How to Write a Meeting Request Email with Proven Templates

Crafting the perfect meeting request email can feel like an art form. It’s not just about asking for time—it’s about creating a compelling reason for your prospect to say “yes.”

In the fast-paced world of sales, where every interaction counts, your email needs to stand out, clearly convey value, and make scheduling easy. Whether you’re proposing a demo, follow-up call, or initial discovery meeting, the right approach can increase your chances of success.

This article will equip you with all the knowledge you need to master the craft of composing various variations of meeting request emails. As a bonus for reading, you’ll discover highly effective templates and tips and tricks on how to make sending out emails to dozens or hundreds of prospects a breeze. 

Here’s what we’ll cover:

• What Is a Meeting Request Email?
• How to Write a Meeting Request Email?
• Meeting Request Email Templates
• Meeting Request Email Subject Lines
• How to Automate Your Meeting Request Emails
• Tips for Writing Meeting Request Emails

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What Is a Meeting Request Email?

A meeting request email is a formal communication used to propose a meeting. Its primary purpose is to convey professionalism while clearly stating the intent to set up a meeting. In sales, this type of email is often used to request a discovery call, demo, or partnership proposal. 

To save time, sales professionals often send meeting request emails in bulk. To avoid getting flagged as spam or accidentally hitting spam traps, it’s important to verify emails and adhere to good email list hygiene by removing inactive subscribers.

Pro Tip: Before sending these meeting requests, make sure you authenticate your email: 

How to Write a Meeting Request Email?

While many factors affect the success of a meeting request email, the quality of its content and adherence to email etiquette, no doubt, have a significant impact.

1. Start with a Strong Subject Line

First impressions matter not only in our world but in the world of email communication as well. A polished email subject line is eye-catching and immediately communicates the value of the proposed meeting.

Pro Tip: For more inspiration, check out these 20 cold email subject lines that have been proven to get over 85% open rates.

2. Introduce Yourself and the Purpose of the Email

Your introduction is an important way for you to gain trust in sales. 

Remember to not only mention your role but also add a fact about you that enhances your authority in the recipient’s eyes. This can be as simple as pointing out that you have years of experience working with companies from the same industry as your prospective client.

Pro Tip: Learn more about crafting a polished introduction with this guide on How to Introduce Yourself in an Email.

3. Offer Value

One of the most important elements of a meeting request email is to demonstrate the value of the meeting. Focus on how the recipient stands to gain from the conversation. Whether it’s addressing their pain points or offering actionable insights, clearly show how your expertise or service can benefit their business.

For example, a sales professional communicating Yesware’s unique selling proposition might add the following sentence to their meeting request email: “I’d love to discuss how Yesware can help your team automate and personalize sales emails, leading to better engagement and higher conversion rates.”

4. Suggest a Specific Time for the Meeting

Streamline the scheduling process by suggesting specific times for the meeting. Offering a couple of options allows the recipient to choose a time that works for them, without the back-and-forth of scheduling. 

Pro Tip: You can also include Yesware’s Meeting Scheduler link to make it even easier.

Used in both Gmail and Outlook, this customizable link allows recipients to pick an available time slot based on your availability. Once complete, the meeting event will populate on both your calendars and send you a confirmation email. It’s as easy as that.

5. End with a Clear Call to Action (CTA)

As a sales professional, your goal is to make the process of connecting with you as smooth and straightforward for your prospects as possible. That’s why your email should close with a strong call to action.

Ask the recipient to confirm the meeting time or invite them to suggest a different time that works better for them. This shows that you’re flexible and makes it easier for them to respond.

Here are a few examples:

• “Does Thursday at 3 PM work for you? If not, feel free to suggest another time that’s more convenient.”
• “Schedule a meeting with me here” (linked to your Meeting Scheduler).

Meeting Request Email Templates

As a sales professional, you may find yourself facing various possible scenarios. Here are the promised email templates to save time crafting meeting request emails.

Template for Email Outreach 

Subject: Helping [Recipient’s Company] Achieve [Specific Goal]

Hi [Recipient’s Name],

I hope you’re doing well! My name is [Your Name], and I’m with [Your Company]. I’ve been following [Recipient’s Company] and noticed you’re focused on [specific industry goal, challenge, or trend]. We’ve worked with companies like yours to help them [achieve a specific result, such as increasing revenue, reducing costs, improving efficiency, etc.], and I believe we could do the same for you.

I’d love to share how [Your Product/Service] can help you [address a specific pain point or take advantage of a particular opportunity]. Do you have 15 minutes for a quick chat this week?

If that works for you, let me know what time fits your schedule, or you can book a time directly using my calendar [insert meeting link].

Looking forward to connecting!

Best regards,

[Your Name]

[Your Title]

[Your Company]

Request for a Discovery Call Email Template

Subject: Meeting Request for [Topic/Discussion]

Hi [Recipient’s Name],

My name is [Your Name], and I’m a [Your Title] at [Your Company]. I specialize in helping companies like [Recipient’s Company] overcome challenges related to [specific challenge] through [specific solution].

I hope this message finds you well. I’d like to request a brief meeting to discuss [specific topic or purpose]. I believe this conversation would be valuable for both of us, and I’d love the opportunity to connect.

Would you be available for a [15/30-minute] call on [specific date] at [time]? If not, feel free to suggest another time that works for you.

Looking forward to hearing from you.

Best regards,

[Your Name]

[Your Title]

[Your Company]

Request for a Demo Email Template

Subject: Ready to Show You How [Your Product] Can Benefit [Recipient’s Company]

Hi [Recipient’s Name],

I’m [Your Name] from [Your Company], and I specialize in helping businesses like [Recipient’s Company] streamline their [specific process or challenge]. Based on what I’ve seen, I think our solution could be a great fit for your current needs.

I’d love to schedule a demo to walk you through exactly how [Your Product] works and how it can help [Recipient’s Company] achieve [specific benefit, such as increased efficiency, revenue growth, etc.].

Would you be available for a demo on [specific date and time]? If not, I’m happy to work around your schedule.

Looking forward to your response!

Best regards,

[Your Name]

[Your Title]

[Your Company]

Follow-up Meeting Request Email Template

You may want to follow up with those prospects who haven’t responded to your request for a meeting. 

Subject: Just Checking In About My Previous Email

Hi [Recipient’s Name],

I hope this message finds you well. I wanted to follow up on my previous email to see if you had a chance to review my request regarding a quick meeting to discuss [specific goal/challenge].

I understand you’re busy, but I believe our [product/service] can help [Recipient’s Company] achieve [benefit or outcome]. I’d love to chat for 10-15 minutes to explore how we can support your goals.

If you’re open to it, please let me know a convenient time, or you can use this link to book a time that works best for you: [insert meeting link].

Thanks again, and I look forward to hearing from you!

Best regards,

[Your Name]

[Your Title]

[Your Company]

If your initial conversation with your prospect went super well, you may want to schedule one more meeting to help them move through your sales pipeline. Here is a handy template:

Subject: Following Up on Our Recent Conversation

Hi [Recipient’s Name],

I wanted to follow up on our recent conversation regarding [topic]. I believe this is a great opportunity for us to continue the discussion, and I’d love to schedule a meeting to explore the next steps.

Would you be available for a quick meeting on [specific date] at [time]? Please let me know if there’s a better time that works for you.

Looking forward to connecting soon!

Best regards,

[Your Name]

[Your Title]

[Your Company]

Partnership Meeting Request Email Template

Subject: Let’s Explore a Potential Partnership Opportunity

Hi [Recipient’s Name],

My name is [Your Name], and I’m a [Your Title] at [Your Company]. For a bit of context, I’ve spent [X years] working in [industry] and recently helped [Company Example] achieve [specific result], so I’m confident we can do the same for you.

I’m reaching out because I believe there’s a potential opportunity for collaboration between [your company] and [recipient’s company]. I’d love to schedule a meeting to discuss how we can partner and create mutual value.

Would you be available for a call on [specific date] at [time]? Please let me know if another time works better for you.

Looking forward to your response and exploring how we can work together!

Best regards,

[Your Name]

[Your Title]

[Your Company]

Pro Tip: Yesware’s email template feature allows you to add your favorite templates to your inbox and reuse them whenever you want. You can also track how successful they are based on opens and replies. That way, you only reuse your best ones.

Tip: Looking for more email templates for your sales outreach? Grab our ebook below, filled with proven templates you can save and reuse today.

18 Proven Email Templates for SalesWinning email templates for cold outreach, follow-ups, and nurturing relationships – backed by data and real-world examples.

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Meeting Request Email Subject Lines

If you’re looking for inspiration for engaging email subject lines, here are the top ten ideas for you:

1. “Quick 10-Minute Chat to Help [Company Name] Boost [Specific Benefit]”
2. “Can We Discuss [Pain Point] This Week?”
3. “Let’s Connect: [Specific Solution] for [Company Name]”
4. “How [Your Company] Can Help You Achieve [Goal]”
5. “Is [Day/Time] a Good Time to Talk About [Solution]?”
6. “Are You Free for a [Length] Discussion About [Topic]?”
7. “Time to Talk About Improving [Specific Area]?”
8. “Interested in [Benefit]? Let’s Set a Meeting!”
9. “Let’s Explore How [Your Product] Can Help [Company Name] Grow”
10. “Let’s Explore Ways We Can Work Together on [Industry/Goal]”

Don’t fret too much about nailing the subject lines of your various meeting request emails on your first try. You can finesse them later down the road with the help of A/B testing. 

Pro Tip: By providing insights into email open rates, Yesware’s email tracking can help you A/B your subject lines to choose the best-performing ones.

How to Automate Your Meeting Request Emails

Automating emails allows your sales team to make impressive progress in the sales cycle without demanding excessive resources.

Using Yesware as an example, let’s take a closer look at how to put your email outreach on autopilot.

To begin with, you can automate the email drafting process by choosing the most relevant templates from your list. 

Next, you can design a multi-touch, multi-channel campaign that may consist of automated emails. For example, you could schedule your outreach emails to go out to your prospects at the best time on the best day of the week for email communication.

Yesware’s campaigns allow you to set a rule that specifies that if an email goes unanswered for X number of days, a follow-up email is sent. That way, nothing slips through the cracks.

As mentioned above, you can automate meeting scheduling with Yesware’s Meeting Scheduler, which takes prospects to the calendar with available slots to easily choose the time that works for them. 

Tips for Writing Meeting Request Emails

Let’s summarize all the insights this article offers into a set of best practices for writing a top-notch meeting request email:

Be Clear and Specific

When crafting your meeting request email, make sure to clearly state who you are, why you’re reaching out, and what the meeting is about. Avoid vague or overly complex language that can confuse the recipient. Specify the purpose of the meeting right away—whether it’s to discuss a potential partnership, provide a product demo, or talk through a business challenge. Clarity shows professionalism and respect for the recipient’s time.

Be Polite and Professional

Politeness goes a long way in setting the right tone for your meeting request. Always thank the recipient for considering your request, and acknowledge that their time is valuable. Maintain professionalism throughout the email, using formal language where appropriate, but keep the tone friendly and approachable. Being courteous creates a positive first impression and makes the recipient more likely to respond.

Follow-Up If Needed

Don’t be discouraged if you don’t hear back after the first email—people’s inboxes can be overflowing. A follow-up email is a courteous way to remind them of your request without being pushy. Be polite, restate the value of the meeting, and offer to work around their schedule. 

Personalize Your Email

Generic emails often get ignored. Personalizing your message—by mentioning the recipient’s company, relevant challenges they may be facing, or recent news—shows that you’ve done your homework and truly understand their needs. Use any available information to make your email feel less like a cold outreach and more like a tailored conversation. This also helps to build rapport early in the exchange.

Conclusion

Getting the meeting request email right is important for sales success, but it doesn’t need to be a headache. With tools like Yesware, you can make sure your email outreach functions as a well-oiled machine. Try Yesware for free to streamline your outreach and meeting scheduling.