1. Suggest Time Slot For Meeting Emails
2. Suggest Time Slot For Meeting Email Format
3. Suggest Time Slot For Meeting Email Outlook
4. Suggest Time Slot For Meeting Email Template

What is a meeting request email?

Simply put, a meeting request email is a document written to formally ask a co-worker or manager or any other individual to meet with you. In the email, you usually suggest an appropriate place of meeting, time, duration, date and topic of discussion. Traditionally this was done with regular letters but most businesses now use emails.

So if you want to know how to request a meeting via email, then read on. You may need to write an email to arrange a meeting with a client or an email to request a meeting with a manager or supervisor. You may even want to write an email to request a meeting with members of your team. Whatever the case, you can modify the sample meeting request email below to suit your particular need.

A meeting request email is typically written for a simple reason – to schedule a meeting. It can be seen as an invitation letter to a meeting.

The vocabulary and character of a typical meeting request email is dependent on who the recipient of the email is, and the purpose of the meeting in general – frequent recipients of a meeting request email include (but is not excluded to); Bosses, clients, colleagues and subordinates.

Before you write the email, you should also procure the dates and times that work best for him for a meeting and if possible get three options. This might spare a great deal of back and forth emailing at a later point in time. The most courteous way to begin the text this email is to ask the VIP - 'What date and time work best for you?' 'Is the time OK with you?' Or 'Are you OK with the time?' Or any other better way to convey this kind of situation? Q2: If I want to say I can have the meeting at some time, what should I say? 'I'm OK with the time.' Or 'The time is OK with me.' Or any better way to say it? If I want to say 2 o'clock is ok, what should I say? '2:00 is OK with me.'

Before you start writing your invitation letter

If you do not have Grammarly – A grammar checker that I use every day for all my writing, please get it free from here Now. Grammarly. You can read my full story on how I discovered Grammarly here.

Contents of a meeting request email

Again, the email structure may also be affected by the personal relationship the sender may/or may not have with the recipient; however, here are a few tips that a sender should consider including as part of the details contained in the email–

• The Reason for the Meeting:

This should be immediately stated after the salutation, with emphasis on the importance of attending the meeting in the recipient’s interest.

• The Date and Time of the Meeting:

The date, as well as the time of the meeting should be properly indicated for clarity sake; as well as to avoid misconceptions that could easily be avoided.

• The Place of the Meeting

It is important that the venue for the meeting be communicated to the recipient; even if subsequent meetings have been held in the exact same place – leave no room for assumptions.

• The Suggested Length of the Meeting

Stating the length of the meeting might help strengthen the resolve of the recipient to attend, as unnecessarily lengthy meetings cause a strain in productivity levels and are simply boring.

It is also important that the email subject is well written, in simple and understandable terms such as ‘ meeting request’

Depending on the recipient of the email, the following details could also be included;

• Request For Follow Up After the Meeting
• What the Recipient Would Gain From the Meeting

If the recipient of the email is a boss or client, it is also important to keep the meeting schedule flexible as they are likely to have it altered to suit their convenience.

Here are a few meeting request emails for varying situations.

MEETING REQUEST EMAIL TO CLIENT (SAMPLE)

*Clients are tricky, and as such the best way to go about an email in this category is to be concise and straight to the point, stating the purpose of the meeting and how it can benefit the client, also adding contact information in closing the email. It is important not to force a client to wade through unnecessary information that they may not even be patient enough to read through.

(Take note that meetings with clients should not be requested on first contact).

TO: johndoe@products.com

SUBJECT: ‘MEETING REQUEST: XYZ PRODUCT ADVERTISING ‘

Suggest Time Slot For Meeting Emails

Dear Mr. John,

I am writing with regard to our earlier discussion about launching an ad campaign for your new product – our company has an impressive portfolio with success stories of products quite similar to yours and we would be glad to set up a meeting where we can discuss the matter further.

Does this interest you?

Kindly let me know so that we can set up a date and time that suits your schedule.

Janet Manuel

*Subsequent to sending an email in this format, a follow–up email could then be sent with details of a meeting venue, date and time after a response to the initial email sent; the clients may even provide their preferred arrangement, otherwise you may respond in this format;

TO: johndoe@products.com

SUBJECT: ‘RE: MEETING REQUEST: XYZ PRODUCT ADVERTISING ‘

Dear Mr. John,

I am glad to have received your positive response to the meeting request.

Kindly let me know if the following arrangement works for you;

9:00 on Thursday 12^th June 1763 at the Le-palm business place, opposite yellow bank – Citydale.

Thank you again for your time.

Janet Manuel

MEETING REQUEST EMAIL TO SUBORDINATES (SAMPLE)

*Emails in this category are much easier to navigate as they are usually informational – you are the boss right?

To: (Recipients)

From: JanetManuel

Subject: MEETING REQUEST: JOHNDOE PRODUCT ADVERTISING

Date: 8^TH FEB. 1786

This notice is to inform you that there will be a meeting in (ROOM) on (DATE). The meeting will begin promptly at (TIME) and is expected to last approximately (TIME).

The main purpose of the meeting would be to strategize on ad campaign ideas for new johndoe product – Please bring any relevant data you have. You may wish to make copies prior to the meeting that we may all have them for reference.

I suggest also that you take the time to make a list of any questions or comments you wish to make during the meeting. Such a list will ensure a more efficient and effective discussion.
Please make every effort to attend. If you are unable to be present personally, please send a representative to take notes and/or present materials. Such a representative should be able to answer questions on your behalf.

I look forward to seeing you at our meeting.

Thank you.

Best regards,

Janet Manuel

MEETING REQUEST EMAIL TO COLLEAGUES (SAMPLE)

*Emails in this category are often permitted to be in a less formal tone than normal –depending on the information being relayed in the email; it may reflect the personality of the sender as he/she is known in the office environment

To: (Recipients)

Subject: Meeting Request: Celebratory sign-off on JohnDoe Product Ad-campaign

Hello All,

As it was informed us in the last meeting that the johndoe product campaign launch is scheduled for the 15^th December 1786 therefore a sign off meeting has been organized by the management for us before the kick start.

It marks the success of our new project significantly – Therefore we are required to be at the “Banquet hall” sharp at 4pm tomorrow, hopefully, this would serve to motivate us to make the upcoming project a grand success for our company.

Come dressed for entertainment.

Thank you!

Janet Manuel.

How to write a meeting request email – video

Conclusion

That said, while drafting emails may seem like no arduous task, it shouldn’t be taken lightly as it communicates the professionalism and competence of the sender – and since email communication has become an integral part of how businesses communicate, there is the apparent need to be properly skilled in the process.

While there are a varying number of purposes that an email message could serve, this article will focus on writing a professional meeting request email that would reflect a sender in his/her desired manner.

So you are looking to schedule a meeting with someone you don’t know very well…

1. What is the correct protocol to ask for a meeting?
2. How do you get the meeting without seeming like a jerk?
3. What if they turn you down?

These questions can cause you anxiety, especially if you’re an introvert who is not good at talking to new people (like me).

Below are my tips for how I approach getting a meeting with someone new:

How To Get A Meeting

1. Have Context

I generally avoid asking someone for a meeting that I don’t have context for. I define “context” as a point of reference… either you met them at an event, or you know someone who knows them, or you’re a big fan. Context is anything reason valuable enough for you to reach out to them.

Request a follow-up meeting on the spot

If I talk to someone at an event, I try to get a follow up while the conversation is still fresh.

Example: “I would love to chat more about ABC, would you be interested in grabbing coffee or lunch sometime this week?” If possible pull your phone out and send a meeting invite right away.

Write a note their business card

Make sure you write some information about the discussion on the back of the card to refresh your memory if you send out an invite later on. When you send out an email after an event, be sure to mention where you met them and what you discussed, e.g. “It was great meeting you at the fundraiser on Friday. I enjoyed chatting with you about ABC. Per our discussion, I would love to grab a meeting this week to chat more about ABC.”

Find mutual friends or contacts

LinkedIn can be pretty useful for figuring out who knows who. If someone you know has a connection with the person, don’t be afraid to ask them for an intro. e.g. “Hey Jamie, I am looking to reach out to Kris Smith to pick his brain about mobile UX. His presentation on his blog really resonated with me. I saw on LinkedIn you are connected to him. Would you be able to introduce me?”

The key is giving them a sense of why you want to talk to the person and allow them to filter the information in advance of introducing yourself. The more details the better. This will allow them to provide as much information as possible.

Important: Do not burn someone who referred you. If someone refers you and you piss off their connection, they may never refer you to someone again.

You’re a “fan” of their work

Being a fan of someone’s work can be flattering, but it can also come across kinda creepy. I would recommend having a strong reason to reach out to someone if you’re a fan. If you aren’t able to meet the person at an event or get a referral, you have to go with the old “cold request”.

Suggest Time Slot For Meeting Email Format

When you send a cold request, you need to be very clear about why you want to meet them. If you send an email that reads: “Hey, I would like to have a meeting with you. Thanks!” – you probably won’t get a response. Your intro should be very clearly crafted.

Example: “Hi Kris, My name is Brett Cooper and I do mobile dev work on iOS projects for a company here in Atlanta. I saw you speak last year at Web Afternoon, and I really enjoyed your presentation. I was wondering if could buy you lunch and pick your brain about a mobile problem that I’m looking to solve around multi-screen size format. Do you have any availability this Thursday or Friday? Thanks!”

2. Scheduling the meeting

So they respond back to your meeting request with “Sure, what time do you want to meet?” Your objective is to quickly get something set on the calendar.

• The calendar game – My rule of thumb is to ask for 2-3 time slots within the next 5 days. If they can’t meet any of the time slots, ask them for some alternatives.
• Target the morning – Try to get something first thing in the morning (e.g. a coffee meeting) so you are less likely to get bumped because one of their other meetings ran late.
• If all else fails, try the phone – If you are struggling to get something scheduled, ask if you can do a quick 90-second phone call to resolve calendar alignment issues.
• Pick a specific location – Try and pick a specific location near where they work or ask them if it would be most convenient to meet at their office. The more specific you are in the request, the more likely it will be to that you successfully schedule the meeting.
• Use helpful tools – There are a lot of tools out there that try to solve the scheduling puzzle. I would take a look at Calendly, Bookeo, or Acuity if you are trying to schedule a lot of meetings. These tools can be very useful for larger groups, but I would stick with emails and the phone for 1:1 meeting scheduling.
• Try A.I. – Recently I tried out https://x.ai which offers a virtual personal assistant AI that will work to look at your calendar and coordinate with multiple other parties to finalize a meeting time. The experience was pretty smooth, but it did still require 2-3 emails to get the meeting finalized. Another more recent entrant in the AI assistant field is MeetSally.eu. I have no doubt that AI meeting assistants will continue to get better over the next few years.
• The invite format– When you schedule a meeting, send out a calendar invite to make sure each attendees time gets blocked on their calendars.

The key things you should include in a meeting invite are:

1. Title – the Title of the meeting invite should be clear on what the meeting is about.
2. Location – Include the location in both the location field and body/comments. Preferably the address if you are driving there.
3. Summary – Have a summary of the meeting request in the body.
4. Objective – Clearly state the objective of the meeting.
5. Agenda – When you send a meeting invite, make sure to have a clear agenda (with some time-boxing). Thinking about the agenda and time boxes ahead of time will help you get a clearer picture of what you want to talk about and whether you actually have enough time to cover everything.
6. Notification – Be sure to include a notification equal to the amount of travel time (or 5 minutes if it doesn’t require travel).
7. Contact – Include your cell phone and their cell number (if possible). This makes it easy for them to reach you if they are running late.

Here is an example of a meeting invite.

3. Follow-up After the Meeting

Having a post-meeting reason to discuss things is a good way to build a long term relationship or conversation.

Send a thank you email – Send a note thanking the person for meeting with you. I will also typically include any meeting notes and any action items that I took away from the meeting. I know some people who send classy hand-written thank you notes, but I have the worst handwriting… so I normally stick with an email thank you.

Try to followup within 2-5 days – Try to follow up with any actions you had within a week of the meeting. You want to show that you were seriously paying attention and valued their help and input.

Offer reciprocal help – Be sure to offer your reciprocal help if they helped you with something. Keep it simple: “ Tina, Thanks for your recommendations on sales frameworks, this will really help me out. I owe you one. Let me know if I can help you with anything.”

Leave the door open for next steps – If someone gives you advice about a situation or challenge you are facing, have a followup status that you send them in the future to show how you resolved it or how it played out.

General Expectations

• Mail 2-3 times before you give up. More than 3 times verges on stalking, annoying, desperate, or even worse… being a sales guy.

• Don’t expect someone to work miracles for you.

• Time is a very valuable commodity, don’t waste someone else’s time.

• Get out and meet people, build valuable relationships, and help other people out… it will eventually come around to you.

Suggest Time Slot For Meeting Email Outlook

• Be grateful. Life is full of people who are looking to help out where they can. Be thankful even for small amounts of help.

Whats the Worst That Can Happen?

It’s not easy to reach out to people you don’t know to schedule a meeting. The worst thing that can typically happen is that they will ignore you. I have never had someone get angry at me when I reached out to them for a good reason… I image that if they did get angry they are not the type of person I want to be meeting with anyway.

Suggest Time Slot For Meeting Email Template

Practive the above steps and it will be easier to schedule meetings with people you don’t know.