15 Best Meeting Request Email Templates

Writing an effective meeting request email can be a daunting task, but it’s not impossible.

By following a few simple tips, you can increase your chances of getting an appointment and closing a deal. 🤞

10 Examples of Meeting Request Emails

In this article, we’ll show you how to write a clear, concise and compelling business appointment request email. 👍 We’ll also give you some examples of appointment request emails that have worked, so you can get inspired.

So, whether you’re a beginner or experienced salesperson, this is the article for you. Keep reading to learn how to request an appointment by e-mail and close more business. 🥳

1. Meeting request email template for following an interview

🟢 The advantage of this follow-up email template is that it allows you to follow up with your contact clearly, with a precise request! 📍 In this case, it’s to read a document and schedule a meeting invitation to sign it.

2. Example to Request a Meeting via Email

🟢 The email recipient has presented a project at a conference and the sender would like to collaborate. 🤝 He sets the scene, compliments the recipient, then suggests solutions to highlight his achievements.

3. Meeting Request Email Template for Cold Contact

🟢 As part of the SEO business, this sender is looking for potential customers on the Internet.

So he sends an e-mail that starts with a compliment, then points out the need this prospect might have. Finally, he personalizes the message, presents a solution and suggests a meeting. 🧲

4. Template of Meeting Request Email for Confirmation

🟢 Prospects can contact you in a number of ways: confirmation email, website form, etc.

As you can see, this e-mail is written in a very generic way to adapt to all possible types of appointment. ✨ We recommend that you personalize it to match your company’s brand image.

5. Example of a LinkedIn Professional Contact Request

🟢 In this case, the sender wants to contact a member of the LinkedIn social network. When he visited their website, he realized that their services could be useful.

So he sets the scene, starts with the positive points and raises the problem. Finally, he offers a solution by proposing a collaborative solution .

6. Appointment Meeting Request Email Template

🟢 You’ve sent your first contact message , but haven’t received a reply. Perhaps your prospect isn’t totally convinced yet. 🙈

Therefore , with this example of a reminder email, you can make him understand how he can benefit from this appointment.

7. Meeting Request Email Template for HR Manager

🟢 In this example, the sender is trying to contact a recruiter and arrange a quick meeting for a new position.

This relaxed approach shows that he’s motivated and wants to talk as soon as possible. 😏

8. Example of Meeting Request Email for a Customer

🟢 The sender of this message first found this prospect by e-mail and suggested a telephone appointment.

So he sent him an attractive message offering his services. He personalized the email and offered to set up a telephone appointment, thanks to a registration link.

9. Example of a Team Meeting Request Email for a Director

🟢 This sales email provides the context of the situation, a casual meeting request and the objective of this meeting with a manager and his sales teams.

10. Business Appointment Request Email

🟢 To finalize, here’s an example of an e-mail in English for an appointment request following a white paper sharing.The aim of this meeting would be to get to know your prospect a little better!

Here’s an article on sales discovery questions to ask a customer in order to sell. 👄

+5 Examples of Meeting Requests Emails

🟢 In these last email examples, I’ve tried to focus on the prospect’s interests. I hope these templates will help you write meeting request emails.

💡 To go further, download our free e-mail templates to create your own effective, hard-hitting cold email outreach.

And, also, try out our free Waalaxy CRM to automate the sending of your email sequence! 

How to Schedule a Business Appointment by E-mail?

To set up an appointment by email effectively, the sender must first personalize his message so that appointments can easily be organized by email. 👌

To achieve this, you need to use a personalized, consistent forwarding address. Avoid addresses you had in college of the “joker1999@hotmail.com” type. 🤡

So take care of your email signature by mentioning your first name, last name, company name and contact details at the bottom of the message. Nowadays, there are many tools to create it! ⚒️

In addition, the sender can only send an e-mail to one recipient at a time, and may add a copy or additional recipients. The e-mail must be personalized by including the customer’s name in the body of the message. 📩

Mass emails generally have less impact on prospects and customers. They can also be automatically classified as “spam” (unwanted email) by email services. 👀

At the same time, email subject lines need to be simple, clear and effective. 💎 In fact, this element is the first thing recipients read, since it’s also the only text they see when they open their mailbox.

The recipient needs to be able to quickly understand what the mail is about. 🧐 Subject lines generally consist of 5 to 6 words. The body text is often up to 15 lines long, ideally containing 5 short sentences. Note that the first sentence is read more carefully than the second.

👉 Therefore , the sender should follow the inverted pyramid principle when writing. Get straight to the point, get to the point from the beginning and finally, get into the details.

Example of a professional email with Waalaxy

Here’s what your Waalaxy business mail templates will look like:

The content must be clear and concise. ✍️ The sender must clearly indicate the action he expects the recipient to take.

In our case, the aim is to confirm business appointments, not to sell products right away!

• On the other hand, remember to add a call-to-action button to close the e-mail, 🛎️ when relevant. For example, you can offer reservations via a reservation scheduling software.
• Finally, pay particular attention to the spelling and syntax of emails. Words should not be underlined, bolded or capitalized. 📣 This format is reserved for hyperlinks or key dates/locations.
• Exclamation marks, question marks and suspension points should be used in accordance with conventional punctuation rules, and emojis may be used in small doses to promote professionalism. 🤠
• Finally, the sender should check the recipient’s e-mail address and proofread it before sending an erroneous e-mail 🫠 and also remember to insert the necessary attachments, when appropriate.

Tips for Requesting a Business Meeting by Email

Did you know that when someone emails you, you only have 3 seconds to decide whether to read it or not? 🤫

Therefore, it’s important to know how to write relevant marketing emails that quickly grab the recipient’s attention, especially when you want to invite them to a meeting. 📆

👉 To conclude, if you have interests in common, it’s always a good idea to start the email with a compliment. It can help smooth things over. For example, you can also apply the AIDA method, to fan the flames of your prospect’s desire!

You now have several templates that you can customize for your business. They are a source of inspiration for improving your approach from appointment-setting mail to lead nurturing.

Above all, never forget to run several tests to determine which emails are most successful with your prospects. 💥

Conclusion : Request a Business Meeting by Email

The most important sales meeting activity a salesperson must undertake is that of scheduling an appointment with a potential customer. 🤓

Email is a simple and effective tool he can use to achieve this. This marketing channel is obviously less formal than a letter, but it’s much easier to send.

However, if you want your message to be read, and above all to be able to start a commercial relationship , you also need to respect certain rules of copywriting. 🪶

In this article, we’ve looked at +15 examples of business appointment requests by e-mail that work in every case!

You may have noticed that these different types of emails contain prospect information. 🧲 This is an important point to consider, as it allows you to take a personalized approach when writing emails.

For example, if you share the same interests as your prospect, don’t hesitate to mention this in your message thanks to personalization via Waalaxy 😉

💡 It’s also essential to be specific with your content. But, remember, the main purpose of the meeting email is to land a meeting, not to sell a product or service.

FAQ : Request a Professional Meeting by E-mail

How to Start an Email for a Meeting Request?

Want to know how to start your email , right? 🦶 In this article, we’ll show you the 5 best greetings for sending an email on any occasion. 💯

Remember that first impressions are irreversible. 👀So when sending business or personal emails, make sure you introduce yourself to get off to a good start! 🤝

How do I request an appointment by e-mail?

To request an appointment by e-mail, start with a clear subject line, followed by a polite message. 🪶 Explain the purpose of the e-mail, inviting the recipient to a specific date and meeting time. Also, provide any necessary details such as location information or virtual meeting.

Include a brief meeting agenda if necessary, ask for a meeting confirmation of attendance, then conclude with an official closing statement and your signature. Remember to read your e-mail carefully to avoid errors before sending! 📨

How do you ask for an appointment politely?

To make a polite request request by e-mail, start with a respectful greeting, then briefly introduce your request, clearly stating what you’d like, making sure to phrase your request clearly and respectfully. 👋

Briefly explain why this request is important or necessary, if applicable. Use a polite, formal tone throughout, and don’t forget to thank the recipient for their time and consideration. 👂

End with an appropriate closing statement, such as «Sincerely» or «Best regards», followed by your name. Here’s an article on how to write professional thank-you emails!

How do I request a business meeting?

If you need to, here’s a sample letter to help you formulate a request for a business meeting: ⏬

There, now you know the best practices and examples for writing the best meeting request email, or by post. 📨