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. Sample email for meeting schedule after an interview
Hello {{FirstName}},
Following up on our conversation today, I’m sharing a few documents that introduce our company and outline solutions that may address your needs. I encourage you to take a look and reach out so we can discuss which option is the best fit.
Here’s a link to my calendar: [link]. You can also reach us at [phone number]. I’d be happy to walk you through the details and answer any questions.
Have a great day.
Best,
X
[Contact details]
🟢 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. Meeting request template via Email
Hello {{FirstName}},
Congratulations on presenting your innovative [name of project] at the [name of conference] on [meeting date]. It was truly impressive.
Could we set up a meeting so I can share how we might help bring your project to life?
Kind regards,
X
[Contact details]
🟢 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
Hello {{FirstName}},
I recently visited your website and really enjoyed the content—it’s engaging and highly relevant. That said, from an SEO perspective, we identified a few opportunities to boost your visibility, especially on Google.
We specialize in SEO services designed to drive more traffic to e-commerce sites. If you’re open to it, I’d love to schedule a meeting to go over our solutions in more detail.
Sincerely,
X
[Contact details]
🟢 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. 🧲
“People don’t open emails. They open relationships.” — Seth Godin
4. Meeting Request Email Sample for Confirmation
Hello {{FirstName}},
Thank you for getting in touch, we’d be happy to assist you.
Please confirm our appointment by selecting a time for the demo using the link below:
[link]
Looking forward to speaking with you soon,
X
[Contact details]
🟢 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
Hi {{FirstName}},
I came across your LinkedIn profile and was really impressed, so I took a look at your website as well. Great content and a very polished design!
I did notice some accessibility issues on mobile, and I’m confident I can help improve that. Would you be open to a quick meeting to discuss options for optimizing your site and making it fully responsive?
Best regards,
X
[Contact details]
🟢 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. Request for meeting appointment email
Hello again {{FirstName}},
I’m following up regarding the estimate for the renovation project I sent on (date). I haven’t heard back yet—do you have any questions I can clarify?
If so, feel free to email me. Are you available for a meeting during the week of the 15th
Best regards,
X
[Contact details]
🟢 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.
“A follow-up email isn’t annoying when it helps the prospect move forward.” — Steli Efti
7. Meeting Request Email Template for HR Manager
Hello {{FirstName}},
I came across your LinkedIn profile and saw that you’re an HR Manager at {{CompanyName}}. I also noticed your recent job posting for a [job title].
Based on my background, I believe I could be a strong match for this role. Would you be available for a meeting to discuss it further?
Best regards,
X
[Contact details]
🟢 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
Hello {{FirstName}},
We understand that achieving [customer goals] can be challenging. What obstacles are you currently facing?
We offer a free phone consultation, click here to schedule your appointment!
Sincerely,
X
[Contact details]
🟢 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
Hello Mr./Ms. {{LastName}},
Our team is preparing to work on the [project name] initiative, and we believe a meeting with you would be helpful to align on progress. If convenient, please join us for a discussion on Tuesday, February 14, 2023, at 11:00 AM.
We’ll walk you through the planned activities and team coordination to ensure optimal collaboration on this project.
Wishing you a great day.
Sincerely,
X
[Position and department]
🟢 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
Hello {{FirstName}},
I’m excited that you downloaded our white paper! I’d love to hear which topics resonated with you most.
Could you share your availability for a quick 15-minute call?
Best regards,
X
[Contact details]
🟢 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 Request Email
Meeting request email format after a telephone interview
Subject: Further to our telephone conversation on [date]
Hello [Recipient Name],
I want to thank you for our rich conversation yesterday. I enjoy discussing the opportunities for collaboration between our two companies and I believe we have a lot to offer each other.
As per the agreement, I will send you a detailed proposal at the end of the week. This proposal will include an initial action plan as well as details on which of our services can best meet your company’s specific needs.
Please do not hesitate to contact me if you have any questions or require further clarification in the meantime. I am available to provide you with any additional information and look forward to hearing back.
Thank you again for your time and consideration.
Kind regards,
[Your Name]
[Phone]
Email template for meeting request after an event
Subject: Thank you for attending [Event Name]!
Hello [Recipient Name],
Thank you very much for attending [Event Name] on [Date]. We hope you find this experience rewarding and that you are able to make useful connections.
We greatly appreciate your comments and suggestions to improve our future events. Please see attached some photos from the day and share your own!
We look forward to seeing you again at our next event.
Sincerely,
[Your name]
[Your job]
[Your organization]
[Phone]
[Email]
Email booking an appointment for a collaboration between services
Subject: Collaboration between services
Dear colleagues,
I am writing to inform you of the establishment of a new partnership between our services.
We identified an opportunity to work together on a project that would synergize our respective areas of expertise.
I suggest that we hold a meeting to discuss the details of this cooperation and determine the next steps to take.
I am convinced that this cooperation will benefit the company and allow us to achieve our common goals more effectively.
Thank you in advance for your cooperation and participation in this project.
Sincerely,
[First and last name]
[Title]
[Department]
Schedule a meeting by email for collaboration
Subject: Please make an appointment for a collaboration
Hello [Recipient Name],
I would like to contact you to propose a collaboration between our two companies. Convinced that our respective activities can mutually benefit from such an association, I hope to discuss in more detail the possibilities of cooperation between our groups.
Would it be possible to arrange a meeting to discuss this project? I am available next week, Monday to Friday, at your convenience.
I thank you in advance for your interest in my request and your willingness to provide you with further information.
Kind regards,
[Your full name]
[Your company]
[Your phone number]
Business meeting request email for follow-up
Subject: Request for follow-up appointment
Hello [Recipient Name],
After our last meeting, I would like to request a follow-up meeting to take stock of the progress of our collaboration/project.
I would like to discuss with you the next steps to take and any adjustments that may need to be made. I will give you some time frames for this meeting: [indicate some possible dates and times].
Please let me know your availability so that we can set a date that suits us both. I am ready to provide you with more information.
Sincerely,
[Your full name]
🟢 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.
How to write an email to invite for a meeting?
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. 📆
Here are a few tips to help you write them better: 👇
– 💌 Email subject line: Keep it simple and clear, 5 to 7 words max. Avoid long sentences.
– 🔠 Email body: No more than 15 lines. Ideally, 5 sentences total (including line breaks). The first sentence should always be the easiest to read.
– 🔊 Stick to one topic per email: If you have multiple requests, send separate messages.
– 😊 Basic courtesy matters: Always greet the recipient and sign your emails (automatic signatures help!).
– 🧑🏫 Spelling & syntax: Essential for capturing attention. Use punctuation marks properly—and emojis if you want.
– ✈️ Clean formatting: Only hyperlinks should be underlined. Avoid abbreviations like “XO” or “TLDR.” Double-check email addresses and always proofread before sending.
👉 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 : Meeting Request 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 on Meeting Request Email
How do I ask for a meeting link in email?
When you’re writing request mails to ask someone for their meeting link, keep the tone simple, friendly, and respectful 😊.
Let them know you’d like to finalize the scheduling and that sharing their link will help you choose a time that works best for them.
You can also offer your own link if that makes things easier. The goal is to show that you’re flexible, respectful of their time, and just trying to make the process smooth and convenient for them.✨
Example: Could you please share your meeting link so I can book a time that suits you best?
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 request email.
Include a brief meeting agenda if necessary, ask for a meeting confirmation of attendance and then conclude with an official closing statement and your signature. Remember to read your e-mail carefully to avoid errors before sending! 📨
How to politely request for an appointment?
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 email request a meeting 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 formal meeting request Letter sample to help you formulate a request for a business meeting: ⏬
First name Last name
Your address
Zip code – City
Phone
Email
Place, date,
Subject: Appointment request
Dear Sir or Madam,
I am writing to request an appointment to discuss [topic/subject].
I am available for meetings on Tuesdays and Thursdays at my office starting at 2:00 p.m. Please feel free to contact me by mail or email so we can arrange a mutually convenient time.
Thank you in advance. Please let me know.
Sincerely,
X
[Contact details]
There, now you know the best practices and examples for writing the best meeting request email, or by post. 📨
Camila
10/12/2025 
