Getting someone to agree to a meeting can feel like solving a puzzle. You need the right words, the perfect tone, and just enough persuasion to make them want to say yes. Whether you’re reaching out to a potential client, scheduling time with your boss, or trying to connect with an industry expert, the way you craft your meeting request can make or break your chances of success.
The truth is, most people receive dozens of meeting requests every week. What makes yours stand out from the crowd? How do you write an email that gets opened, read, and acted upon? The secret lies in understanding what motivates people to give you their most precious resource – their time.
Here are 15 carefully crafted email samples that will help you master the art of requesting meetings and get the responses you’re looking for.
Email Samples Requesting a Meeting
These proven templates cover various scenarios and relationship levels. Each one demonstrates different approaches to capturing attention and securing that important face-to-face time.
1. Client Consultation Request
Subject: Quick 20-minute chat about your marketing goals
Hi Sarah,
Hope your week is going well! I’ve been following your company’s recent expansion into the digital space, and I’m impressed with how you’ve positioned your brand.
I’d love to grab 20 minutes of your time next week to discuss how we might help you amplify your current marketing efforts. No pressure – just a quick conversation about where you’re headed and whether there’s a fit.
Are you free Tuesday afternoon or Wednesday morning? I’m happy to work around your schedule.
Looking forward to connecting,
[Your name and designation]
2. Follow-up After Networking Event
Subject: Following up from the Marketing Summit – Coffee next week?
Dear Michael,
Great meeting you at the Marketing Summit yesterday! Your insights about customer retention strategies really got me thinking about new approaches for our industry.
Since we both mentioned being interested in exploring collaboration opportunities, would you be open to continuing our conversation over coffee? I have some ideas about how our companies might work together that I think you’d find interesting.
I’m available next Tuesday or Thursday morning if either works for you. Happy to meet wherever is most convenient.
Best regards,
[Insert your name and role]
3. Meeting Request to Superior
Subject: Request to discuss Q3 project priorities
Hello Janet,
I hope you’re having a productive week. As we’re approaching the midpoint of Q3, I’d appreciate the opportunity to sit down with you to review our current project status and discuss priorities for the remainder of the quarter.
I have some questions about resource allocation for the upcoming product launch, and I’d also like to get your input on a few strategic decisions that have come up.
Would you have 30 minutes available sometime next week? I’m flexible with timing and can adjust to whatever works best for your calendar.
Thank you for your time,
[Sender’s name and designation]
4. Partnership Discussion Request
Subject: Exploring potential partnership opportunities
Dear Robert,
Your company’s innovative approach to sustainable packaging has caught our attention, and we believe there might be some exciting collaboration possibilities between our organizations.
Our team has identified several areas where our expertise in supply chain management could complement your sustainable packaging solutions. This could potentially benefit both our client bases while advancing our shared environmental goals.
Would you be interested in scheduling a brief meeting to explore these possibilities? I’m confident we could create something mutually beneficial.
I’m available for a call or in-person meeting at your convenience.
Warm regards,
[Your name and title]
5. Investor Pitch Meeting Request
Subject: Investment opportunity – 15-minute overview
Hi David,
We’re revolutionizing how small businesses manage their inventory, and based on your investment history in B2B software, I think you’d find our approach compelling.
Our platform has already helped over 500 businesses reduce their inventory costs by an average of 23%, and we’re seeing month-over-month growth of 18%. We’re currently raising our Series A round.
Could we schedule 15 minutes for me to show you what we’re building? I have some exciting metrics and a brief demo that I think would interest you.
Available for a quick call this week or next – whatever works for your schedule.
Thanks,
[Insert sender’s name and role]
6. Mentorship Request
Subject: Seeking guidance from someone I admire
Dear Lisa,
Your career trajectory from startup founder to venture partner has been truly inspiring to follow. As someone who’s currently building my first company, I would be incredibly grateful for the opportunity to learn from your experience.
I’m particularly interested in your insights about scaling teams and managing investor relationships during rapid growth phases. These are challenges I’m facing right now, and your perspective would be invaluable.
Would you be willing to spare 30 minutes for a coffee or phone call? I promise to be respectful of your time and come prepared with specific questions.
I understand how busy you must be, so please don’t feel any pressure to respond if this doesn’t work for you.
Respectfully yours,
[Your name and designation]
7. Sales Meeting Request
Subject: 10 minutes to show you how to cut your software costs by 40%
Hello Jennifer,
Quick question – are you happy with what you’re currently paying for project management software?
Most companies your size are overpaying by about 40% for features they never use. I’ve helped similar organizations reduce their software expenses while actually improving their team’s productivity.
Can I show you exactly how this works? It’ll take less than 10 minutes, and you’ll walk away with specific cost-saving strategies whether we work together or not.
Free for a quick call Thursday or Friday?
Best,
[Sender’s name and title]
8. Problem-Solving Meeting Request
Subject: Solution for the delivery delays we discussed
Hi Tom,
Thanks for being so candid about the delivery challenges your team has been experiencing. After our brief conversation yesterday, I spent some time thinking about your specific situation.
I believe I have a solution that could resolve 80% of your delivery issues within the next 30 days. It’s something we’ve successfully implemented with three other companies in similar situations.
Could we set up a quick meeting so I can walk you through this approach? I think you’ll find it both practical and cost-effective.
Let me know what works for your schedule.
Regards,
[Your name and role]
9. Information Gathering Meeting
Subject: Research interview – 20 minutes about industry trends
Dear Patricia,
Your expertise in renewable energy policy is exactly what I need for a research project I’m conducting on regulatory trends in the clean energy sector.
I’m writing a comprehensive report on how policy changes are affecting investment patterns, and your insights would add tremendous value to this analysis. The interview would take about 20 minutes and can be conducted over the phone at your convenience.
Would you be willing to share your perspective? I’d be happy to send you a copy of the final report as a thank you for your time.
I’m flexible with scheduling and can work around whatever times are most convenient for you.
Sincerely,
[Insert your name and designation]
10. Team Collaboration Meeting
Subject: Coordinating the Johnson project – Team sync needed
Hey everyone,
The Johnson project is moving into its next phase, and we need all hands on deck to make sure everything stays on track.
Let’s schedule a team meeting to align on deliverables, address any roadblocks, and make sure we’re all working toward the same timeline. I think 45 minutes should be enough to cover everything.
Are you all available Thursday at 2 PM? If that doesn’t work, let me know your availability for the rest of the week.
Looking forward to a productive discussion,
[Sender’s name and role]
11. Customer Feedback Meeting
Subject: Your thoughts on our new features – Quick feedback session
Hi Marcus,
Hope you’re enjoying the new dashboard features we rolled out last month! Your feedback has always been spot-on, so I’d love to get your thoughts on how these updates are working for your team.
Could we schedule a brief 15-minute call to discuss your experience? Your input directly shapes our product development, and I want to make sure we’re building exactly what you need.
Any day next week works for me – just let me know what’s convenient for you.
Thanks as always,
[Your name and title]
12. Emergency Meeting Request
Subject: Urgent – Need to discuss contract terms before Friday
Dear Kevin,
I hope this email finds you well. An urgent situation has come up regarding the Henderson contract that requires immediate attention.
Some new information has surfaced that could significantly impact our negotiation position, and I believe we need to discuss our strategy before the Friday deadline.
Are you available for an emergency meeting tomorrow? I can be flexible with timing – early morning, lunch, or end of day all work for me.
This is time-sensitive, so please let me know as soon as possible if you can meet.
Thanks for your understanding,
[Insert sender’s name and designation]
13. Networking Coffee Meeting
Subject: Coffee with a fellow marketing professional?
Hi Rachel,
We connected on LinkedIn a few months ago, and I’ve been following your content about digital marketing trends. Your recent post about social media ROI measurement was particularly insightful.
Since we’re both based in Austin and work in similar fields, I thought it might be nice to meet in person over coffee. I always enjoy connecting with other marketing professionals and sharing experiences.
Would you be interested in grabbing coffee sometime next week? I know a great little place downtown that’s perfect for professional conversations.
No agenda here – just good conversation with someone who shares similar professional interests.
Hope to hear from you,
[Your name and role]
14. Project Kickoff Meeting
Subject: Ready to launch the website redesign project
Hello Maria,
Exciting news – we’re ready to officially kick off the website redesign project! All the preliminary work is complete, and the team is eager to get started.
I’d like to schedule our project kickoff meeting to review timelines, assign responsibilities, and address any last-minute questions before we begin development.
The meeting should take about an hour. Are you available Monday morning or Tuesday afternoon next week?
Looking forward to getting this project underway,
[Sender’s name and title]
15. Strategic Planning Meeting
Subject: Q4 strategic planning session – Your input needed
Dear James,
As we head into the final quarter of the year, it’s time to start planning our strategic initiatives for the next phase of growth.
Your department’s performance has been exceptional this year, and your insights will be crucial for our Q4 planning session. We’ll be discussing budget allocations, resource planning, and setting priorities for the upcoming quarter.
Can you block out two hours next Wednesday for our strategic planning meeting? We’ll be covering a lot of ground, but your expertise will help ensure we make the right decisions.
Please confirm your attendance so I can finalize the agenda.
Best regards,
[Insert your name and role]
Conclusion: Mastering Meeting Request Emails
Writing effective meeting request emails is about more than just asking for someone’s time. Each message you send is an opportunity to build relationships, demonstrate value, and move your professional goals forward. The key is matching your approach to your audience and being clear about the mutual benefits of meeting.
Remember that busy professionals receive countless meeting requests. What sets yours apart is specificity, respect for their time, and a clear value proposition. Whether you’re seeking a brief consultation or planning a comprehensive strategy session, the right words can open doors and create opportunities.
Practice adapting these templates to your unique situations, and you’ll find that securing meetings becomes much easier. The investment in crafting thoughtful, well-structured requests pays dividends in stronger professional relationships and better business outcomes.