Dima Eremin
June 26, 2024

Meeting Request Email Template

Effective meeting request email templates for professional communication ✅ Craft concise and persuasive meeting requests emails with our guide and helpful tips

Meeting Request Email Template
Meeting Request Email Template

Dreading crafting those request emails that never get a response? Our guide offers effective templates designed for professional communication. Learn how to write clear, concise emails that highlight the value you bring and grab the recipient's attention.

With practical examples and expert insights, you'll discover how to transform your cold meeting request email or emails into successful meeting invitations. Stop wasting time with generic messages – this guide equips you with the tools to secure those important meetings and move your projects forward.

What Is A Meeting Request Email?

A meeting request email is a formal communication sent to propose a meeting with someone. It outlines the purpose of the meeting, suggests potential dates and times, and often includes an agenda to guide the discussion.

These types of meeting request email samples aims to coordinate schedules, clarify objectives, and ensure all necessary participants are aware of and prepared for the meeting. A well-written meeting email helps streamline communication and facilitates efficient planning of collaborative efforts or decision-making processes.

Meeting Request Email Template

Here's a template you can use for a quick meeting email to avoid cold email outreach:

Subject: [Briefly mention meeting agenda and the purpose of the meeting]

Dear [Recipient's Name],

I hope this message finds you well. My name is [Your Name], [Your Job Title] at [Your Company]. I am writing to request a meeting with you to discuss [briefly mention the main purpose of meeting email sample or topics to be discussed].

Purpose: business meeting/ sales meeting request emails[Expand on the purpose of the meeting and why it's important.]

Proposed time: Are you available on [Date, Time, Timezone] for a [duration] the meeting time?

Location/Platform: We can meet in [location] or connect online meetings via [video conference link or dial-in number].


  1. [Agenda item 1]
  2. [Agenda item 2]
  3. [Agenda item 3, if applicable]

Please let me know if either of these times works for you or suggest an alternative time that suits your schedule. Your input is valuable to our discussion, and I look forward to your response.

Best regards,

[Your Name]
[Your Contact Information]
[Your Job Title]
[Your Company Name]

How To Write Meeting Request Emails?

Sometimes you need to write a formal meeting request after a meeting. Here's a step-by-step guide on how to write meeting request emails:

1. Identify your recipient and purpose:

  • Who: Be sure you have the correct email address for the person you want to meet with.
  • Why: Clearly define your reason for requesting the meeting. What topic do you want to discuss? What is the desired outcome for the next few weeks?

2. Clear and compelling subject line:

  • Subject lines: Include the meeting topic (e.g.,[Brief Topic]").

3. Professional greeting:

  • Start off by acknowledging them: Hi [recipient's name]
  • If this is your first contact, add a brief introduction like "My name is [Your Name]".

4. State the purpose of the Meeting:

  • Briefly explain why you're requesting a meeting.
  • Mention the specific topic and the desired outcome of the discussion to make sure you are on the same page.

5. Propose a brief meeting time and meeting date:

  • Suggest a specific date and time for the business meeting request emails.
  • Show flexibility by offering a few alternative options or mentioning your availability for their convenience.

6. Request Confirmation:

  • Ask the recipient to confirm their availability for your proposed times.
  • Thank the recipient for their time and consideration.
  • Express your eagerness to hear from them soon.

7. Proofread before you send:

  • Double-check for typos and grammatical errors.
  • Ensure a professional tone throughout the email.

How To Request A Meeting date Politely?

Follow these tips to ask for a meeting politely:

  1. Clearly state your purpose in the subject line and opening sentence.
  2. Address the recipient by name and tailor your message.
  3. Explain briefly why the meeting is needed and their role.
  4. Offer multiple dates and times for flexibility.
  5. Clarify whether it's in person, phone, or video.
  6. Use polite language and express gratitude.
  7. Keep your email brief and to the point.
  8. If needed, politely follow up after a reasonable time.

Business Meeting Request Email Templates For Different Purposes

Here are a few meeting request email sample templates:

       1. Business partnership meeting

Business partnership meeting request email

       2. Sales strategy meeting

Sales strategy meeting request email

       3. Project progress meeting

Project progress meeting request email

       4. Informational interview request

Informational interview request email

       5. Networking opportunity

Networking opportunity request email


Crafting a well-written and effective meeting request emails your email can significantly increase your chances of a successful meeting. By following the steps outlined above and keeping your message concise, professional, and respectful of the recipient's time, you can effectively communicate your purpose and secure a convenient time to connect.

Beyond its intuitive virtual meeting and template creation, Bluedot plays a crucial role in securely recording meetings, particularly those involving screen sharing. This capability ensures that important presentations and discussions are preserved accurately for future reference.

Moreover, Bluedot goes beyond mere recording by providing transcription services, and meeting templates, following with auto-generated emails, and securely storing Google Meet recordings.

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In the next episode:
Best practices for obtaining consent to record meetings
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