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Home > Emails > How to write a meeting request email (5 samples & templates)

How to write a meeting request email (5 samples & templates)

Lawrie Jones
Written by
Lawrie JonesProfessional Tech Writer
Updated on:Jan 04, 2024

Have you got something important to discuss at work? Then arrange a meeting! If you're arranging a meeting for yourself, on behalf of your boss or business, you must send a request.

Meeting requests are standard pieces of professional correspondence, meaning they conform to the rules and formal email etiquette. If you don't know what that is, don't worry – we'll break it down for you in this meeting request email masterclass.

We'll explain what meeting requests are, when to send them, and how to write them. You'll also get to check out 5 meeting email request samples covering:

  • Internal meeting request email
  • External meeting request email
  • In-person meeting request email
  • Phone/Zoom meeting request email
  • Informal meeting request email

With our help, you'll never be staring at an empty screen or meeting room ever again!

Streamline Your Communication with AI

Before exploring our expert-crafted examples, simplify your email writing process by using our free AI email generator to instantly create professional meeting request emails.

What is a meeting request email?

Meeting request emails are messages to organize a meeting between two (or more) people. Request emails are about raising awareness and generating a response. Simply put, you're pushing for a reply (yes, know, or maybe!).

Meeting request emails must include several things:

  • Details of what the meeting is about
  • Why it's necessary
  • Who is coming to the meeting and speaking/presenting
  • The expected outcomes
  • Essential meeting details (date, time, location)
  • Supplementary information (parking, log-in details, etc.)

Meeting requests are to confirm if someone can attend or wants to meet us. We can always follow up with further emails in the future.

It sounds like a lot of information, but that doesn't mean meeting request emails need to be long. It's easier to show you how this works in practice, which we will do in the next section!

5 meeting request email samples

To help you understand what meeting requests are and the format you should follow, here are 5 meeting request email samples created by the pros at HIX.AI.

Internal meeting request email

Internal email requests are sent between colleagues working together (you would hope!) and have an existing relationship. As such, we can strip out some of the details and focus on the core of the meeting and the expected outcomes.

Dear [Recipient's Name],

I hope this message finds you in good spirits. I am writing to request a meeting to discuss [meeting topic]. I believe that an open conversation amongst us will help drive progress and align our objectives effectively.

The core points to be discussed include:
[Point 1]
[Point 2]
[Point 3]


I propose holding this meeting on [proposed date and time]. Please let me know if you are available during this time. If not, I am open to suggestions for a convenient alternative slot. Our aim is to ensure everyone has a clear understanding of [meeting topic] and discuss the path forward.

I anticipate that the meeting will run approximately for [duration], and aim to address all issues related to the subject matter in an efficient and timely manner.

Please confirm your availability so we can finalize the meeting details.

Thank you for your attention.

Best regards,
[Your Name]

External meeting request email

External meeting requests must be formal, professional, and personalized – as we demonstrate in this example. The focus here is on getting attention and confirming attendance. Keep details to a minimum and focus on dates!

Dear [Recipient's Name],

I hope this email finds you well. My name is [Your Name] and I am [Your Position] at [Your Company]. I am writing to request a meeting to discuss potential collaboration opportunities between our companies.

We at [Your Company] have had the chance to learn about the remarkable work your team has been accomplishing within the industry. We believe that a meeting would provide an excellent platform for us to explore areas where we might be able to align our services with your company's goals and create a mutually beneficial partnership.

I propose we meet on [proposed date] at [proposed time]. Alternatively, if this time is not convenient for you, I am flexible to adjust within your availability. The meeting duration would be approximately [meeting duration], ensuring we can effectively cover the potential avenues for collaboration and address any queries you might have.

I appreciate the considerable time and dedication such affairs require, and I assure you that we are fully committed to making this possible meeting as productive and fruitful as possible.

Please let me know if the proposed schedule is agreeable to you or if you prefer another date and time. I look forward to the possibility of conducting this meeting and the potential opportunities this collaboration could bring to both our teams.

Best Regards,
[Your Name]

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Read also: How to request something emails (5 samples & templates)

In-person meeting request email

Most meetings now are online (see the example below!), but in-person meetings are still popular. When arranging in-person meetings, there are more considerations, like location, time, etc. This in-person meeting request email tries to find a consensus for these details.

Dear [Recipient's Name],

I hope this email finds you well. I am writing to confirm the scheduling of our upcoming meeting.

Please let me know if the proposed schedule works for you. We have set the meeting for [Date] at [Time], and the venue will be [Location]. If there are any conflicts or concerns, kindly inform me, and we can discuss alternative arrangements.

Thank you for your attention, and I look forward to meeting you in person.

Best regards,
[Your Name]

Read also: How to Ask for a Raise via Email

Phone/Zoom meeting request email

Online meetings on Zoom, Teams, or Skype (remember that?) are easy to arrange when you know your participants are available. This meeting request email focuses on finding a convenient date for everyone.

Dear [Recipient's Name],

I hope this email finds you well. Given current circumstances, I propose we hold a [Zoom/Teams/Skype] meeting to discuss [Meeting Topic]. I believe doing so would save us all considerable time while maintaining effective communication. Please suggest a date and time that suits you best within the coming week.

Looking forward to your response.

Best Regards,
[Your Name]

Read also: How to politely decline an invitation via email (5 samples & templates)

Informal meeting request email

If you're messaging friends (or long-term colleagues or customers), you can use the informal meeting request. You might want to invite them for a meal, drink, or walk. Whatever you want to do, this informal meeting request template is a great starter.

Dear [Recipient's Name],

I hope this email finds you well. I am reaching out to see if you'd be interested in grabbing a meal together sometime soon. I've been craving some good conversation and thought it would be great to catch up over a delicious meal.

Please let me know if you'd be available and if there's a specific date or time that works best for you. I'm pretty flexible and can arrange my schedule accordingly.

Thank you for your attention, and I'm looking forward to hearing from you.

Best regards,
[Your Name]

How to write emails for a meeting request 

Meeting request emails are professional messages that aim to establish a connection and confirm details. Remember, your meeting request is about getting a date in the diary. You're likely to provide more information (such as an agenda, speakers list, presentations, etc.) when you send out the appointment.

Here are some of the things you should include in every meeting request email:

  • Date and time: Propose a time (or possible time)
  • Duration: Indicate the expected meeting duration
  • Location or meeting platform: Specify whether it's a physical or virtual meeting
  • Agenda: Provide an overview of topics you'll discuss and the outcomes you want
  • Attendees: Clearly state required and optional participants
  • Preparation: Mention any documents or information needed
  • Confirmation: Request attendance confirmation or suggest alternative times

It sounds like a lot, so let's break it down into 3 parts:

  • Subject line
  • Body copy
  • Sign-off/next steps

We can start with the subject line.

Meeting request email subject line

The subject line of your meeting request messages must summarize the content. Don't waste words; say you're organizing a meeting. Check out our 25 meeting request email sample below to get started!

Internal meeting request email:

  • Invitation: Let's discuss Project Alpha progress
  • Request for team gathering to discuss quarterly goals
  • Team brainstorming session: Your presence is valued
  • Proposed date for departmental review meeting
  • Call to meet: Let's enhance our collaborative efforts

External meeting request email:

  • Exploring partnership opportunities: Proposed meeting
  • Invitation to discuss possible collaborative strategies
  • Seeking your availability: Product review meeting
  • Opportunity to discuss mutual business goals
  • Request for meeting: Let's discuss future prospects

In-person meeting request email:

  • Proposed face-to-face meeting to deepen our understanding
  • Invitation: Join us for an in-person strategy discussion
  • Seeking your availability for an on-site project review
  • Request for a personal meet-up to discuss upcoming initiatives
  • Let's connect in-person: Project collaboration discussion

Phone/Zoom meeting request email:

  • Virtual meeting request: Discussing the new marketing strategy
  • Your presence requested: Zoom call on project updates
  • Invitation to join phone meeting on latest developments
  • Proposed date for a telephonic discussion on quarter goals
  • Seeking your availability for a virtual brainstorming session

Informal meeting request email:

  • Catch-up over coffee: Let's discuss some ideas
  • Friendly meet-up request to discuss our shared interests
  • Casual gathering to exchange thoughts on Project X
  • Invitation to a team lunch and learn
  • Let's connect: Informal discussion on workplace enhancements

Meeting request email body copy

The body copy is where we set out the meeting, purpose, time, location, and outcomes. We start with a personalized getting using the person's first name: "Hi (first name)".

Now, start the email with a warm welcome and the purpose of your message. In this example, we want to review sales figures.

"I hope you're well. I'm contacting you to ask if you are available for a Zoom meeting to discuss this quarter's sales figures?"

To help them, provide some details. Use bullet points to make it as easy as possible.

The details are below:

  • Date & time
  • Purpose: To discuss this quarter's sales figures and assess the performance
  • Attendees:
  • Structure: (add some details)

OK, this is short – but bullet points enable us to convey lots of information quickly. Let's move on to the final stage...

Meeting request email sign-off/next steps

We've explained what the meeting is, and why it's needed, now let's confirm the time.

"Can you confirm that you can attend and that the date and time are suitable for you? If so, I will share login details with you ASAP."

You can ask them to suggest alternatives.

"If this date or time doesn't work, feel free to suggest some alternatives."

Sign off with a positive ending. "I look forward to hearing from you" is suitable.

Now, add your name, contact details or signature, and any other information, and you're ready to get this meeting started!

Essential checklist: 10 principles for writing meeting request emails

Here are some solid gold tips for writing effective emails for a meeting request from the pros at HIX.AI.

  1. Specify the date, time, and venue: Always clearly state the meeting's proposed date, time, and place. This is the number 1 essential (but people still forget it).
  2. State the purpose of your meeting early: So you want a meeting. Great! Be sure to state what the meeting is about and why you're arranging it as soon as possible.
  3. Use bullet points: Bullet points are a great way to list out lots of details in a way that's easy to understand.
  4. Keep it short: Meeting requests are the start – so don't overload the reader with too much information. Save the details for the meeting.
  5. Address the person properly: Always address the person (or people) by their first name. This builds a relationship and is the polite thing to do.
  6. End with a CTA: Tell the person what you want them to do! A CTA makes it as easy as possible for you to get a reply.
  7. Express value: Meetings aren't much fun, so explain what the person will get from the meeting. Expressing value is vital to getting the outcome you want.
  8. Be polite and professional: It sounds obvious, but even if you know the person, always be professional when emailing your meeting requests.
  9. Make subject lines simple: You should sum up your meeting request in your subject line. Keep it short, simple, and easy to understand for the best results.
  10.  Use HIX.AI email generator Of course, you could spend hours writing email for a meeting request, but why bother when HIX.AI email generator can do it for you? This amazing AI-powered email generator can create effective meeting request messages in seconds. Why not give it a try today?

Conclusion

How do you feel about emailing for a meeting request now? We hope you're clear about what meeting request emails are, the standard format to follow, and what to include. If you're stuck for inspiration or need more information, check out our tips and copy our samples. For the simplest solution, harness the power of technology and let HIX.AI write your meeting request emails.

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