customers. No matter what you sell, you aren’t just selling a product — you’re also selling the people behind it.

Your vision, your passion, your knowledge are all play into the perceived value of your product or service. All of these elements come across more strongly when you visit in person. A Zoom call just isn’t enough time to go deep.

Secondly, you get to see how your customers are using your product in person. Are they constantly printing out reports to pin up on a wall? Are you seeing teams walk across the sales floor to point out something on a screen? What kind of working environment and equipment do they have? What other types of software are they using?

Everything happening behind the scenes paints a much clearer picture of who your customers are. And when it comes time to renew or jump on that next customer success call, you’ll have a lot more knowledge ready to draw on.

Finally, meeting your customers in person is a huge motivational boost! When you’re behind a screen for so long, it can start to feel like what you do doesn’t matter — or that you’re not making any real connections. But a visit to a customer’s office can change all that, and really light up your idea of “why” you do this at all.

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5 Potential Goals of Your Customer Visit

Going into a customer visit with goals in mind will help you get the most out of your time there. Here are five goals to consider when planning a customer visit:

1. Understanding Their Business Goals

If you’re visiting a client, you’re likely hoping for a long term relationship. Understanding what their future goals are can help align your product with their needs. These in-depth conversations would rarely come up over a quick phone call.

2. Gathering Feedback

Customer visits provide a unique opportunity to gather honest and in-the-moment insight into what your customers need and want. When you sit next to someone who uses your product in their daily work, there’s a lot more space to have this feedback arise. And documenting it for future sales opportunities and your product team is one of the more productive actions you can take during a customer visit.

3. Referrals

In-person visits are a great time to ask for and give referrals. Ask, “Are there any other companies that you work with that you could see our product being helpful for?” Alternatively, if a pain point is mentioned by the client and you know the perfect company to help solve it, don’t be afraid to build that connection. It’s just another way you can bring value to your customers.

4. Uncovering Opportunities for Cross-Selling or Upselling

While your primary objective shouldn’t be pitching your offering at every opportunity, you might uncover a problem that your product or service can help solve. Noting these potential value-adds can make for more effective, thoughtfully targeted upsell and cross-sell conversations.

5. Testimonials and Case Studies

Customer visits can be a unique source of sales content, including pictures for case studies, video testimonials, and strong evidence-based customer stories. If you plan on making this one of your primary goals, consider asking your client to set the stage for these kinds of materials before you visit so you already know who you’ll be speaking to, before coming onsite.

How to Plan an Onsite Customer Meeting

By putting more effort in before you go, you’ll have a much better chance of achieving your goals and impressing your clients. Here are some key actions to consider when planning your customer meeting.

Thoroughly prepare before the visit.

Before you arrive, make sure you’re up to date on the state of the customer's account. Who are they usually talking to at your company? What customer service tickets have they raised lately? Are there outstanding issues that need to be addressed? These will come up during your visit.

Secondly, understand the current ecosystem your customer is working within. Is your customer in the news? What’s happening in their industry? What threats and opportunities are arising in their business? Being prepared and knowledgeable about their inner workings will make a better impression than coming in blind.

Decide who you’re meeting with.

Start by setting up a meeting with relevant company leadership. That could be the CEO, the founders, or the VP of the functional team you're working with — depending on the company's scale. Bear in mind, while this contact might be the "reason" for your visit, they're probably not who you'll be spending the most time with.

Once you have a meeting scheduled with the company's leadership, plan the rest of your day around meeting with the team leaders and employees using your product — as well as any teams that are open to signing up or expanding the current seat count or contract scope.

Make dinner reservations for you and your clients.

Traditionally, a customer visit includes taking your client out for a nice dinner as a token of appreciation. It also offers a chance for you to get to know each other outside of the limits of the work environment and form stronger relationships.

That being said, this is not a social visit. Keep your goals in mind — even outside of work hours. If you’re familiar with the restaurants in the area, choose a place that has options for every diet and has a good atmosphere for conversations. If you’re not familiar with the available options, ask the client where they’d recommend.

Complete the wrap-up report.

After the visit is over, you still have work to do. Create a wrap-up report for your internal teams back at the office. It should cover key elements of the visit like any confidentiality agreements put in place and who at your company you can share contact information or sales figures with.

Identify any action items that came up during the visit. Include any positive highlights during the meeting as well as any risks or opportunities that arose. Create a copy of the report for your client as well, to show that you were listening to their concerns and that you’re going to follow up with them.

Customer Visit Agenda Template

Use this sample agenda to plan your own customer visit.

10 am: Welcome/Office Tour (30 minutes, w/ Stacy, Raul)

• Get settled, set up a desk or boardroom for the day

11 am: Executive Meeting (1 hour, w/ Stacy, Thomas, Ankit, Shireen)

• Overview of status, product usage, any updates
• Add any bullet points you need to cover here
• Upcoming changes or challenges for the business
• New Opportunities
• Areas of concern

12pm: Lunch

1pm: User Meetings (4 hours, rotating through Marketing teams)

• Overview of new features
• Gather feedback from users
• Sit with teams to review workflow

5pm: Wrap Up meeting (30 minutes)

• Process or configuration change recommendations
• General questions and answers
• Items to be addressed as part of maintenance
• Enhancement opportunities

6:30pm: Dinner at Restaurant

Internal Notes

• At the bottom of your agenda, include internal notes that are meant to be shared with your team only.

Plan for success

It’s time to get back out there and meet your clients face-to-face. By planning your customer visit ahead of time, you’re sure to achieve your goals and come out with a stronger understanding of what your clients need.

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How to write a meeting request email [17 samples for your colleagues, leads, & clients]

I’ll admit it upfront. As an introvert, I’m not a fan of meetings. And meetings that could’ve been emails? They’re pretty much the ultimate test of my patience (except spoilers on social media 🥲).

Despite my disdain, though, meetings can often be the binding force for relationships at work. They keep the communication going, provide a place to air and resolve differences, and ultimately bring people closer in pursuit of common goals. 

Async and written communication cannot accomplish everything—a lot gets lost in the absence of facial expressions, tone of voice, gestures, and body language. This is perhaps why virtual meetings gained such popularity when we couldn’t meet in person due to the COVID-19 pandemic. 

Knowing how to request a meeting, thus, becomes a key skill that can help one navigate the world of work with greater ease. 

It's why I'm excited to share with you some tips and tricks on how to write a meeting request email that gets a positive response. With inputs from my colleagues at OSlash , I’ve also included 17 different samples for you to choose from, so you can tailor your message to fit the situation. Let’s get started.

What is a meeting request email?

A meeting request email is a professional invitation to get together and discuss something, typically sent in a business setting. It helps ensure that everyone is on the same page and that the meeting runs smoothly. 

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What are the different types of meeting request emails.

Depending on the level of familiarity or relationship you have with the recipient, meeting request emails can either be cold or warm.

• Cold meeting request email : This type of email is sent to someone you don't know or have a very limited relationship with. It's called "cold" because there's no prior communication or relationship established. Cold emails are typically used for outreach or prospecting purposes.

Recommended reading: 11 cold email templates that will get you more leads instantly

• Warm meeting request email : This type of email is sent to someone you have an existing relationship with, whether it's a colleague, business partner, or friend. Warm emails are typically used to set up meetings with people you have already interacted with or have some level of familiarity with.

In a cold meeting request email, you need to introduce yourself and explain the reason for your email clearly. You also need to personalize your email and explain why you think the recipient would benefit from the meeting.

Recommended reading: 13 foolproof ways to introduce yourself via email 

In a warm meeting request email, you can be more informal and friendly. You can refer to previous conversations or interactions you've had with the recipient and provide context for the meeting. Since you already have a relationship, the tone of the email can be more relaxed and conversational.

How to politely request & schedule a meeting via email?

“never be so polite, you forget your power., never wield such power, you forget to be polite.”.

Some of my favorite lyrics also serve as a good mantra while requesting a meeting. 

No one likes to read a rude, pushy, and entitled email in their inbox, much less agree to a meeting with the sender of said email. Politeness is what will make all the difference between you getting a positive response and your meeting request email being marked as spam.

So, how do you politely schedule a meeting ? Here are 7 tips.

• Start with a clear, explanatory subject line that does not confuse or clickbait the recipient. (See our section on subject lines below for some good ol’ inspiration!)
• Begin with a polite greeting and include the name of the recipient in the salutation to make your meeting request more personable.

Some options include:

Hey, [First Name],

Hello [First Name], hope you’re well

Dear [First Name], I hope you’re having a good day

• If you’re writing a cold meeting request email, be sure to include a short introduction stating who you are and some context on why you are writing to them. This indicates your respect for their time and attention. Psst…Steal our introduction email templates to come up with the perfect one!
• Don’t forget to explicitly mention the purpose of the meeting and key details such as possible date, time, and venue . Pro tip: Suggest a few potential meeting times that work for you, but also be open to other options if those don't work.
• Acknowledge that the person you're requesting a meeting with is likely busy, and be respectful of their time. Offer to keep the meeting short and to the point , and assure them that you won't take up more of their time than necessary. A tool like Calendly lets you give the recipient flexibility in scheduling the meeting, especially if the meeting is something you want more than they do.
• Close your email by thanking them for considering your request and expressing your appreciation for their time and attention. Make sure to include a CTA (call to action) .

Some possible CTAs are:

You can reach me at [email] or [phone number]

Please feel free to book a slot on my calendar [insert link to calendar]

Please let me know if you’re available on [date & time] or if an alternative time works better for you

Please don’t hesitate to contact me at [email] or [phone number] if you have questions

• Proofread your email before sending or employ a writing assistant to do it for you. Sending an impeccable, polished request will make a great impression and increase your chances of getting a favorable response.

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By sending a well-crafted meeting request email, you can ensure that your meeting is productive and efficient.

10 meeting request email subject lines

The subject line of your meeting request email is the first impression you make on the recipient—make it count with these 10 attention-grabbing examples.

Let's Connect, [Name]?

[Name], Can We Meet?

Meeting Request: [Purpose of the Meeting]

Requesting Your Time for a Meeting

[Date/Time] Meeting Request

Quick Meeting Request: [Purpose of the Meeting]

Meeting Request: [Your Name] and [Recipient's Name]

Seeking Your Expertise: Request for a Meeting

[Recipient's Name], Let's Discuss [Purpose of the Meeting]

Schedule a Meeting: [Purpose of the Meeting]

Since the subject line by itself is not enough for you to get a meeting, we’ve also crafted 17 templates that will allow you to do so.

17 meeting request email samples—for colleagues, leads & clients

In this section, we have curated 17 effective meeting request email samples that you can use to request meetings with your colleagues, leads, and existing clients.

Meeting request email samples to schedule a meeting with colleagues

On a typical workday, we perhaps end up interacting the most with our colleagues. We schedule meetings with our managers, bosses, peers, and subordinates. Some of them are individual meetings while others take place in a team setting. This section will walk you through simple meeting request email samples and templates for all such situations. 

1. Requesting a meeting with your boss sample email

Subject: Requesting your time for a meeting Dear [Boss's Name], I hope this email finds you well. I would like to request a meeting with you to discuss [briefly state the purpose of the meeting]. I believe that this meeting would be beneficial for [provide reasons why the meeting is important]. Would it be possible for us to meet [suggest a few possible dates and times]? I understand that your schedule is likely very busy, so please let me know if any of these dates and times work for you. Thank you for your time, and I look forward to hearing from you soon. Best regards, [Your Name]

2. Requesting a meeting with your manager sample email

Subject: Schedule a meeting: [Purpose of the meeting] Dear [Name], I hope this email finds you well. I wanted to schedule a meeting to discuss [topic] with you. I believe your inputs will help me improve my performance and contribution to the team.  Can we schedule a meeting for [suggest a few possible dates and times]? If none of these times work for you, please let me know when would be convenient. Thank you for your time and guidance. Best,  [Your Name]

3. Requesting a one-on-one meeting with your colleagues sample email

Subject: Request for one-on-one meeting Dear [Colleague's Name], I hope you are doing well. I wanted to reach out and request a one-on-one meeting with you. I believe it would be helpful for us to discuss [briefly state the purpose of the meeting]. I value your input and believe that this meeting would be beneficial for both of us.  I am available on [insert a few possible dates and times]. Let me know if any of these work for you or if you’ve an alternative in mind.  Thanks a lot, and I look forward to meeting with you. Best regards, [Your Name]

4. Follow-up meeting request sample email

Subject: Following up on my earlier request for a meeting Dear [Recipient's Name], I’m writing to follow up on my previous email regarding a meeting request to discuss [briefly state the purpose of the meeting].  I would greatly appreciate a chance to speak with you. If the previous dates I suggested don't work, please let me know your availability so we can find a mutually convenient time. I am looking forward to chatting with you soon. Thank you for your time. Best regards, [Your Name]

Recommended reading: How to write the perfect follow-up email?—A no-nonsense guide [16 free templates inside]

5. Team meeting request sample email

Subject: Team meeting on [date and time] Hi Team, Hope you’re all having a good month so far.  I would like to request a team meeting to discuss [briefly state the purpose of the meeting]. This meeting will be an opportunity for us to [state the objective of the meeting and what you hope to achieve]. I’ve booked the [conference room] for [date & time] and would request you to confirm your attendance on this link [insert link] as soon as possible.  I’ll share a detailed agenda for the meeting soon. Some of the topics of discussion include: [Topic 1] [Topic 2] [Topic 3] Let me know if there are any other topics you would like to take up. Looking forward to a great session with you all! Thanks, [Your Name]

Recommended reading: Got a remote team? Check out the OSlash guide to effective communication in the new remote world

6. All-Hands/Town Hall meeting request sample email 

Subject: Request for All-Hands/Town Hall meeting Dear All, I hope you are doing well. I am writing to request an All-Hands/Town Hall meeting for our team/company. The purpose of this meeting will be to [briefly state the agenda and objectives of the meeting]. I believe this meeting will provide us with a valuable opportunity to connect as a team, share important updates and information, and foster a sense of community.  The meeting is scheduled for [date, time, location] and attendance is mandatory for all employees. Thank you for your consideration, and I look forward to seeing you all at the meeting. Best regards, [Your Name]

Recommended reading: 11 tools to improve internal communications in your business

7. Standup meeting request sample email 

Subject: Request for standup meeting Dear Team, I hope this email finds you well. I am writing to request a weekly standup meeting for our team to discuss our progress, priorities, and any blockers we may be facing. The purpose of this meeting will be to provide everyone with a brief update on their current tasks and to identify any issues or challenges that need to be addressed so that we can stay on track with our projects. I would suggest scheduling the meeting for [suggest a few possible dates and times]. If none of these times work for you, please let me know when would be convenient. Please come prepared with a brief update on your current tasks and any issues you may be facing. Thank you for your time, and I look forward to seeing you all at the meeting. Best regards, [Your Name]

8. Request for meeting agenda sample email

Subject: Request for agenda for our planned meeting Dear [Name], I hope things are well. I am writing to request a meeting agenda in advance of our upcoming meeting on [date and time]. Having an agenda in advance will help ensure that the meeting is productive and focused, and that we are able to address all of the important topics. If the agenda has not yet been prepared, could you kindly provide an estimated timeline for when it will be available? I’d be thankful if you could share the agenda at least [insert number of days] prior to the meeting. Thank you so much! Best regards, [Your Name]

With the above samples, you should be able to bid your meeting scheduling woes at work a permanent goodbye. 

Meeting request email samples to schedule a meeting with leads or potential clients

One of the trickiest things to do is to set up a meeting with people who aren’t your clients yet but whom you’d like to get in business with. They could range from potential customers to business partners; could be cold connections or people familiar to you; and they can be reached out to by using the below no-nonsense meeting request email samples.

1. Cold email meeting request sample email

Subject: Introduction and request for a meeting Dear [Name], I hope this email finds you well. My name is [Your Name], and I am [Your Position/Company]. I came across your work while researching [topic related to the recipient's field/industry], and I was impressed by your expertise in this area. I am interested in learning more about your work and exploring potential opportunities for collaboration. Would you be available for a brief meeting or call sometime in the next few weeks? I would love to discuss how we might be able to work together and hear more about your experiences in [industry/field]. Here’s the link to my calendar [insert link]. Feel free to book a slot that’s convenient to you.  I’m really looking forward to getting to know you and for us to work together! Best regards, [Your Name]

Related: How to write LinkedIn connection requests that get accepted?

2. Business meeting/Sales meeting sample email

Subject: [First Name], can we meet? Dear [First Name], I hope this email finds you well. I am writing to request a business meeting with you to discuss potential opportunities for [insert what you are looking to achieve, e.g. partnership, investment, sales, etc.]. Based on my research and understanding of your organization, I’ve learnt that you’re looking to [solve a particular pain point]. I believe my company can help you do exactly that with [list of potential benefits].  I would love to explore this further with you and your team. If you are available, I would like to schedule a meeting at your earliest convenience. Alternatively, you can book a slot on my calendar for next week [insert link].  In the meantime, I’ve attached a case study that might interest you.  Thank you for considering my request, and I look forward to talking soon! Best regards, [Your Name]

Recommended reading: Ace the cold email game with our free cold emailing ebook 

3. Requesting a meeting appointment via email

Subject: Request for an appointment Dear [Name], I would like to request a meeting appointment with you to discuss [insert topic of discussion].  If you could let me know of your availability by sharing a few dates and times or give me access to your shared calendar, that would be greatly appreciated. I can find a time that works for both of us and schedule the appointment.  Looking forward to hearing from you. Many thanks, [Your Name]

4. Request to reschedule a meeting sample email

Subject: Request to reschedule meeting Dear [Recipient’s Name], I hope this email finds you well. I wanted to reach out regarding our upcoming meeting scheduled for [insert date and time]. Unfortunately, due to [insert reason for rescheduling], I would like to request that we reschedule the meeting to a later date. I apologize for any inconvenience this may cause and hope that we can find a time that works for both of us. Please let me know what dates and times work best for you in the upcoming [insert time frame, e.g. week, month, etc.]. I am available [insert availability details] and am willing to be flexible to find a time that suits your schedule. Thank you for your understanding, and I look forward to hearing back from you soon. Best regards, [Your Name]

We truly hope that all your important meetings with leads pan out well. And we also hope we’ve gotten you off to a great start with the templates and samples we just shared. 

Meeting request email samples to schedule a meeting with an existing client

As necessary as it is to close new business, it’s even more important (and tough) to retain old clients. Old clients don’t just bring repeat business, they also play a key role in word of mouth marketing and can be an excellent marketing channel in themselves. This is why touching base with them, even when everything is going according to plan, makes a good deal of business sense. These meeting request templates for existing clients will help you do that, minus any awkwardness. 

1. Meeting request sample email for a client

Subject: Request for meeting with [Client’s Org] Dear [Client Name], How’s it going with you at [Org Name]? I’m writing to quickly check in with you and share what a pleasure it has been working with you and your talented team over the past few months. I also wanted to take this opportunity to discuss some updates and new collaboration opportunities with you. Would you like to meet on [insert potential meeting dates and times] to discuss the progress of our ongoing project and to explore this? I’ve a feeling it will be beneficial to both our organizations.  Please let me know your availability, and we can catch up. Thank you for your time, and I look forward to the opportunity to meet with you soon. Best regards, [Your Name]

2. Introduction meeting for a new colleague/team member sample email

Subject: Introduction meeting with [Client’s Company] for [New Team Member’s Name] Dear [Client’s Name], I hope this email finds you well. I wanted to introduce you to our newest team member, [New Team Member’s Name], who will be working closely with you and your company. [New Team Member’s Name] brings extensive experience in [insert relevant skills] and is excited to collaborate with you. To facilitate a smooth transition, we would like to request a meeting with you to introduce [New Team Member’s Name] and to discuss how we can continue to provide you with the highest level of service. The meeting will be an opportunity to discuss any updates or changes to your business needs and to identify any areas where we can provide additional support. Please let us know if you are available to meet and suggest any dates and times that work best for you. We are available [insert availability details] and are willing to be flexible to find a time that suits your schedule. Thank you for your time and consideration, and we look forward to hearing back from you soon. Best regards, [Your Name]

Related: Welcome new employees to your team with these 21 welcome message templates

3. Lunch/dinner meeting request with a client sample email

Subject: Invitation for a lunch/dinner meeting  Dear [Client Name], I hope this email finds you doing well. I wanted to take a moment to extend a lunch/dinner invitation to you. It would be great to catch up and discuss any new developments regarding our work together. I am thinking of [suggested restaurant name and location] on [date and time]. The restaurant is known for its [type of cuisine] and I believe it would be a great place to have a meal and discuss further opportunities. Please let me know if this works for you. I understand if you have prior engagements, and I am open to adjusting the date, time or location to accommodate your schedule. Looking forward to hearing from you soon. Best regards, [Your Name]

Congrats! You’re all set to tackle all sorts of meeting requests with the above repository of email samples. Just one last thing before we wrap up with a quick lesson in email etiquette—you also need sample emails to communicate a gracious acceptance or convey a polite refusal to attend a meeting. After all, you might find yourself at the end of a meeting request email too!

Here goes… 

Accepting a meeting request sample email

Subject: Re: Meeting request Dear [Meeting Organizer's Name], Thank you for inviting me to attend the meeting on [Date and Time]. I am happy to accept the invitation and look forward to the meeting. Please let me know if there are any specific materials or information I should prepare before the meeting. I am eager to contribute to the discussion and make the most out of our time together. Thank you again for including me in this meeting, and I am excited to see you soon. Best regards, [Your Name]

Declining a meeting request sample email 

Subject: Sorry to miss your meeting. Let's catch up soon! Dear [Meeting Organizer’s Name], Thank you for inviting me to attend the meeting on [Date and Time]. Unfortunately, due to [reason for declining], I will not be able to attend the meeting. I apologize for any inconvenience this may cause, and I hope to be able to attend (a) future meeting(s). If there is any information or materials that I can provide to contribute to the meeting in my absence, please let me know. Thank you again for including me in this meeting, and I appreciate your understanding. Best regards, [Your Name]

Final words: Email etiquette for sending meeting requests and invitations the right way

When it comes to requesting meetings via email, there are a few key etiquette rules to follow. Think of it like sending a virtual handshake—you want to make a good impression and ensure that everyone feels respected and valued.

Here are 4 things to remember when sending a meeting invitation. 

1. Have a clear agenda 

Having a clear agenda for your meeting is essential for making the most of everyone's time. When sending a meeting invitation email, be sure to include a brief outline of the topics that will be discussed and what you hope to accomplish. This not only helps attendees prepare for the meeting but also ensures that everyone is on the same page and that the meeting stays focused.

2. Follow the two-pizza rule for meeting invitations 

Jeff Bezos' "two pizza rule" is a great guideline for deciding who to invite to a meeting. The rule states that a meeting should never have more people than can be fed with two pizzas. In other words, keep your meeting small and invite only the people who are necessary for the discussion. This helps keep the meeting efficient and ensures that everyone who attends has a meaningful contribution to make.

3. Don’t Rubik’s cube your way to a meeting

Avoid unnecessary back-and-forth by checking calendars in advance whenever possible. When sending a meeting invitation email, suggest a few potential meeting times and ask attendees to let you know which one works best for them. Alternatively, use a scheduling tool like Calendly or Doodle to allow attendees to select a time that works for them. This can help avoid the "Rubik's cube" of scheduling and save time and frustration for everyone involved.

4. Be considerate of everyone’s time

Suggest a few potential meeting times that work for you, but also be open to other options if those don't work. And if you're requesting a meeting with someone who is higher up in the organization, be respectful of their schedule and availability. Wrap meetings up in time so as to be mindful of other people’s schedules and commitments.

Follow these golden commandments and we’re sure your meeting invitation acceptance rates will soar through the roof!

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With OSlash’s text expander and link shortcuts , you can easily create and send meeting requests, up to 30 times faster.

With just a few keystrokes in the text expander, you can create templates for email meeting requests, invitation messages posted on Slack and other communication apps, introduction emails, follow-up emails, and more. Once the templates are in place, all you’ve to do is type the corresponding shortcut, say, o/meet, and let OSlash insert the entire email for you, in under a second.

No more typing the same request hundreds of times or toggling between windows to copy-paste it. 

You can also replace complex and tough-to-remember URLs with OSlash (link) shortcuts to quickly access your calendar, scheduling tool, or other productivity apps. Never ask your colleagues for the standup meeting link, again. It’s o/standup. Say goodbye to scrolling through long Slack threads for the All-Hands’ Zoom link, because, you guessed it—it’s o/allhands. Easy peasy!

Whether you're setting up a one-on-one with a colleague or organizing a company-wide meeting, OSlash streamlines the process, saving you time and energy. Plus, with customizable templates and seamless browser compatibility, OSlash is the ultimate solution for requesting and scheduling meetings, hassle-free. 

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How To Write An Email About A Trip

Are you planning a trip and need to send an email to inform your colleagues or clients? Writing an email about a trip can be tricky, as you want to convey all the necessary information without overwhelming the recipient. In this article, we will provide you with some tips and guidelines on how to write an effective email about your upcoming trip. Whether you’re traveling for business or pleasure, this article will help you craft a clear and concise email that will leave a positive impression on your recipients. So, let’s get started!

Table of Contents

What to Do Before Writing the Email

Before you start writing your email about your upcoming trip, it’s important to take some time to plan and organize your thoughts. Here are some things to consider before you begin:

1. Determine your purpose: Are you simply informing your colleagues or clients about your trip, or do you need to request something from them? Knowing your purpose will help you structure your email and ensure that you include all the necessary information.

2. Identify your audience: Who will be receiving your email? Consider their level of familiarity with you and your trip, as well as their role in your organization. This will help you tailor your message to their needs and interests.

3. Create an outline: Before you start writing, create an outline of the key points you want to cover in your email. This will help you stay focused and ensure that you don’t forget any important details.

4. Gather all necessary information: Make sure you have all the relevant information about your trip, including dates, times, locations, and any relevant contact information. This will help you provide a clear and complete picture of your plans.

By taking these steps before you start writing your email, you’ll be better prepared to craft a clear and effective message that will get your point across and leave a positive impression on your recipients.

What to Include in The Email

What to Include in the Email

Now that you’ve taken the time to plan and organize your thoughts, it’s time to start writing your email. Here are some key elements to include:

1. Introduction: Start your email with a brief introduction, including your name, position, and purpose for writing. This will help your recipients understand who you are and why you’re contacting them.

2. Trip Details: Provide all the necessary details about your trip, including the dates, times, locations, and purpose of your travel. If you’re traveling for business, include information about any meetings or events you’ll be attending. If you’re traveling for pleasure, share some highlights of your itinerary.

3. Availability: Let your recipients know when you’ll be available during your trip and how they can reach you in case of an emergency. If you’ll be unavailable for an extended period, provide an alternative contact person or method.

4. Request (if applicable): If you need something from your recipients, such as a meeting or assistance with a project, make your request clear and specific. Be sure to explain why their help is important and how it will benefit them.

5. Closing: End your email with a polite closing, such as “Best regards” or “Sincerely,” followed by your name and contact information. This will help your recipients know how to reach you if they have any questions or concerns.

By including these key elements in your email, you’ll provide a clear and complete picture of your trip and ensure that your recipients have all the information they need. Remember to keep your message concise and to the point, and proofread your email carefully before sending it. With these tips and guidelines, you’ll be able to write an effective email about your upcoming trip that will leave a positive impression on your colleagues or clients.

Email Template – How To Write An Email About A Trip

Email Template for a Trip

Dear [Recipient],

I hope this email finds you well. I am writing to inform you about my upcoming trip to [destination] from [date] to [date]. As [position] at [company], I wanted to keep you informed about my travel plans.

During my trip, I will be attending [meetings/events] related to [purpose of travel]. I am excited to share that my itinerary also includes [highlight of itinerary].

I will be available during my trip and can be reached at [contact information]. In case of an emergency, please do not hesitate to contact me. If I am unavailable for an extended period, [alternative contact person/method].

If you need any assistance or have any questions, please feel free to reach out to me. I would be happy to help. Thank you for your attention to this matter.

Best regards,

[Your Name]

[Your Contact Information]

Tips for Writing the Email

In conclusion, writing an email about a trip requires careful planning and organization. Before you start writing, determine your purpose, identify your audience, create an outline, and gather all necessary information. When writing your email, include an introduction, trip details, availability, request (if applicable), and a polite closing. By following these tips and using the email template provided, you’ll be able to write an effective email about your upcoming trip that will leave a positive impression on your colleagues or clients.

6 Email Templates to Schedule a Meeting in 2024

In almost any industry, meetings are necessary to keep everyone on the same page.

In the current climate, digital meetings are more important than ever in order to connect coworkers that may start to feel very disconnected while working from home.

According to Notta AI , 80% of employees spend up to 1/3 of their workweek in meetings .

Whether you frequently email customers and clients or coworkers and supervisors, sending meeting request emails can take a lot of time (especially if you have lots of meetings).

That's why we wrote this piece. We've included 6 email templates you can use today to schedule meetings with ease.

What Is a Meeting Request Email?

A meeting request email is a professional message sent to colleagues, clients, or stakeholders to invite them to a meeting.

It's an essential tool in business communication, serving as the first step in organizing a meeting. This type of email should clearly outline the purpose, time, and location of the meeting.

To give you a better idea, here are a few examples:

Project Starts/Updates : Sending an email to schedule a meeting at the beginning of a project helps everyone understand their roles and the project plan right from the start.

Weekly Team Check-Ins : A weekly meeting email keeps the team on the same page, discussing progress and upcoming tasks.

Client Meetings : For client meetings, an email sets the stage for a focused discussion on how your services can meet their needs.

Urgent Discussion : In urgent situations, an email quickly brings everyone together to make fast decisions.

Idea Sharing : Scheduling a brainstorming session via email encourages creative thinking and idea sharing for projects like marketing campaigns.

What to Include in Meeting Request Emails

When drafting a meeting request email, several crucial elements should be included to make it effective:

Subject Line : The first thing recipients see. It should be clear and direct, indicating the email's purpose. For instance, "Request for Meeting: Project Update Discussion".

Greeting : A polite opening, such as "Dear [Name]" or "Hello [Team Name]," sets a professional tone.

Purpose of the Meeting : Clearly state why the meeting is necessary. This helps participants understand the importance and prepare accordingly.

Proposed Date and Time : Offer a specific date and time, possibly providing alternatives to accommodate recipients' schedules.

Don't Forget -> Location or Video Call Link : Specify where the meeting will be held, whether it's a physical location or a virtual meeting link.

Agenda or Key Topics : Briefly outline the main points or agenda items to be discussed. This helps participants to come prepared.

Request for Confirmation : Politely ask recipients to confirm their attendance.

Closing and Signature : End with a professional closing, such as "Best regards" or "Sincerely," followed by your name and contact information.

How to Set Up Meetings Via Email

Setting up meetings via email involves more than just sending out an invitation. Here's a step-by-step guide to ensure an efficient process:

Identify Participants : Determine who needs to be at the meeting. Consider the meeting's purpose and involve only those necessary.

Draft the Email : Use the elements mentioned above to create a comprehensive email. Keep it concise and to the point. Check out our templates below to get started!

Check Calendars : Before proposing a date and time, check the availability of key participants, if possible.

Important -> Send the Email Early : Give participants enough time to adjust their schedules. Sending the request a week in advance is typically advisable.

Follow Up : If you don't receive responses, a polite follow-up email can prompt a reply.

Send a Reminder : A day or two before the meeting, send a reminder email with the agenda and any necessary documents.

Be Flexible : Be prepared to adjust the meeting time if multiple participants have conflicts.

6 Email Templates to Schedule a Meeting

Need an email template to help you quickly schedule an email? Give the following templates below a try to schedule your next meeting via email with ease!

Copy templates to use them anywhere:

Meeting Request Email for Customers

It might be difficult to schedule a business meeting with someone you haven't met.

In just one email, you need to cover a lot of territory, including who you are, who you work for, what you can offer them, and why they should meet with you.

All of this information should be presented in the fewest number of lines feasible. Give this template a try to schedule a meeting with a customer.

Check out our Customer Support Templates Page for more templates you can use to save time today!

Meeting Request Email for Coworkers/Team

When dealing with a large team, holding a meeting for everyone to sync can be helpful.

The following email template can help you schedule the meeting with your entire team.

Meeting Request Email for Anyone

There any many reasons to schedule a meeting. There are also many different types of people in different positions who might want to take part in the meeting.

For very general meetings, try out the following template.

Onboarding Meeting Request Email Template

Meeting with new employees is an essential part of the onboarding process.

This template helps you quickly schedule a meeting with a new employee to make sure your onboarding is smooth and efficient.

Triggered Meeting Request Email Template

A trigger event offers you a strong opportunity to connect, generates urgency, and increases your credibility.

The first exchange may appear so sudden and unprompted that the recipient might find it suspicious.

Because you're contacting them for a reason, prospects may avoid this discomfort when using the trigger event email template. Your email appears less like spam and more legitimate as a result of this trigger event.

Sales Meeting Request Email

Keep in mind that decision-makers and leaders from huge organizations frequently get emails of this nature– and typically just ignore them.

Make sure you use enough lines in your email without making the email overly long, outlining why they should make an exception and reply to you.

Your reader will read your email quickly and determine whether or not to book a meeting with you if you keep it brief and personable. Include your finest accomplishments and your most well-known clientele in your sales email to encourage them to make the proper choice.

Check out our Common Work Emails Templates Page for more templates you can use to save time today!

How to Automate Common Work Emails

If you hate typing the same emails over and over, give Text Blaze a try to help you automate them using keyboard shortcuts!

Text Blaze allows you to create dynamic text templates and insert them anywhere online using keyboard shortcuts.

With Text Blaze, you can:

Automate repetitive typing anywhere you work !

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Using Text Blaze's intuitive keyboard shortcuts, you can create and customize templates to eliminate repetitive typing forever.

Avoid writing out each meeting request email and save time throughout the day with the click of a button.

Whether you are emailing coworkers or requesting meetings, Text Blaze helps you eliminate repetitive typing forever. Give Text Blaze a try for free today !

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11 Emails You Should Be Sending To Your Travel Clients

Being an online-based travel business means that email is a crucial communication channel that connects you to your clients. When used correctly, email outreach is a tool to build business relationships, connect with clients, and market your tours and travel products. To simplify things for you, we have put together 11 important business email templates that you should be using in your travel business.

Depending on the milestone your clients are at, there are specific communications you should be sending out each step of the way. From when they book to beyond when the experience is over, sending a few strategic emails can add to a seamless booking journey and keep clients engaged with your travel business.

11 Business Email Templates To Engage Your Travel Clients

1) a welcome note.

This is an important one for setting the tone of new relationships and welcoming travelers to the family. It follows after a person sets up an account profile on your website, or subscribes to your newsletter or travel offer.

Business email templates used for welcome notes are friendly, conversational, and often automated. Include an introduction to your travel company, as well as guidance on what is going to happen next. That could be a booking confirmation once a deposit has been paid, or regular newsletters to keep everyone updated on what is happening in your company.

It should also highlight how the person can contact your team should they have any questions. Another good idea is to provide links and pointers to specific sections on your website, such as your latest tour offerings or blog post.

2) The Booking Confirmation

With any luck, this will be one of the business email templates that you use most frequently.

Once a client has booked your tour or activity and paid their deposit, this email confirms their reservation.

First off, you want to thank them for their business.

After that, confirm what it is that they have just signed up for. Highlight all the important details such as the dates, times, location, number of guests, the amount paid, cancellation policies, possible add-ons, etc.

Finally, include a welcome pack that prepares them for what is ahead. If there is any information that they need in advance to help them get organized ahead of the trip, now is the time to include it. This could be an outline of visa processing times and regulations if you are traveling internationally, or details of the required fitness level if your tour is an active one.

The purpose of this is to give your clients plenty of time to plan their lives and avoid a last-minute rush.

3) Personalized Upsell Email

Every sale you make is an opportunity to upsell or cross-sell your travel products. Even if your client did not opt for any extras at the time of booking, this might become more relevant to them a little further down the line with the deposit out of the way.

Take a look at their reservation to see how you can enhance their travel experience. From there, send a personalized email with offers that you think they would find useful or relevant for their trip.

As an example, your international clients may decide they now wish to purchase travel insurance from you after all. Alternatively, they could decide that the extra cooking and tasting class is something that they feel like doing.

4) Travel Dossier and Itinerary

As soon as your clients pay the full balance due for their tour or activity, it is time to send a dossier and itinerary.

This is a detailed document that provides them with all the necessary information before the experience takes place. It is usually most useful just before they leave on the journey as it includes things like packing tips, meeting and departure points, emergency contacts, weather forecasts, etc.

5) Newsletters

Newsletters are business email templates used to engage potential, current, and repeat clients . Use this newsy email to curate and share some of the latest industry news, your amazing promotions, or recently published blog posts among other things.

The idea is to keep the people who have signed up, engaged and aware of what is happening with your business and the industry that they are interested in. While they may not be ready to make a purchase, regularly providing them with useful information and sending them back to your website will keep your travel business fresh in their minds.

• Encourage people to share your email newsletter or send it to a friend if they have found it useful
• Be consistent – decide whether you want to send this weekly, fortnightly, or even monthly
• Include an unsubscribe or manage preferences link to your newsletter. Not everyone will be a repeat client and the last thing you want to do is unintentionally spam them

6) Latest Travel Offers

Businesses like travel agencies and tour operators may benefit a lot from this. While this can go out in your newsletter, initially, it is more beneficial to send a separate email containing the details of your newest travel offers, tours, activities, or retreats.

With just the information related to new products included, you can place a greater focus on the fabulous new experiences you have on offer. It is a means to update your clients and potentially get new sales.

Your latest offers can always be marketed as:

• Seasonal: Summer Sale, Early Bird Deals, Spring Break Offer, etc.
• Date-specific: Valentine’s Getaway Sale, Cyber Monday, Black Friday Deals, etc.
• Limited-time: Flash Sale, Last available spaces, End-of-summer Sale, etc.

And so much more! Put your creativity to the test and make sure to put out offers that resonate with your customers. Also, if you’re adding conditions like a “ valid through” disclaimer, make sure you send these emails out with enough time for your clients to make a decision and plan ahead.

7) Personalized Emails

Personalized emails let your clients know that you value them. It can be as simple as offering them a free activity or discount code on their birthday, or reminding them of the great time they had on the anniversary of the first tour booked with you.

Going the extra mile to create a one-on-one connection can prove to be a valuable reminder of your travel business.

You can also tie these personalized emails to referral programs. Make your clients feel special and offer them a personalized promo code for them to share with friends and family.

8) Post-Trip Thank You

Sending an email to your clients post-trip to say thank you does two things.

First, it means you end off on a good note, which can help to keep communication lines open in the future. The post-trip email speaks volumes about how much you care for your customers and establish a long-term relationship with them that will result in more business for you. Even if they may not be the ones traveling next time, maybe a referral they made based on their good impression is. 

Second, it gives you a chance to ask them to leave a review of the experience they just had. Building a strong review profile is a great marketing tool for your travel business, and happy clients fresh off your tour will be eager to share their thoughts on it with their peers if asked to do so.

9) PR Pitch Email

If your travel company is doing something cool, embarking on a sustainability campaign, launching an internship program, etc. spread the word! Whether you have a PR professional within your team or you are a great communicator, public relations are very important for your brand.

PR pitch emails are outreach efforts directed toward news outlets, bloggers, journalists, or public figures to showcase the value of a story/initiative and why it should be addressed. To define who to write to, you need to deeply understand your target audience and customer profiles: what information they consume, where they get it from, and what will resonate with them and enhance your brand’s core values. 

These emails need to be short and sweet, unambiguous and concise. Nevertheless, the most crucial part of the email is definitely the subject line. Many journalists, media outlets, and public figures receive hundreds of emails per day, so it’s not uncommon for them to just skim through their inboxes and click on the most relevant subject lines they encounter. A great tip for this can be adding “PR Pitch” to the beginning of the email and then typing in the specifics. 

10) New Product Launch Email

Emails will always be an excellent way to spread the news with your existing client base whenever you want to promote a new tour, retreat, or trip planned. Showcasing new offers and experiences to people that have already traveled with you and know the quality of your products is an effective way to re-engage and drive more repeat business.

A new product launch email should always showcase the value of the experience and what makes it different from your competitors and your existing tour catalog. If you have the chance to make it more visual and inspirational than informative, that will add a lot to the email and the engagement it’ll generate with your customers. 

Remember that the email should serve as a quick and attractive overview of your product rather than a complete description. The goal of these emails is to get your contacts to click on links to your website that contain more information about the tour or have them reply with inquiries. 

11) Re-engagement Email

Re-engagement or re-marketing emails are the best way to “wake up” contacts that haven’t interacted with your business in a while. Engaging with these contact lists is vital for your business because the more active and engaged users your have (translated into email open rates, click rates, and overall interaction) the more positive signals will internet service providers receive, keeping your emails out of the much-dreaded spam lists.

Re-engagement emails need to offer an incentive or great information to gain your recipient’s interest again. You can tailor your email’s content based on what list of contacts you’re targeting. Here are some of the options you can use:

• Contacts that requested information and never replied to your message
• Contacts that couldn’t travel with you because of budget reasons
• Contacts who couldn’t travel with you because of availability
• Contacts that traveled with you in the past and didn’t book again

The key here is to understand why they became disengaged in the first place and try to target that pain point in your email. If the reason was budget, you could try offering a discount for their next trip. If the issue was the lack of availability, you can offer early booking access. For contacts that you never heard of again, there are a thousand possibilities! You can try showcasing what makes your travel company unique or share different options for the tour they originally requested.

For these emails, as well as in the newsletter, it’s important to offer your contact the option to unsubscribe to maintain a healthy contact list.

Final Thoughts

Some parting advice – put yourself on the receiving end. Are your emails adding value, or are they overly promotional, too frequent, not relevant? Use these business email templates wisely to maximize your connection with travelers, and optimize their experience with your company.

Email is not going away, every year it grows stronger! So you need to step up your game in order to win the engagement race in a sea of crowded inboxes. Always make sure you understand your audience, their interests, needs, and formats, to keep a healthy and engaged contact list that’s ready to convert or become your brand’s top ambassador.

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10 Great Examples of a Business Meeting Request

The majority of cold emails end up in the spam folder. Additionally, research indicates that only 40% of sales teams view cold emails as an effective method for boosting sales.

Due to Google’s rigorous email filtering and recipients’ short patience for irrelevant emails, it’s crucial to create business meeting request emails that stand out while also adhering to proper email etiquette.

This guide will demonstrate how to accomplish this task, as the most effective cold emails are the ones you create. Read on for a brief lesson on crafting business meeting requests that are opened, read, and answered in 2023.

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What are the key elements of a business meeting request email?

First things first: let’s consider what we’re actually trying to achieve here.

When I use the phrase “business meeting request email,” I’m not talking about requesting a one-on-one with your manager or a campaign debrief with your team.

(You can use an internal email tracking tool for that.)

I’m talking specifically about reaching out to a prospect .

A way to book a meeting – a phone call , a video conference, an informational interview – to discuss how your product can solve their problems… And then sell it to them.

You might already have a relationship with that person or perhaps this might be the first time reaching out to them…

Or perhaps you’ve been given their details by a mutual connection, met them at a networking event, or found them on LinkedIn …

It doesn’t matter, because as long as you have these 10 meeting request email templates by your hand you’ll be able to effectively scale your sales engagement outreach and close more deals faster.

The RAP Model

There’s a simple rule you can follow to structure your meeting request emails — regardless of your relationship with your prospect. It’s called the RAP model:

• R – provide a reason for writing
• A – request a specific action
• P – end the message professionally

Here’s how it looks like in action:

There are a couple of other principles to keep in mind, too. Like making your sentences short and simple, making your subject lines brief and to the point, and personalizing your email as much as possible.

All of these will help your email look authentic, and not like something that’s part of a mass email blast .

Now, before we dive into our email samples and get a better feeling for the powerful RAP formula, let’s discuss the #1 thing you should do before even thinking about writing an email .

What you need to do before writing a meeting request email

Find and validate the email address.

Imagine spending hours finding the perfect prospect, writing the perfect email, crafting the perfect subject line… Even waiting until Tuesday 10 a.m . — the time when meeting request emails have the highest chance of being opened…

Only to get hit with “address not found” at the end.

Not only have you wasted hours of your time, but you’ve also reduced your sender score — making it more likely that your emails will land in the spam folder in the future.

That’s why you should always validate your prospect’s email address with Voila Norbert – the best email finder tool on the market.

With Norbert, email validation is super easy. Simply copy and paste your emails in the magic box and click verify:

or import an entire CSV list:

Norbert will charge only $2 for 900 verifications. (To put it in another way, that’s one-third of a cent per email). A minuscule price to pay for ensuring your emails hit the correct inbox and keep your email sender’s reputation unharmed.

Oh, and if you don’t have any email addresses, you can give Norbert the name and the website URL of your prospects and Norbert will spit back a high-quality email address in less than a second.

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Examples of great business meeting request emails

Here are 10 examples of business meeting request emails — ones that will  get you in front of your prospects and ensure booked meetings.

It’s definitely not the type of writing you’d see on social media. It’s also nothing similar to any college assignments you’ve ever done. But with a little practice, you’ll soon get a handle on what it means to write a killer meeting request email.

Feel free to adapt these to your own situation and recipients.

Example 1: Professional cold email #1

This is an ideal email for reaching out to someone who doesn’t know you. Here’s an idea of what it should look like. Try to notice the RAP formula:

Dear [ name of client ],

I’m [ your name ], and I work in [ your position ] at [ your company ]. We’re specialists in [ detail activities ]. Given that you’re a leading [ role of prospect’s company ] within our niche, I believe a collaboration would be in both our interests. In particular, you’d benefit from being able to access our consulting team and our award-winning product suite.

I’d like to take this opportunity to invite you for a meeting at [ location ], at [ proposed date and time ], when we can discuss this further.

Feel free to suggest another time and location if that doesn’t work for you.

Kind regards,

[ your name ]

This email is rather formal. You can adjust the level of formality depending on the situation. Notice, also, the closed-ended call-to-action. Having a CTA like this removes any decision-making your prospects have to do. If they have time, they can simply reply with “yes”.

Example 2: Professional cold email #2

Dear [ client name ],

I’m [ your name ], and I work in [ your position ] at [ your company ]. Our companies work in the same niche, so I believe we could both benefit from cooperating with one another.

Our product suite is specifically tailored to [ product purpose ] and could really help with [ prospect’s pain points ], so I’d love to discuss how we could work together. Are you free to meet at [ location ] on [ date and time ] to talk this through?

I look forward to your response.

Have a great day,

Example 3: Cold email displaying your credentials

Cold emails are the most difficult way to contact your prospect — and also one of the most powerful ones. To make it work you have to prove you’re someone worth their time. 

Hi [ prospect’s first name ],

I’m [ your name ] and I’m with [ company name ], which specializes in [ what you do ]. We’ve built a client base ranging from venture-backed startups to Fortune 500 companies like [ big-name clients ].

Unlike [ other companies in your niche ], we take a different approach to growing companies. We move fast – and if we don’t think we’re right for you, we’ll tell you upfront.

Are you free for a chat at [ time options ] to talk through how we could help you with [ prospect pain points ]?

Here we showcase some of our clients. Make sure you pick the ones that are similar to the company you’re reaching out to. You can also take a step further and, instead of name-dropping, write a one-sentence customer case study.

For example, if you’re pitching a pizza place, then showcase what you’ve done for some other pizza place: “ last month, we’ve increased Crusty Pizza average order value by 5.3%.”

Example 4: Reaching out to someone you’ve recently met

When reaching out to someone you’ve recently met, you can make the emails shorter and more casual. Chances are, they already know who you are, what you do, who you work for, and why you’re reaching out.

But if that’s not the case, feel free to make this next email appropriately longer.

Hey [ prospect’s first name ]!

We met at [ event ] yesterday.

Sounded like you were interested in some of the [ your services ] we offer.

Want to book in a quick* meeting this week to see what we can do?

Let me know when you’re available.

*When I say quick, I actually mean it – we’ll keep it to 15 minutes tops. I know you’re busy!

Depending on how long or memorable your conversation was, jog your prospect’s memory by describing the circumstances of your meeting in more detail.

But even if your conversation was fleeting and unmemorable, simply mentioning that you were on the same event evokes “association bias” that makes the prospect more likely to respond positively.

Example 5: Cold email highlighting an issue

If you can identify an issue your prospect is having, then send them an email like this:

Hi [ client’s first name ],

I was on your website yesterday for [ use case ] when I noticed an issue. [ Give brief details ].

I’m a [ job role ] and I’ve fixed this same issue for lots of other companies, including [ client names ], so I could definitely do the same for you. It would help you to [ benefits of fixing problem ].

I’ve got some free time next week to talk this through. Here’s a link to my meeting scheduler [ include link ].

This email can work wonders if you pick the right problems. Plus, without describing a clear solution, you create an open-loop in your prospect’s mind that causes slight discomfort — discomfort that can be eliminated by simply scheduling a meeting with you.

Example 6: Cold email for SaaS companies

Companies at a certain growth stage will almost always face the same obstacles. Group your prospects in categories by revenue and point out two or three ways your product or service can help them get to the next stage of growth.

You guys are doing some pretty great things in the [ client’s industry ] space.

I’m emailing you because my company, [ company name ], has helped lots of companies in similar positions by:

• [ Product benefit ]

We’ve worked with [ client names ] in the past, and would love to do the same for you

It’d be great to find out more about your business and see if we’d be a good fit. Do you have five minutes this week to talk?

The difference between this email and the previous one is that this one focuses on the positive benefits, while the previous one focuses on the negative issues. In some situations, it isn’t possible to highlight an issue for your prospect. (Think accounting: how on Earth are you going to find out if your prospect is filing their taxes correctly?) In cases like these, you’re better off with a solid benefit-driven cold email.

Example 7: Product demo request email

A product demo takes abstract ideas (like product features & benefits) and translates them into practice: making it easier for your prospects to imagine how to integrate the product in their lives.

When done right, an in-person demonstration can leave a lasting impression, and thus increases your chance of you closing the deal.

I’m [ your name ] from [ company name ]. We do [ company specialism ] for clients like [ client names ].

Growing companies rely on us day in, day out to handle their [ product area ]. By choosing us, they’ve enjoyed:

We’re currently offering 10-minute demos – would you like to schedule one? [ Link to scheduler ].

Make sure to showcase only the most relevant benefits of your product. Including non-relevant product benefits in your email makes your main benefits look secondary, and so lowering the perceived value of your product. ADD_THIS_TEXT

Example 8: Cold meeting request and customer testimonial

Social proof like case studies and client testimonials make your cold email as warm as it gets. Pick testimonials that directly talk about what you did for your client and what results you got them. Avoid testimonials with vague statements praising your work.

As a [ your job role ] in your industry, I wanted to reach out to you about [ your company name ].

We work with companies like [ client’s company name ] on their [ product area ], helping them to:

But don’t take my word for it – listen to one of our clients, [ customer name, job role and company ]:

“[ Short client testimonial, no more than two sentences ].”

I’d love to show you how we can do the same for [ client’s company name ]. Do you have some time this week for a quick chat?

Also, make sure the testimonial is from someone who works in the same industry and has the same position as your prospect. People are more open to receiving advice from someone who’s in the same shoes as they are.

Example 9: Using questions to demonstrate your expertise

Asking the right questions makes you appear knowledgeable. After all, before you can ask thoughtful questions you need to have a deep understanding of the subject — and your prospects intuitively know that.

Knowing your domain of expertise inside and out allows you to see connections that other people don’t see. And when you point out a connection your prospects aren’t aware of, you inspire an “aha” moment and instantly grab their attention.

Hi [ first name ],

Do you and your team use [ third-party service ]? Do you wish it offered some extra functionality? Wouldn’t you love if it could [ list benefits of your product ]?

Pretty sweet, right?

We thought the same – so we made it happen.

I’m [ your name ] from [ company name ]. We give companies like yours the ability to [ expand on benefits listed in email intro ].

Sound like something you’d like to try? And what if you could try it for free?

I’d love to offer you a free trial and show you how it all works. Here’s my calendar [ link to calendar ] to book a time this week or next.

Try to find a few insightful questions that make your prospects ponder, see things in a new way, or open up their mind to new possibilities. It’s not easy. And it’ll require a lot of trial and error. But the results are well worth it.

Example 10: The brutally honest approach

Sometimes, it’s best to be completely honest and not tip-toe around the fact that you found your prospect using various prospecting tools . At the end of the day, you’re here to do business — and every receiver of a meeting request email knows that.

Hey [ client’s first name ],

[ Your name ] here. You don’t know me, but I found you on LinkedIn and I know that people like you often have to deal with [ pain points ].

You’re in luck, because I can [ solution ]. One of my clients, [ company name ], even achieved [ result related to your service ].

Would you be interested in hopping on a quick 15-minute call to learn more?

If so, click here to schedule a call [ link to scheduler ].

If not, just tell me you’re not interested – I don’t offend easily.

Looking forward to your response!

It’s best to create an email like this yourself. Pick the words and dictate the cadence of your sentences. Let your authenticity and personal brand shine through. After all, for many prospects the business relationship they’re getting into is just as important as the product they’re buying.

Now it’s your turn!

I hope you enjoyed reading my 10 meeting request email examples.

Which meeting request email template are you going to try first?

How will you change it?

Or will you create your own from scratch?

Either way, let me know in the comments below!

Hi, I'm Norbert! when I'm not searching for 10+ million email addresses per month, I'm writing articles that help sales, marketers, and recruiters help get their emails read and increase their response rate.

How to Conduct the Perfect Customer Visit

By Natsha Ness

Customers are the lifeblood of any organization. Whether you have the ability to meet with them face-to-face, or are required to so over Zoom due to our ever-changing reality, customer visits require intentionality. They also provide a golden opportunity to make your customers the North Star they should be – and improve literally everything about your organization as a result. Why a Customer Visit is Worth Its Weight … in Actual Gold

How do we know a customer visit is critical to success? In 2019, we conducted research into sales and marketing alignment, in partnership with DRIFT . In it, we found a significant correlation between the most aligned sales and marketing teams (which were also the most revenue-generating teams) and their focus, not only around customers-centric metrics, but also regular visits with customers.

Planning Customer Visits is Key

Sometimes customer visits are inexpensive (like when they happen on Zoom ). Still, just because you’re  remote doesn’t mean the interaction has to feel inexpensive. In fact, you can still invest in the same sorts of things you did on-site. Think about buying lunch with an UberEats code. Or sending your customers a box with a bunch of goodies for the meeting. In other words, think about how you can make the “visit” an experience.

If someone falls into your target account list, and is likely to have a strong lifetime value in your business, they’re worth visiting. But you have to first make sure there’s mutual agreement around the desired outcome of such a meeting. In other words, why are you getting together?

There could be plenty of possibilities, but three main reasons almost always necessitate a customer visit:

• You’re close to creating a proposal. If you’re about to put together a proposal, a customer visit will help you achieve the tight alignment you need to make sure what you’re offering is a good fit with what the customer needs. This will likely come after multiple discovery calls and deep dives. You’ve figured out which challenge you want to solve, and have had conversations with various people that lead you to believe it’s time to create an official proposal.
• You recently created a proposal. (My recommendation is to make the customer visit happen before the creation of the proposal, but it’s better to go after than not at all).
• Upsell. An often underutilized function of customer visits are to the folks who already invested with you, but of course, this can be leveraged to further the relationship and ensure it stays. It can also be used to uncover additional insights into other products or services that may fit additional, previously undiscovered, challenges. You can also work to prevent customer churn by conducting a customer visit.

Who should be involved in a client visit?

After the “why” comes the “who.” Who needs to attend your customer visit to achieve your desired outcome? There could be a wide variety of internal stakeholders that you want to include. You might have people from business development, marketing, analytics, general managers or directors and/or someone from the C-Suite. There should only be people there who have direct input into and/or influence over the subject matter at hand; no one extra. Once you figure out who should be there, think about each of their differing priorities. If you’re unsure of someone’s priorities, ask them in advance. This will help you show up prepared.

Then consider who should be there from your side. Again, don’t bring anyone who doesn’t have a clear role. There’s no dedicated team that should go to customer visits; it varies based on the goal and the customer. You should know what the customer cares about before you head there. This helps you decide whether you need your CEO present or whether the principal on the account is sufficient.

Before the Visit 

One of the best tips I can give you is to get all the skeletons out of the closet before you get in front of someone. For example, if your customer’s marketing leader beams about his 600 pieces of content, but the business development group complains they are out of date and impossible to find, do you want the first time the marketing leader hears that to be real-time, while you’re onsite? Trust me; you don’t. The whole meeting could go downhill fast. You can work through potential issues by asking if there will be multiple budget stakeholders in the room. If so, as it relates to this project, find out whether they will be contributing some of their budget to the meeting’s desired outcome. If so, what does that look like? These questions can help you spot any areas of potential friction before you’re ever in the room.

Preparation is Prince

The content of your meeting is king, but preparing properly to share that content is certainly a strong runner up. Make sure each attendee has a very specific role, and then prepare the right presentation. Consider the following question to guide your preparation:

• Are you sharing a slideshow? Audio? Video?
• What assets will you use before the meeting, during the meeting and after the meeting?
• How will you leverage small, breakout rooms to facilitate conversations vs. all-together, large group dynamics?
• Do you need slides, overheads, pens, markers, etc.? If so, it’s a good idea to send these ahead!
• Do you need a backup plan? For instance, what if your computers don’t work; do you have a hard copy of your presentation?

Then, it’s time to rehearse. Spend time with your team actually going through the presentation before heading to the customer. Talk about who will cover which slides, and how the flow will go. Make sure you’re bringing value to the customer and the tone of the meeting will be what they’re expecting. Finally, send over a message summarizing the purpose of getting together. I like to call this the DOGMA – Details Outlining Goals & Meeting Agenda. I tell them this is what we agreed to, and offer them a chance to come back and add to it or edit what I’ve sent.

During the Client Visit

Here are a few tips for the meeting itself:

• Watch for signs of misalignment. This often looks like one person repeatedly whispering to another, or in Zoom world, obviously Slacking. If someone is smiling during your presentation and you’re being serious, they’re probably talking about something else with someone on their computer. Even if you notice this, don’t mention it in front of the whole group. Instead, note it for later.
• What you can explore directly and immediately are the subtle expressions that indicate someone doesn’t buy into what’s being presented. If these things happen, try to draw it out so it can be addressed in the room. Don’t be afraid to just say, “Sally, it looks like you might have something to share.” If there are corporate politics involved and you can’t draw out the issue, try to have a conversation privately in person or via  a private Zoom chat. But stay in tune with all parties as much as you can by reading body language, tone of voice and so on.

Note: This insinuates that when on Zoom everyone has their camera on. Everyone should have their camera on.

• Record the meeting. Some people get weird about recordings, but having your meeting recorded can go a long way in helping you clarify issues later or capture something that even the best notetaker might miss. If you think someone might not like the idea, have a colleague dial into the meeting and record the call. You can say something like, “Peter couldn’t be here in person, but he wanted to call in.” It’s an easy, subtle way to get a recording to happen without making anyone feel uncomfortable. Enlist a dedicated note taker, but ask all attendees to take notes.
• Leverage a “Parking Lot.” If someone brings up an idea or thought that isn’t perfectly relevant to where you are in the agenda, jot it down in a “Parking Lot” that you can revisit at the end of the meeting – or afterward.
• Don’t leave the room without recapping what went on, with details and next steps. “This was our desired outcome and here are the five things we discussed. Numbers one through four have been hashed out, but we need to spend more time on number five so let’s set up a call ASAP to flesh that out more.” Make sure to spell out who owns what, and the agreed upon timeline so you set the expectation for accountability.

After the Visit

You had your meeting.  Now what? This is where you make or break the trust and credibility you worked so hard to create. I suggest sending a quick email to all involved parties, again reiterating what was discussed and the next steps. But take it a step further and get a handwritten thank-you note in the mail that same day. The content should be different – make it personal and send it out fast, and you’ll blow your customer’s socks off. Really.

After you’ve sent the customer a summary, create a customer visit report for your internal teams. A customer visit report should include:

• Action items
• Positive highlights
• Risks and opportunities
• Any other key observations and notes

Customer visit reports can also be given to clients, or sent in lieu of the email suggested above. After you’ve written up the most important information, it’s time to start taking action.

Take the lead by holding up your end of the bargain. Take care of any items for which you’re responsible, and set up any follow-up meetings that were discussed immediately. The power of a customer visit can quickly be deflated by distraction – and a lack of action – when it’s over.

How We Can Help Your Client Visit Planning

So, which customers or prospects deserve your time and attention onsite? Make a list, and get to scheduling. It’s the step you’ve been missing toward better alignment and better results too. Need support with any of these tactics? Shift Paradigm is a full-service partner for any organization that wants to stay agile in the current digital landscape. Our customer engagement services provide the complete package to keep your customers invested in your products and organization. Interested? Contact Shift Paradigm today!

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21 Vacation Request Email Samples

It’s crucial to take vacations to maintain a healthy work-life balance, but asking for time off from your employer can be challenging. It’s crucial to be precise, succinct, and formal when writing a holiday request email. We’ll give you a sample holiday request email in this blog post that you may modify to meet your unique requirements. This list of Vacation request email sample templates will assist you in getting started, whether you’re asking for time off for a family event, a personal concern, or simply to take a break.

6 Holiday Request Email Templates 

Template 1: Vacation Request Email Template Subject: Request for Vacation Leave

Dear [Manager’s Name],

I would like to request vacation leave from [start date] to [end date]. During my absence, I will ensure that all my work is completed before I leave and that my colleagues have access to any necessary files or information.

I would be happy to discuss my workload and ensure that it is covered while I am away. Please let me know if there are any concerns or questions you may have.

Thank you for your consideration.

Sincerely, [Your Name]

Template 2: Sick Leave Request Email Template Subject: Request for Sick Leave

I am writing to request sick leave from [start date] to [end date]. I have been experiencing [symptoms] and need time to recover.

I will make sure that my work is adequately managed while I am away and that my colleagues have access to any pertinent files or information. Furthermore, I will keep you updated on my status and any changes about my return.

Thank you for your understanding.

Template 3: Emergency Leave Request Email Template Subject: Request for Emergency Leave

I am writing to request emergency leave due to [reason]. I need to take time off from work starting from [start date] to [end date].

I  would be more than happy to discuss my workload and ensure that it is properly handled. Please let me know if there is anything I can do to assist you.

Template 4: Personal Leave Request Email Template Subject: Request for Personal Leave

I am writing to request personal leave from work starting from [start date] to [end date]. During my absence, I will make sure that all my work is completed before I leave and that my colleagues have access to any necessary files or information.

I am open to discussing my responsibilities and ensuring that they are addressed while I am absent. Please feel free to reach out if you have any concerns or inquiries.

Template 5: Bereavement Leave Request Email Template Subject: Request for Bereavement Leave

I am writing to request bereavement leave due to the loss of [relative’s name]. I need to take time off from work starting from [start date] to [end date].

During my absence, I will take measures to guarantee that my work is handled appropriately and that my coworkers can retrieve any crucial information they require. Moreover, I will keep you informed about my progress and any new developments regarding my return.

Template 6: Vacation to Travel Request Email Template

Subject: Request for Vacation Time

I hope this email finds you well. I am writing to request vacation time from [start date] to [end date] for travel.  Since [period] I’ve worked for the company, as you are aware, and I haven’t taken any holiday time this year.

I’ve taken all the required steps to ensure that my work will be done while I’m away. All open projects will be finished by myself, and as needed, I will assign tasks to my coworkers. I’ve also let my staff know I’ll be gone and given them the documents and material they need for a seamless transition.

I intend to visit [location] over my holiday to learn more about the people and things to do there. I am confident that this trip will enhance my personal development and general well-being, which will ultimately enhance my professional performance when I return.

Best regards,

15 Vacation request email samples

• I hope this email finds you well. I am writing to request a vacation day on [Date]. I have been working hard and I think a day off will help me recharge and come back more productive. Thank you for your consideration.
• I hope this email finds you in good health. I would like to request a vacation day on [Date] to attend a family event . I will make sure to complete all of my work before I leave and will be available by phone or email in case of any emergencies. Thank you for understanding.
• I would like to request a vacation day on [Date] to celebrate my anniversary with my spouse. I have completed all my work and have made arrangements with my colleagues to cover any necessary tasks during my absence. Thank you for your understanding.
• I am writing to request a vacation day on [Date] to attend a friend’s wedding out of town. I have already discussed this with my team and made arrangements to ensure that my work will not be interrupted during my absence. Thank you for your consideration.
• I hope this email finds you well. I would like to request a vacation day on [Date] to attend an important parent meeting at my son’s school. I will make sure to complete all my work before I leave and will be available by phone or email in case of any emergencies. Thank you for your understanding.
• I am writing to request a vacation day on [Date] to attend a doctor’s appointment . I have already scheduled this appointment outside of work hours, but I would appreciate the day off to ensure that I can attend to my health needs. Thank you for your understanding.
• I hope this email finds you well. I would like to request a vacation day on [Date] to celebrate a religious holiday with my family. I have already discussed this with my team and made arrangements to ensure that my work will not be interrupted during my absence. Thank you for your consideration.
• I am writing to request a vacation day on [Date] to attend a concert that I have been looking forward to. I will make sure to complete all my work beforehand and will be available by phone or email in case of any emergencies. Thank you for your understanding.
• I would like to request a vacation day on [Date] to take a much-needed break and spend time with my family. I have already arranged for my colleagues to cover any necessary tasks during my absence. Thank you for your consideration.
• I hope this email finds you well. I would like to request a vacation day on [Date] to attend a symposium I am interested in. I promise to make up for the lost time and complete all my work before I leave. Thank you for your understanding.
• I am writing to request a vacation day on [Date] to c elebrate an important event with my family. I will make sure to complete all my work beforehand and will be available by phone or email in case of any emergencies. Thank you for your understanding.
• I would like to request a vacation day on [Date] to attend a professional development conference. I believe this will help me become a better employee and contribute more to the company in the long run. Thank you for your consideration.
• hope this email finds you well. I would like to request a vacation day on [Date] to t ake care of some personal matters. I will make sure to complete all my work beforehand and will be available by phone or email in case of any emergencies. Thank you for your understanding.
• I am writing to request a vacation day on [Date]. I plan to take a short trip . I will make sure to complete all my work beforehand and will be available by phone or email in case of any emergencies. Thank you for your understanding.
• I would like to request a vacation day on [Date] t o volunteer at a local charity event . I believe this will help me give back to the community and make a positive impact. Thanks.

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Emails In English

Email Sample, Free to Use Email Templates

Request Email for Plant Visit – Sample Email Requesting a Plant Visit

To: _________@____.__ Bcc/Cc: _________@____.__

From: _________@____.__

Subject: Request for plant visit

Respected Sir/ Madam,

My name is __________ (name) and I am working in __________ (department) department of your esteemed ____________ (Company/ Organisation) i.e. _________ (name of the company) for the last ________ (duration). My employee ID is ____________ (Employee ID).

Through the medium of this email, I would like to inform you that I am willing to make a plant visit at _________ (mention plant location) for __________ (mention purpose). This is to most humbly inform you that the said visit can be conducted on __/__/____ (Date) from __:__ (time) till __:__ (time). This visit will help in ___________ (staying up to date/ learning new technologies/ any other). I write this to seek your kind approval of my request.

I shall be highly obliged for your kind approval in this regard. I ensure the timely completion of all aligned work.

Thanking you,

Sincerely ________ (Name), ________ (Designation), ________ (Employee ID number)

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Visit Agenda

Agenda maker.

Agenda writing can be very demanding but worthwhile at the same time. It may easily guide participants on where to go and what to do at a given time period. It gives an insight on what must be accomplished within the time allotted to ensure that participants remain well-informed at all times. Because of such, it must be created well enough to serve its purpose.

In creating an effective meeting agenda , key points need to be discussed clearly. But to create an effective visit agenda, other matters must be focused on for it to run smoothly.

Client Visit Sample Agenda

Size: 158 kB

Business Visit Schedule Agenda

Site Visit Agenda and Information

Size: 451 kB

Factory Visit Agenda

Size: 30 kB

What Is a Visit Agenda?

A visit agenda and an itinerary is often used interchangeably. An agenda is a list of things to be done, such as a meeting of topics and issues to be discussed. There are multiple agenda examples that support this thought. An itinerary, on the other hand, focuses on the things to be done on a trip and other significant details of a particular location. A visit agenda is a strict list of details and instructions made for formal visits that are under a tight schedule.

How to Write a Visit Agenda

There are multiple agenda examples in excel that you can follow. But if you want to start from scratch, there are things to consider in writing a visit agenda.

The agenda must contain all the necessary details and instructions. From the participants involved to the given time period, even the smallest details are essential to carry it out. The agenda’s title should also provide a clear message to its readers, containing a proper insight of what the printable agenda is for. The details of the visit must also be well organized. Travel time might affect the next activity, so you must be practical when setting each activity.

Agenda of Industrial Visit

Sales Agenda Sample

Guidelines for a Visit Agenda

To prepare a visit agenda, you need to know what needs to be covered within a given time period. These are the essential parts of the visit that have to be accomplished. If you wish to include an activity on the list, the details on how to achieve it must be thought through. This would include transportation and other essential materials. You may also see agenda examples in word to serve as your guide.

We often see tips on meeting agenda examples on how to make an effective agenda. A visit agenda is no different however, there are some guidelines that you should consider for a good visit agenda:

• Estimated time schedule. Although a schedule can alter due to unforeseen circumstances, it’s good to prepare a time frame for each activity to carry out smoothly.
• Start and finish. Although it’s not necessary to end the day formally, it’s a good idea to indicate the start and end of the agenda properly.
• Additional notes. These could be instructions on how to carry out activities.
• Update regularly. Changes in schedule or activities must be reflected immediately to avoid any form of conflict.

Text prompt

• Instructive
• Professional

Draft an agenda for the upcoming student council meeting focusing on school safety improvements and fundraising ideas

Create an agenda for a parent-teacher association meeting discussing new teaching methods and school year planning.

3 Meeting Request Email Templates for your Leads & Clients

When you’re sending a meeting request email to a cold prospect or existing customer, it’s helpful to get your words right. How do you ask someone to take time out of their busy day to read your email, schedule a time to meet, and mark their calendar for you? 

In this article we’ll show you the best meeting invitation techniques for prospects, leads, and existing customers. 

Tips for composing a Meeting Request Email (that actually work) 

Here are some of the most important things to keep in mind when you’re crafting a new meeting request email, regardless of who the recipient is. 

• Write an engaging  email subject line  for better open rates
• Make sure you’re contacting a decision maker with the right contact information. Verify their address using email verification tools .
• Always address the invitees personally
• Send your email at a convenient time of day
• Keep the meeting purpose well defined
• Communicate clear expectations in the body of your email
• Set up an email calendar for yourself (to better track your availability)
• Use an online scheduling tool to present potential meeting dates
• Improve your response rates with an offer to answer any lingering questions

Why scheduling online is so important 

The first thing to be aware of when write a meeting request email is how much better it works when you use an appointment scheduler like Appointlet , Calendly, or ScheduleOnce. 

An online scheduling app ensures that people can see your availability and book the time they want right away. In most cases, this will get your message answered in minutes-or even seconds! It also reduces the chance that someone else schedules a meeting for overlapping times — a common problem with old school scheduling methods.

How to prepare cold meeting request emails 

As a general rule, meeting request emails require more preparation when you don’t have an existing relationship formed. They should be personalized, specific, concise, and useful. This can be time-consuming, and this is how the mail merge process comes in handy – whether you’re using Google Sheets, MS Excel, Office, or even Outlook.  The best cold messages are about an event your prospect might not have heard of yet but that you think they’ll find interesting because it will benefit them in some way or help them solve a problem they’re trying to overcome. 

Early prospects can come from anywhere. They might be on their mobile devices browsing your website , LinkedIn or social media pages . If you have a little bit of information about the prospect, you can use that to create a more personalized message, which leads to higher response rates . Instead of sending them to an event like a webinar, companies with decent customer LTV can invest in high touch sales demos. The same automated email scheduling solutions can be used all the way through post-sales, user onboarding meetings. 

Regular meeting requests are a bit different. For existing customers or leads who need to go through several rounds of meetings, less email marketing personalization is needed. 

Sometimes people prefer regular meeting request emails where you just briefly describe the purpose of your meetup and then simply ask if they want to join at whatever times make sense for both parties. You can also add a sentence or two explaining why this matter (for instance: “I’m looking forward to meeting you and getting your feedback on our new product!”).

When a customer is very warm, the email could become as simple as a single sentence. But remember that no matter who you’re connecting with, you should always:

• Summarize the purpose of your meeting. 
• Provide a few locations that they can choose before picking a meeting time. This should be managed by the scheduling app, not in the email body.
• Optional: Invite them to send back their availability, so you know if it’s possible for both parties before continuing on in conversation. You can always schedule on their behalf, if that’s easier for them.

How to Write Your Message for Prospects, Leads, or Existing Customers

Since writing a message to warm customers takes much less effort, we’re going to focus on writing meeting request email templates for cold prospects and warm leads.

The Cold Prospect

Try to put yourself in the shoes of potential clients who would receive your email. If they don’t know you personally, there needs to be a strong value proposition to draw them in. Focus on solving their core pain points. Otherwise why would they set aside precious time to meet with you or hear you business ideas ? It’s important that you understand beginner copywriting principles .

To create your template, you should keep these things in mind:

• Introduce yourself and mention why this is important for them. Try to customize the message by pointing out their job title, so they know that you’re tuned into them directly.
• Offer two options: Give them a link to schedule an initial meeting with you and share your e-business card in this email itself. But in case people aren’t convinced yet, follow up with an offer to answer any questions they have first. Once those have been answered, you’ll send a  follow up email .
• Before sending anything off, double check the email by reading it out loud to ensure it sounds conversational and friendly, not like a sales pitch. 

If you’re in doubt about how to use this content for your site or blog post, please contact us and we’ll be happy to provide more information!

What are some of the best ways I can find an initial meeting with prospects?

Focus on promising them value and creating a sense of urgency. It’s important to mention why scheduling a call is so helpful for them right away. 

In order to make sure it sounds conversational and friendly, not like a sales pitch, try using phrases such as “I hope we could find some free space in our calendars” or “Could I stop by?” instead of something more direct like “Can I schedule a meeting with you next Tuesday?” 

Additionally, you can mention how the meeting will be productive and helpful for them. For example: “I’m excited to show you how much time and money we can save your company with this solution.”

This may seem obvious, but it’s best not to ask too many personal questions during your first email conversation. Keep a light touch, without going into unimportant details like their favorite color or where they grew up. This could make them uncomfortable and lead in awkward conversations on future meetings. Remember, professionalism and formal language are key!

Finally, always try to conclude your cold prospect emails on a positive note. This is a great way to keep the prospect engaged and excited until the last moment, which will help convert your leads to customers, resulting in increased sales .

Meeting Request Email #1: The Warm Lead

If you’ve already met with someone previously or had a few interactions via email, then you can take a different approach to the business meeting request email. It doesn’t need to be quite as formal, but the value of the call should still be clearly stated. And just like before, you’ll want to use an online scheduling tool to speed up the actual scheduling process. This helps streamline the registration process. 

Here is an email template you can literally copy and paste, though we recommend making changes as needed to fit your business model. 

Dear {client-name},  It was nice speaking with you last week. After reviewing the {company-name} website, I am confident that we can help you to save time and grow your business quickly with just a few updates.  In fact, earlier this year we helped another client with a similar problem streamline their operations and increase sales by more than 250% in the first three months. We can work with you to create similar results.  Since you already have a general sense of how our services work, I’d love to get on a phone call with you next week to provide a full product demo.  Please click here to schedule a quick chat and discuss this opportunity in more detail.  If you have any other questions before we jump on a call, just let me know!   

Meeting Request Email #2: The Warm Customer

The average customer already knows who you are and the value that they should be getting from your service. 

The customer support meeting request email sample

Typically a meeting request email goes out when customer support has been escalated to a success manager. A brief but  professional email  might look something like this:

first-name, That sounds good. Let’s book a time to talk so we can review all the details of your request. Once we have all that information, I’ll work with our team to get this taken care of.  Please click here to schedule your meeting.  Talk soon!

Meeting Request Email #3: Existing Customer

You can also set up email automation to reach out to customers who are at risk of churning. Re-engage them by highlighting features that are underused or you can pitch a higher tier of features. It’s up to your success team to decide what’s appropriate. Once you have a clear strategy, you can use a meeting request email like this.  

Hi first-name,  I hope that you’re enjoying the ____ product! We are always looking for ways to make our customers successful, and I’ve noticed that your account could use some more help. There is an upgrade available as part of your plan which might suit what you need better than what we already have in place. Would you like me to email over details about it? Please click here to schedule a meeting so we can talk through this together.  Talk soon!

Closing the loop on your scheduled meetings

Once you’ve successfully booked a meeting with your end user, make sure that the meeting has been scheduled on your calendar. If your online scheduling service includes Google or Microsoft calendar invites for the attendee, you can check to see whether they have RSVP’d and selected “yes”. This lets you know that the calendar event has been acknowledged and accepted by them. 

Consider setting up automated email reminders for the event if it’s far in advance. They don’t need to be as detailed as your initial meeting request letter. Just make sure that the date, time, and location are clear so they know how and when to join you. 

Ezra Sandzer-Bell

Ezra is a SaaS product marketing manager and the founder of AudioCipher , a music software company. He previously worked at Appointlet as a customer success manager and marketer, helping business managers optimize their online scheduling workflows.

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Jan 11, 2023

How to write an email to schedule something with 3 samples and a template

You’ve already done the hard work of creating a connection, now’s the time to schedule a time that suits you. Read on to learn how.

Lawrie Jones

Table of contents

How to write a scheduling email

Have you got an empty slot in your calendar you need to fill? Then, you need a scheduling email.

Scheduling emails are used to agree on a date and a time for a meeting, interview, appraisal, or appointment. 

In this guide on how to write a scheduling email, we break things down to the basics. You’ll learn how to structure your scheduling email messages and some dos and don'ts.

We finish with 3 scheduling email samples and a foolproof template and show you how to use Flowrite to automate your scheduling emails, like this:

Schedule email format

If you’ve written a formal email before, you should have no problems with the email format for scheduling a meeting.

It all starts with a clear and simple subject line. Once you’ve grabbed their attention, you provide clear and simple instructions in your body copy. You finish with a CTA, your contact details, and a sign-off. It sounds simple because it is. Here’s how to format your scheduling emails. 

1. Scheduling email subject line

Scheduling emails need a clear and straightforward subject line. Tell the recipient upfront what it is you want.

• Can we schedule a meeting?
• Meeting schedule request
• Appointment request

If you want to be more specific, you can add details to your scheduling emails, such as the date, time, or place.

• Appointment request – (Date, time, location)
• Date – Meeting schedule request

This approach may appear simple, but it will ensure that there’s no confusion about the purpose of your message. That means it’s less likely to be deleted or ignored. 

2. What to include in scheduling email

Scheduling emails are all about arranging a date, time, and location for a meeting and an appointment. It’s easy to jump into the details but always start with a polite greeting. It’s the (not so) secret to email scheduling success.

• I hope you’re well and having a great week. I wanted to schedule an appointment for (insert details).

If you don’t know the person you’re messaging, it’s always a good idea to introduce yourself. 

• My name is (name), and I'm contacting you from (company name). I’m getting in touch to schedule a meeting to review… (whatever the reason you’re emailing).

Next, you’ll need to provide details about when (date and time) of the meeting and the location. Scheduling an appointment may take a little back and forth, so suggest several suitable dates and times if possible. 

• I’m available to meet on (date) at the following times:
• Use bullet point lists to offer options

You should also provide the recipient with the chance to suggest alternatives.

• If none of these dates and times works for you, please suggest an alternative.

And that’s it!

Of course, you may want to provide information on the purpose of the meeting. You may also like to share documents, reports, or other information the recipient may need. We show you how to do this in the scheduling email examples below.

3. How to end an email when scheduling something

Scheduling emails are all about getting a response, so you’ll need to add your contact details and request confirmation.

• Please confirm that you’ve received this message and let me know a suitable date and time for our meeting.

In some cases, you may need to specify a cut-off for replies.

• I’m currently scheduling several meetings that week, so I’ll need to hear from you by (insert date) to secure the slot.

You’ve made your point now and can sign off. However, you should ensure that your contact details are available, either as part of the body copy of the email or in your signature. That way, the recipient will have everything they need to contact you.

Scheduling email examples

The best scheduling emails are from and formal. They’re polite but never pushy. What do we mean by that?

You should ask for a meeting, appointment, or interview that suits you – not demand it. This means being clear in your language but respecting the other person’s time and commitments.

How does that work? You can see these 3 scheduling email examples. These cover several common reasons you may need to send a scheduling request.

1. Schedule a meeting email sample 

This schedule meeting email template follows all the rules set out above, including offering alternative dates and times and a cut-off point for replies.

In addition, as outlined above, this scheduling email template allows you to add more information about the purpose of the meeting and any supporting information you may need to supply.

• Add dates and times

2. Schedule an interview email sample 

Securing an interview is already an achievement, and this interview schedule email template can help you get the right slot. In this example, we explain why we’re seeking to schedule our interview at a specific time. 

3. Schedule an appointment email sample 

It doesn’t matter whether you’re scheduling an appointment with a lawyer, accountant, or recruitment agent; this sample is suitable for all these situations (and more). The key to this appointment scheduling request is to provide the recipient with several options to choose from.

The language is professional without being pushy. Getting this balance right is the best way to secure a slot in the busiest of schedules.

Scheduling email template

We’ve processed all of our knowledge and experience as pro writers to produce what we consider to be the ultimate email scheduling template.

This one is ready to be cut, pasted, and posted (OK, emailed) to the right person, and we guarantee it’ll get the correct result (well, we can’t guarantee this, but you’ll stand the best chance.)

• Add your dates and times

Make sure to try Flowrite for free to write any scheduling emails faster, like this:

Final words

Scheduling emails aren’t the most fun to write, but they’re an essential part of the professional world.

Hopefully, by now, you’ve seen that following the format and sticking to the rules makes it easy to create effective scheduling emails. Our final advice is always to proofread your scheduling emails to ensure you’re on the right side of professionalism and not on the wrong side of being pushy.

Follow our guide and be an email boss, not an email bully!

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