How To Write Meeting Request Emails That Work: Templates, Tips & Subject Lines

I’ll make this simple for you…

Imagine you’re a prospect.

What should a meeting request email contain to make you say YES?

Answering this will help you write better emails right away.

But that’s not enough…

Your prospects are unique, they might have different preferences and availability.

Writing emails considering these conditions will help you get better results.

Now I know that’s not as easy as I said. This is why in this blog, I’ll show you:

• The common mistakes to avoid
• How to write meeting request emails
• Subject lines that hook your readers
• Best meeting request templates
• Tips to increase your reply rates
• And the top tools to ease the process!

Let’s get your calendars booked!🤩

Why Are You Not Getting Replies to Your Meeting Request Email? (Common Mistakes)

Even the best meeting request emails can fail if you overlook the basics. Here are some common mistakes that might be stopping you from getting replies.

• Not verifying your recipient’s email address​
• Sending generic emails without any research​
• Writing long, fluffy, and confusing email content​
• Skipping basic proofreading before hitting send
• Not following up after no response
• Suggesting only one meeting time instead of multiple options

How to Write a Meeting Request Email? (Step-By-Step Process) 

Writing an email that sparks the interest of the readers is an art of its own. The best part is that anyone can achieve those skills with the right steps.

This is my Ideal Anatomy for Meeting Request Email👇

Now, as I said, anyone can acquire the skill of writing emails that hook the reader. But for that, you need to start with understanding your potential customers. 

Create an Ideal Customer Profile (ICP) and Buyer Persona. This will help you a lot with the steps ahead.

You can follow the following steps to write that perfect meeting request email, which your prospects can’t ignore!

1. Have a Striking Email Subject Line
2. Open With a Personalized Greeting
3. Craft a Strong Introduction
4. Communicate WIIFM (What’s In It For Me?)
5. Ask for Their Availability
6. Close With a Call to Action
7. Signature and Contact Info
8. Proofread Before Hitting the Send Button

1. Have a Striking Email Subject Line

First impressions always count, especially in emails!

Your subject line is the first thing your recipient sees. And in most cases, it decides whether your email gets opened… or ignored.

With meeting request emails, your subject line should spark curiosity and show relevance at a glance.

Here’s one example of a subject line that can hook the recipient 👇

So, how do you write great subject lines consistently?

It’s actually easier than you think! Just follow these checklists✅: 

• Be clear and specific about your purpose.
• Tailor the subject line based on the recipient’s interest, role, or current pain point.
• Keep it short and direct (5 to 9 words usually works best).
• Add urgency or curiosity only if needed.

And most importantly, AVOID SPAM WORDS like free, buy now, limited time offer, guaranteed, or anything that feels overly salesy or clickbaity.

2. Open With a Personalized Greeting

Once you successfully grab your recipient’s attention and make them open the email, then the first thing they see is the greeting.

This is your second chance to make a great first impression. (Only one goal away from a hat trick!)

A personalized greeting instantly sets the right tone and makes your email feel more human and genuine.

Meanwhile, greetings like Dear Sir/Madam, To whom it may concern, not only do not generate any special interest in the users but also make them think that they are not valuable to you, and they might stop reading.

Here are some examples of greetings that you can use for your meeting emails:

If you’re unsure about their preferred formality, keeping it simple with Hi {{First Name}} is always a safe and friendly choice.

Once you’ve greeted them personally, you’re all set to dive into your introduction and grab their attention further (and hit that trick).

3. Craft a Strong Introduction

You’ve grabbed their attention with a great subject line.✅ 

You’ve also added a personal touch to your greeting.✅

Now it’s time to hit the hat trick with your email introduction!

This part decides whether your recipient will read the rest of your email or move on.

So, what should a perfect intro include? Check this 👇

• Introduce yourself with your name, role, and company.
• Provide context by mentioning why you’re reaching out.
• Smooth transition into the purpose of your email.

Also, keep in mind that your recipient already receives tons of emails everyday. Among which, most of them are cold, robotic, salesy, and straight-up spam.

Hence, make sure to keep your intro feel personal, relevant, and respectful of their time. 

Trust me, it will give you great results!

4. Communicate WIIFM (What’s In It For Me?)

When your recipient sees your request to schedule a meeting, the first thing they think is – What’s in it for me?

Honestly, that’s a fair question.

Your recipients are busy, and hence their time is valuable. 

If you want them to say YES to your request for a meeting, you need to give them a reason that feels worth it.

And here’s where your email content should hit the right shots.

Here’s how you can answer their What’s in it for me? Question easily:

• Share what value they’ll get by attending the meeting
• Highlight what problem you’ll help them solve or what insight they’ll walk away with
• Back your claims with proof. Show them stats, results, case studies, or even client reviews.
• Be specific instead of saying help you grow. Tell them how you’ll do it

For example, you could say something like, “I’d love to show you our cold email software. It could easily increase your outbound sales by 30% at a bare minimum.”

Remember, your goal isn’t just to ask for their time; it’s to earn it.🤩

Make them feel that saying yes to your meeting is not a favor to you, it’s worth their time.

5. Ask for Their Availability

As I have said throughout the blog, we need to respect our recipient’s time.

And this applies even more when you’re asking them for a meeting.

Always offer 2-3 time slots when requesting a meeting over email. It shows that you value their schedule and makes it easier for them to respond quickly without unnecessary back-and-forth.

Why does this work so well?

• It gives them the flexibility to pick what works best
• It makes you look thoughtful and professional
• It speeds up the scheduling process

Of course, you can always add a line like Let me know if none of these times work for you, happy to adjust to sound even more considerate.

At the end of the day, your goal is to remove friction and give options that make saying YES feel effortless.

6. Close with a Call to Action

They have read the purpose of your email and have seen the time slots that are offered. Now it’s time to share what to do next.

This is where a nice call to action comes in. It’s basically confirming again if the recipient will be interested in taking part in your meeting.

Here are some CTA examples you can use in your meeting request emails:

• Would Tuesday at 3 PM work for a quick 15-minute chat?
• Let me know if you’d be open to a quick call this week.
• Do any of these time slots work for you? Happy to adjust if needed.

What you need to focus on is to keep your tone sound – human, friendly, and flexible.

Remember: A clear CTA tells them exactly what you expect, whether it’s confirming a time, proposing alternatives, or hopping on a call.

With this simple step, you will increase your chances of getting a response.

7. Signature and Contact Info

Your email signature isn’t just a formality, it’s an important trust-building element in your meeting request email.

A Signature is what you see at the end of an email. It usually contains: 

• Your name
• Company
• Other relevant details

While it sits at the end of your email, don’t assume readers will only notice it after reading everything.

But that’s not true.

When your recipient opens your email for the first time, they will skim through your email first, and there, they will also notice your signature and contact information.

Adding these details makes your email look credible, professional, and real. It gives the recipient context about who you are, and that alone can increase their willingness to reply.

8. Proofread Before Hitting the Send Button

A wrong comma can make you end up in prison! 

Look at these two sentences:

• Pardon, impossible to be sent to prison.
• Pardon impossible, to be sent to prison.

The first one saves a life. The second one ruins it… all because of a tiny comma.

Similarly, typos can affect the entire impression and result of your emails if you don’t proofread them. Hence, like every other step in writing a meeting request email, this is also important.

So, after writing an email, take a break and then come back to do proofreading (I would suggest doing this more than once). 

I’m sure you will notice some corrections to your tone and grammar or even come up with better ideas.

You can always use tools like Grammarly or other tools.

 If you are using software like Saleshandy for your cold email outreach, you can even use AI to generate variants, which will level the grammatical errors while following the tone and purpose of your email.

A polished email shows professionalism and will play a huge role in building trust and reinforcing your message.

Email Subject Line Examples for Meeting Requests

Like I said, the subject line is the first line your recipients will see in their inbox. Hence, it’s very necessary to make it hook-worthy and clickable.

However, we all know how hard it is to come up with that perfect subject line. (I understand your pain, my friend 🥲)

So, let me show you some great subject lines that you can use for your meeting request emails.

I’ve ensured that subject lines are added for different meeting occasions. You can use them in your meeting emails or take inspiration from them. 💡

Here are the categories:

1. Sales & Business Development
2. Internal / Team Meetings
3. HR & Recruitment
4. Cold Outreach / Networking
5. Product Demos / SaaS
6. Post-Event / Networking Follow-up

1. Sales & Business Development

• Quick chat to explore opportunities?
• Let’s discuss how we can help {{their company name}}
• Potential partnership? {{Your Company}} x {{Their Company}}
• {{First Name}}, ready to boost your {{pain point}}?

2. Internal / Team Meetings

• Team catch-up on {{specific topic}}
• Let’s sync before {{project name}} goes live
• Quick team huddle – availability?

3. HR & Recruitment

• Interview details for {{Role}} at {{Company}}
• Let’s discuss your application
• Scheduling your interview call
• Quick chat regarding your profile

4. Cold Outreach / Networking

• Exploring potential collaboration
• Connecting with you from {{Your Company}}
• Opportunity to work together?
• Loved your work on {{specific mention}} – Quick call?

5. Product Demos / SaaS

• Can I show you how {{Your Tool}} solves {{Problem}}?
• Demo Request: {{Tool Name}} in action
• 15-min walkthrough? Let me show you something cool

6. Post-Event / Networking Follow-up

• Great meeting you at {{Event Name}}!
• Following up on our chat at {{Event}}
• Next steps after {{Event Name}}

Read here ▶️Best subject lines for cold emails

Meeting Request Email Templates for Different Purposes

By now, you know how to write a meeting request email. The structure, the mistakes to avoid, and even some great subject line ideas.

Now, let’s make it even easier for you.

Here are ready-to-use meeting request email templates for different scenarios. 

These are crafted to help you save time, sound professional, and increase your chances of getting a positive reply.

Every meeting request isn’t the same. Depending on why you’re reaching out, whether it’s sales, internal catch-ups, HR discussions, or partnerships, your email tone and style need to adapt.

That’s why I’ve curated templates for all possible situations so that you’re always prepared, no matter who you’re reaching out to.

I have categorized the templates into the following: 

1. General & Professional Meeting Request Templates
2. Templates for Internal Workplace Meeting Requests
3. Email Templates to Request a Meeting for HR & Recruitment
4. Sales & Business Development Meeting Request Templates
5. Templates for Partnerships, Investors, & Networking

General & Professional Meeting Request Templates

Not every meeting request is the same.

Sometimes, it’s to reach out to a potential client, or maybe it could be for your colleague or manager.

Knowing that I’ve created these templates, so that you can use directly or take inspiration from:

1. Generic Meeting Request
2. Professional Meeting Request Email
3. Polite Meeting Request Email
4. Follow up Email
5. Request to Reschedule a Meeting-Email
6. Thank You for Meeting with Me Email

1. Generic Meeting Request

Generic Meeting Request Template

Subject:Subject: Request to Connect on {{topic}}

Hi {{First Name}},

I'd like to schedule a {{length}} meeting with you on {{date}} at {{time}}. This would allow us to discuss {{topic}}.

The goal is to {{desired outcome}}. I think the meeting would be beneficial to [benefit to recipient}}.
Please let me know if you are free at that time. If not, I'm happy to reschedule for a more convenient time.

Looking forward to connecting.

Regards,
{{Your Full Name}}
{{Your Position}}
{{Your Company}}
{{Your Contact Information}}

2. Professional Meeting Request Email

Professional Meeting Request Email Template 

Subject:Subject: Meeting Request to Discuss {{Specific Topic}}

Dear {{Recipient's First Name}},

I hope you're doing well. My name is {{Your Name}}, and I am the {{Your Position}} at {{Your Company}}.

I wanted to reach out and request a brief meeting to discuss {{specific reason - project, partnership opportunity, consultation, etc.}}. 

I believe this could be valuable as {{brief reason of benefit to the recipient}}.Would you be available for a quick call or meeting on {{propose 2-3 time slots}}?

Looking forward to hearing from you.

Best regards,
{{Your Full Name}}
{{Your Position}}
{{Your Company}}
{{Your Contact Information}}

3. Polite Meeting Request Email

Polite Meeting Request Email Template

Subject:Subject: Catch-up on {{topic}},  Are You Available This Week?

Hi {{First Name}},

I hope you're having a wonderful week!I’m reaching out because I'd love to schedule some time to catch up and hear about what you've been working on lately.

No big agenda items - just looking to check in and hear what's new.Let me know if Tuesday at 10 a.m. or Wednesday at 2 p.m. works for you. 

Or if there's another time that fits your schedule better, I'm happy to make it work.

Best,
{{Your Full Name}}
{{Your Position}}
{{Your Company}}
{{Your Contact Information}}

4. Follow-up Email

Follow-up Email Template

Subject:Just following up on my previous email about {{topic}}

Hi {{First Name}},

Just checking in to see if you had a chance to go through my previous email regarding {{mention the topic briefly}}.

Would love to hear your thoughts or if you'd like to explore this further. Please let me know if you'd like me to resend any details.Looking forward to hearing from you.

Best,
{{Your Full Name}}
{{Your Position}}
{{Your Company}}
{{Your Contact Information}}

5. Request to Reschedule a Meeting Email

Request to Reschedule a Meeting Email Template

Subject:Request to Reschedule Our Meeting{{topic}}

Hi {{First Name}},

I hope you're doing well. I wanted to reach out regarding our upcoming meeting scheduled for {{original date and time}}.

Unfortunately, due to {{brief reasons like an unforeseen commitment}}, I won’t be able to make it at that time.

Would it be possible to reschedule our meeting to {{propose 2-3 new time slots}}?

Apologies for the inconvenience, and I appreciate your understanding.

Looking forward to your response.

Best regards,
{{Your Full Name}}
{{Your Position}}
{{Your Company}}
{{Your Contact Information}}

6. Thank You for Meeting with Me Email

Thank You for Meeting with Me Email Template

Subject:Request to Reschedule Our Meeting{{topic}}

Hi {{First Name}},

Thank you so much for taking the time to meet with me today. I really appreciated the opportunity to learn more about {{specific topic discussed}} and to share insights about {{your role/company/project}}.

As discussed, I’ll {{mention any follow-up actions like sending resources, setting up the next steps, or waiting for their feedback}}.

Looking forward to staying in touch and continuing our conversation.

Best regards,
{{Your Full Name}}
{{Your Position}}
{{Your Company}}
{{Your Contact Information}}

Templates for Internal Workplace Meeting Requests

When compared to meeting request emails to clients or prospects, internal meeting request emails don’t require personalization elements since the recipients already have a connection with the sender.

Still, there are different scenarios for internal meeting emails, and I have ensured to add a template for almost all of them:

1. Meeting Request Email to Colleagues
2. Request a Meeting with Your Boss/Superior Email
3. Team Meeting Request Email
4. Urgent Meeting Request Email
5. Lunch Meeting Request Email
6. Request a Phone Call Meeting Email

1. Meeting Request Email to Colleagues 

Meeting Request Email to Colleagues Template 

Subject:Are You Free This Week to Discuss {{topic}}?

Hey {{First Name}},

Hope you're doing great! I was wondering if we could catch up sometime this week to discuss {{brief reasons like project updates, next steps, or brainstorming ideas}}.

Would {{propose 2-3 time slots}} work for you?Let me know what works best. 

Looking forward to chatting!

Cheers,
{{Your Full Name}}
{{Your Position}}
{{Your Company}}
{{Your Contact Information}}

2. Request a Meeting with Your Boss/Superior Email

Request a Meeting with Your Boss/Superior Email Template

Subject:Can we have a meeting to discuss about {{topic}}

Hi {{First Name}},

I hope you're doing well. I wanted to check if you would be available for a quick meeting sometime this week to discuss {{mention the purpose}}.

Would {{propose 2-3 time slots}} work for you?Let me know your availability, and I’ll be happy to adjust accordingly.

Thank you for your time.

Best regards,
{{Your Full Name}}
{{Your Position}}
{{Your Company}}
{{Your Contact Information}}

3. Team Meeting Request Email

Team Meeting Request Email Template

Subject:Team Meeting: Discussing {{Key Agenda}}

Hi Team,

I wanted to set up a quick meeting so we can discuss {{ key agenda}}.

Would {{propose 2-3 time slots}} work for everyone?Feel free to suggest an alternative if these don't work. 

Looking forward to syncing up with you all.

Best,
{{Your Full Name}}
{{Your Position}}
{{Your Company}}
{{Your Contact Information}}

4. Urgent Meeting Request Email

Urgent Meeting Request Email Template

Subject:Urgent! Need Meeting Regarding {{Specific Issue}}

Hi {{First Name}},

Apologies for the short notice, but I would like to request a quick meeting to discuss {{briefly mention the urgent issue or reason}}. 

It’s important that we align on this as soon as possible.Would you be available today or tomorrow at {{propose 2-3 time slots}}?

Please let me know if any of these work, or feel free to suggest another time.Appreciate your time and quick response.

Best,
{{Your Full Name}}
{{Your Position}}
{{Your Company}}
{{Your Contact Information}}

5. Lunch Meeting Request Email

Lunch Meeting Request Email Template

Subject:Lunch Meeting - Let's Catch Up!

Hi {{First Name}},

Hope you're doing well! I was wondering if you'd be available to grab lunch sometime this week or next. 

It would be great to catch up and discuss {{mention the purpose}}.

Would {{propose 2-3 dates/times}} work for you?

Looking forward to it!

Best,
{{Your Full Name}}
{{Your Position}}
{{Your Company}}
{{Your Contact Information}}

6. Request a Phone Call Meeting Email

Request a Phone Call Meeting Email Template

Subject:Available for a quick Phone Call to discuss {{topic}}?

Hi {{First Name}},

I was hoping we could connect over a quick phone call to discuss {{briefly mention the topic}}.

Would you be available for a quick call on {{propose 2-3 time slots}}?

Let me know what works best for you. Looking forward to hearing from you!

Best,
{{Your Full Name}}
{{Your Position}}
{{Your Company}}
{{Your Contact Information}}

Email Templates to Request a Meeting for HR & Recruitment

HR & recruitment emails require a different tone altogether. These templates are best suited for scenarios like scheduling interviews, coordinating with HR teams, or reaching out to candidates and recruiters.

 Clarity, professionalism, and respect for the recipient’s time are key when sending these emails.:

1. Interview Meeting Request Email
2. Email Template to Request a Meeting with HR
3. Request for a Meeting with a Job Candidate Email
4. Request for a Meeting with a Recruiter Email

1. Interview Meeting Request Email

Interview Meeting Request Email Template 

Subject:Interview Invitation for {{Job Title}} Role at {{Company}}

Hi {{Candidate's First Name}},

Thank you for applying for the {{Job Title}} role at {{Your Company}}. 

We were impressed with your profile and would love to invite you for an interview to learn more about you and share details about the role.

Would you be available for an interview on any of the following slots?{{Propose 2-3 date & time options}}The interview will be conducted {{mention format: virtual/in-person}} and is expected to last around {{duration}}.

If none of these times work for you, feel free to suggest an alternative that fits your schedule, we’ll be happy to accommodate.

Looking forward to hearing from you soon!

Best regards,
{{Your Full Name}}
{{Your Position}}
{{Your Company}}
{{Your Contact Information}}

2. Email Template to Request a Meeting with HR

Email Template to Request a Meeting with HR Template

Subject:Need Your Time to discuss on {{HR Topic}}

Hi {{HR's First Name}},

Hope you're doing well. I’m reaching out to check if we could have a quick meeting to discuss {{briefly mention purpose – policy clarification, benefits, HR concern, etc.}}.

Would any of the following time slots work for you?
{{Propose 2-3 date & time options}} If not, I’m happy to adjust based on your availability — please let me know what works best for you.

Appreciate your time and support as always!

Best regards,
{{Your Full Name}}
{{Your Position}}
{{Your Company}}

3. Request for a Meeting with a Job Candidate Email

Request for a Meeting with a Job Candidate Email Template

Subject:Discussion on Next Steps for Your Application

Hi {{Candidate's First Name}},

Hope you’re doing well!I wanted to check if you’d be available for a quick meeting to discuss {{specific reason – interview preparation, document clarification, or the next steps in the hiring process}}.

Would any of the following time slots work for you?
{{Propose 2-3 date & time options}} If none of these work, feel free to suggest a time that’s more convenient for you.

Looking forward to connecting with you and moving things forward!

Best regards,
{{Your Full Name}}
{{Your Position}}
{{Your Company}}
{{Your Contact Information}}

4. Request for a Meeting with a Recruiter Email

Request for a Meeting with a Recruiter Email Template

Subject:Meeting Request to Discuss {{Role Name}} Opportunity

Hi {{Recruiter's First Name}},Hope you’re doing well.I wanted to check if we could connect for a quick meeting to discuss {{mention the purpose — the job opportunity, candidate feedback, or any clarifications regarding the role or hiring process}}.Would any of these time slots work for you?
{{Propose 2-3 date & time options}}If not, happy to work around your availability — feel free to suggest a convenient time.Looking forward to your response.Best regards,
{{Your Full Name}}
{{Your Position}}
{{Your Company}}
{{Your Contact Information}}

Sales & Business Development Meeting Request Templates

Sales emails need to be sharp, personalized and focused on the value you bring to the table. Whether you’re booking a discovery call, pitching a product demo, or reaching out to decision-makers, these templates are crafted to help you get that all-important ‘yes.’:

1. Sales Meeting Request Email
2. Product Demo Meeting Request Email
3. Meeting Request for SaaS Companies

1. Sales Meeting Request Email

Sales Meeting Request Email Template

Subject:Let's Talk About {{Pain Point or Opportunity}}

Hi {{Recipient's First Name}},

Hope you're doing well. I'm reaching out to see if you'd be open to a quick call to discuss how {{Your Company/Product}} can help {{Recipient's Company}} with {{specific challenge or goal}}.

Would you be available for a quick 15-20 minute call on {{propose 2-3 date and time options}}?

Happy to tailor the conversation based on your current priorities.

Looking forward to hearing from you.

Best,
{{Your Full Name}}
{{Your Position}}
{{Your Company}}
{{Your Contact Information}}

2. Product Demo Meeting Request Email

Product Demo Meeting Request Email Template

Subject:See How {{Your Tool}} Can Help {{Their Company}} in Just 15 Mins

Hi {{Recipient's First Name}},

I was wondering if you'd be open to a quick product demo of {{Your Product}}. 

I believe it could help {{Their Company}} with {{specific pain point or challenge}}.

Would you be available for a short 15-20 min call on {{propose 2-3 date and time options}}?

Happy to customize the demo around your needs and focus on what matters most to you.

Looking forward to hearing from you!

Best,{{Your Full Name}}
{{Your Position}}
{{Your Company}}
{{Your Contact Information}}

3. Meeting Request for SaaS Companies

Meeting Request for SaaS Companies Template

Subject:Here’s How {{Your Product}} Can Help {{Their Company}} Grow Faster

Hi {{Recipient's First Name}},

Hope you're doing well! I came across {{Their Company}} and was genuinely impressed with the work you're doing in the SaaS space.

I’d love to connect for a quick chat to explore how {{Your Company/Product}} could help {{Their Company}} with {{specific pain point - lead generation, user onboarding, customer retention, etc.}}.

Would {{propose 2-3 date and time options}} work for a short 15-20 min conversation?Let me know if that works for you or feel free to suggest a time that fits your schedule better.

Looking forward to hearing from you!

Best,
{{Your Full Name}}
{{Your Position}}
{{Your Company}}
{{Your Contact Information}}

Templates for Partnerships, Investors, & Networking

These types of emails require a balance between professionalism and warmth.

The key here is to show mutual benefit, establish relevance quickly, and keep the tone conversational but respectful.

Below are templates for a few different scenarios to help you start these conversations on the right note:

1. Partnership Request
2. Collaboration Meeting Request Email
3. Request for a Meeting with an Investor Email
4. Meeting with Someone You Met at an Event/Conference Email

1. Partnership Request

Partnership Request Template

Subject:Partnership Idea for {{Their Company}}

Hi {{Recipient's First Name}},

I hope you're doing well. I wanted to reach out to explore potential partnership opportunities between {{Your Company}} and {{Their Company}}.

Given the work your team is doing in {{industry/niche}}, I believe there could be strong alignment and mutual benefits if we explore working together.

Would you be open to a quick call or meeting to discuss this further? I'm happy to work around your schedule and can propose {{2-3 date/time options}}.

Looking forward to hearing from you!

Best regards,
{{Your Full Name}}
{{Your Position}}
{{Your Company}}
{{Your Contact Information}}

2. Collaboration Meeting Request Email

Collaboration Meeting Request Email Template

Subject:I Have a Collaboration Idea for {{Their Company}}

Hi {{Recipient's First Name}},

I came across {{Their Company/Work}} and felt there might be a great opportunity for us to collaborate on {{briefly mention the idea — a project, content piece, event, or campaign}}.

Would you be available for a quick call to brainstorm how we could potentially work together?

Let me know if {{propose 2-3 time slots}} work for you, or feel free to suggest a time that suits you best.

Looking forward to hearing from you!

Best regards,
{{Your Full Name}}
{{Your Position}}
{{Your Company}}
{{Your Contact Information}}

3. Request for a Meeting with an Investor Email

Request for a Meeting with an Investor Email Template

Subject:Potential Investment Discussion with {{Your Company}}

Hi {{Investor's First Name}},

Hope you're doing well.I wanted to reach out to see if you'd be open to a quick meeting to explore potential investment opportunities with {{Your Company}}.

We’re currently working on {{briefly mention your product/service or recent traction}}, and I believe this aligns well with your investment interests in {{industry/niche}}.

Would you be available for a quick 15-20 min call on {{propose 2-3 date/time options}}?

Happy to share more details, answer any questions, and explore how this could be a valuable partnership.

Looking forward to hearing from you!

Best regards,
{{Your Full Name}}
{{Your Position}}
{{Your Company}}
{{Your Contact Information}}

4. Meeting with Someone You Met at an Event/Conference Email

Meeting with Someone You Met at an Event/Conference Email Template

Subject:Great Meeting You at {{Event Name}}! Let’s Catch Up?

Hi {{Recipient's First Name}},

It was great connecting with you at {{Event Name}}! I really enjoyed our conversation about {{briefly mention the topic discussed}}.

Would you be open to catching up further over a quick call or meeting to discuss {{mention potential collaboration, idea, or follow-up point}}?

Would {{propose 2-3 date/time options}} work for you? Feel free to suggest a time that works best for you.

Looking forward to staying in touch!

Best regards,
{{Your Full Name}}
{{Your Position}}
{{Your Company}}
{{Your Contact Information}}

Try These To Increase Reply Rates For Your Meeting Request Emails

Writing a good meeting request email is just half the game. To actually get a reply, you need to make it easy for your recipient to say yes.

Here’s how you can do that:

• Offer multiple time slots: Give 2-3 options so they can pick what works best for them
• Keep it under 100 words (when possible): Short, clear, and straight to the point always wins attention
• Always follow up: If you don’t get a reply to the first email, don’t give up. There can be many reasons for that. Do follow-ups at regular occasions before deciding anything.
• Use mobile-friendly formatting:  Most people check emails on their phones, so make sure your content is clean, scannable, and easy to reply to.
• Add credibility: Mention social proof, authority, or mutual connections to instantly build trust

Top Tools to Automate Meeting Request Emails

Writing the perfect meeting request email is one thing. But managing, sending, and tracking them at scale? That’s where tools can save your time (and sanity).

Here are some of the best tools that can help you automate and streamline your meeting request emails while making the whole process faster, smarter, and more personalized.

These tools take care of the heavy lifting so you can focus on building real conversations:

• Saleshandy: All-in-One Cold Outreach Platform
• Calendly: Organize Your Meetings in One Place
• HubSpot: Manage pipelines + CRM automation

Saleshandy: All-in-One Cold Outreach Platform

Sure, you can always send meeting request emails… if the recipients are only one or two people. 

But manually sending emails for more than that… I can pray for your sanity or recommend a better option.

With the help of an email automation tool like Saleshandy, you will be able to find leads and set up outreach automation campaigns. 

Thus, you will be able to reach more prospects and book more meetings (without the manual chaos).

But why Saleshandy?

Because it’s not just a tool for sending emails, it’s an all-in-one tool where you will be able to find and manage leads, personalize your emails based on them, get detailed analytics on your campaigns, and will help to make your campaign in general, a success.

Here are some of my favorite features of Saleshandy:

• Advanced Personalization: Easily personalize every email with merge tags, and video personalization, and even get a Personalization Score to improve your copy.
• Better Email Deliverability: Features like sender rotation, Spintax, warm-ups, and smart sending ensure your emails avoid spam folders and land right where they should –  in the inbox.
• AI-Powered Features: It comes with features like AI variant generation, which can create multiple variants based on the initial email, smart reply categorization, auto-pausing on bounces, smart rescheduling, and many more.
• Analytics & Reporting: Get detailed insights on what’s working, A/Z test your campaigns and optimize every touchpoint for better conversions.
• Easy Integrations: Connect with tools like HubSpot, Zoho, Pipedrive, Zapier, and more for a fully automated workflow.
• Built-in Lead Finder: Access a massive database of over 700M+ verified B2B leads from 60M+ companies to fuel your outreach.

If scaling your outreach, improving deliverability, and booking more meetings is your goal, then Saleshandy should be on your list.

→ Check out our full review of Saleshandy here.

Calendly: Organize Your Meetings in One Place

Like I said earlier, it’s always best to offer multiple time slots in your meeting emails. Well, Calendly will take it a step further by helping you manage your meeting easily.

It makes it easy to schedule your meetings effortlessly, without the constant back and forth.

Calendly lets your prospects pick a time that works for them while syncing directly with your calendar. Thus, both you and your recipients will be on the same page!

Some of my favorite features of Calendly:

• Auto-Schedule Meetings: Syncs with Google Calendar, Outlook, Microsoft Teams, and more. Just share your link and let people book time directly.
• Seamless Integrations: Works well with tools like Google, Microsoft, Zapier, Slack, HubSpot, CRMs, and more,  so you don’t have to juggle between platforms.
• Automated Reminders & Follow-ups: Reduce no-shows with automatic email and SMS reminders and even follow-up messages post-meeting.
• Workflows & Routing: Customize booking flows, ask qualifying questions, and even auto-assign meetings to team members based on availability.

So yeah. If booking meetings is eating up your time, Calendly helps you automate it, while offering a frictionless experience for your prospects.

HubSpot: Manage pipelines + CRM automation

As your business grows, managing prospects manually is not just tough but totally impossible!

You can easily manage your leads with the help of CRM software like HubSpot. It offers features like tracking leads and even managing pipelines.

Here’s why I use HubSpot:

• Centralized CRM Workflow: Track every customer interaction, their progress and keep your sales team fully aligned.
• AI Features: Predict lead quality, analyze customer behavior, automate follow-ups, and even personalize emails using HubSpot’s smart AI tools.
• Easy Integrations: Hubspot makes it easy to integrate tech stacks like Saleshandy, Calendly, Gmail, Slack, and many.

A CRM software will ensure to keep track of leaks from your pipeline and thus improve your campaign’s efficiency.

Turns Out… Writing Meeting Request Emails That Get Replies Isn’t That Hard After All!

While yes, it can get quite hard to convince a person to accept your meeting request email, I think we all now know that it’s not impossible.

Following the steps that I have shared here, along with the examples and templates, will make it easier for you to approach a new client with your meeting request.

While you are at it, make sure to respect their time, show clear value, and make it ridiculously easy for them to say yes.

Also, don’t forget to use tools as they can make your life far easier!

I always use Saleshandy for my outreach campaigns as well as for lead generations. And it has always been helpful.

All the best for your outreach campaigns!

Meeting Request Email: FAQs

1. How to reply to a meeting request email

Confirm your availability if the suggested time works, or propose an alternative that suits you better. Make sure to be polite and respectful. You can check these examples on how to respond to a meeting request email.
“Sounds great! I’m available at 3 PM on Tuesday. Looking forward to it!”
or
“Unfortunately, I’m not available at that time. Would Wednesday at 11 AM work instead?”

2. How can I make my meeting request email stand out?

Do proper research about your prospects, and make sure to personalize your email. You can address the recipient by name, mention something specific about them or their work, and show exactly what they’ll gain from the meeting. Ensure to do all this while keeping the email short and easy to read.

3. How can I politely request a meeting in an email?

Be clear about your agenda, share how it will be useful for them, and do not use any pushy language. Ultimately, offer multiple time slots to show that you respect their time, or use the help of tools that let the recipient choose a suitable time.

4. Can I use humor in a meeting request email?

Yes, but it depends on the tone of you or your brand or based on the connection with the recipient. If you are mailing someone for the first time, I would always suggest using humour lightly only.

5. When is the best time to send one?

Based on multiple studies and industry experience, the best time to send a meeting request email is between Tuesday to Thursday mornings (8 AM to 10 AM). During these hours, people are more active, clear-headed, and responsive to their inbox.