How to write an email requesting a meeting sample

Download Tips for Meeting Email There are hundreds of ways on how you can request a meeting with a client or a colleague. The important thing is that the meeting email should be a way for you and your recipient to have a conversation online that can then be turned into a face-to-face or phone conversation. But, whatever reason it may be, you can follow the simple guidelines below to help you in creating a meeting email message.

How to write an email requesting a meeting sample

Jane The "Wrong" example forces the client to wade through a bunch of information and then decide to call, which means writing down or cut-and-pasting the phone number, leaving the email environment, making the call, playing phone tag maybe Getting a simple "YES" has many benefits including: It gets you into a conversation.

It whitelists your email address.

how to write an email requesting a meeting sample

It gets your first "YES" from the customer. You do that in your second email. To make things perfectly clear, the second email is NOT an email that you send if your initial email fails to get a response.

The second email provides more detail than the first email but still in the context of benefits to the potential customer and then suggests a meeting to discuss the matter further. The key word here is "suggests. All you want is the commitment to meet, which again is the barest minimum burden on the client.

how to write an email requesting a meeting sample

You can sort out the details later. Here are three examples of the "close" at the end of the second email.


Assume that the body of the second email makes a convincing case that meeting is appropriate. I can give you a 30 minute briefing to provide you more details and to see if this is a good fit. What is the best way to get on your calendar? A full briefing will take 30 minutes.

I am available next week on Tuesday at 4pm and Thursday at 1pm. What time works best for you? Would you be interested in a 30 minute briefing to see how much we can reduce your costs?

A Quick Primer on Initial Emails

The wording in "Wrong 1" comes from old-timey sales playbooks. The wording in "Wrong 2" is also old-timey stuff. Your time is scarce and therefore valuable so, by gum, that client will want to make that appointment pronto! Once you get the commitment, then you can work out the time and date in the third and subsequent emails.

That way, when the client checks his or her calendar it will be to schedule the meeting, not assess whether meeting with you is a priority!

What to Do Next Just so you know, I discuss all sorts of email technique with real life examples from readers like you in my free weekly newsletter.

Use the initial email to assess interest. Fish for a Yes. Use the second email to obtain a commitment to meet. Use the third email to set up the time and date for that meeting. The general rule is to think of email as a way of having a conversation rather than as form of correspondence.

These articles are editorially independent - that means editors and reporters research and write on these products free of any influence of any marketing or sales departments. In other words, no one is telling our reporters or editors what to write or to include any particular positive or negative information about these products or services in the article.

You will notice, however, that sometimes we include links to these products and services in the articles.To arrange a formal business meeting, or to request a meeting with a business person, it is courteous to write a business meeting request the meeting is with people in the sender’s own office, he or she may be tempted to send an email or text message to request a meeting.

Request for Meeting Letter and Email Sample. Dear [Recipient Name] My name is Email Sample Requesting Meeting with Manager, Boss or CEO. Dear [Manager Name], I was wondering if we can meet at your earliest convenient time to discuss [some topic].

The 7 Emails You Need to Know How to Write - UNREASONABLE

I apologize for the short notice but this is kind of an urgent matter. This networking email ensures that all you have to do is fill in the blanks. Literally. So use it the next time you want to set up an informational interview.

Aug 19,  · How to Write a Letter Requesting a Favor. In this Article: Article Summary Preparing to Write a Request Letter Writing Your Letter Sample Letters Community Q&A There are many instances in your life when you may need to write a formal request letter%(41).

Ways to Request a Business Meeting With Someone Via Email by Victoria Duff - Updated September 26, Improve your chances of getting a positive response to your meeting request by first putting yourself in your recipient's shoes.

There are a number of ways you can write a professional email to request a meeting with your colleagues, depending on how close you are to them or what your relationship to them is.

However, for whatever reason you're writing to them to request a meeting, you can follow the simple layout below.

How to Write an Email Asking a Manager for a Meeting |