How to Request a Meeting via Email: Tips for Success

a month ago   •   3 min read

By Zero Machina

Sometimes we need to request a meeting with someone who's busy. And it can be difficult to get their attention and schedule time to talk.

So how can you increase your chances of getting a meeting with someone without wasting precious time? By sending a well-crafted email request!

In this post, I'll share some tips on how to create an effective meeting request email.

Tips For Composing A Meeting Request Email

If you're like most people, chances are you've had to send a meeting email request at some point in your career.  It's not always easy to ask someone for their time, especially if you're unsure of how they'll react.

So here are a few tips to help you compose a successful meeting request email.

1. Introduce yourself and state the purpose of your email

The first step is to introduce yourself and state the purpose behind why you're reaching out. This will help the recipient know what to expect from your email and whether it's something they need to respond to.

Create a clear subject line that states the purpose of your email. For example, "Meeting request to discuss X."

In the body of your email, introduce yourself and explain why you're interested in meeting with the person. Include a sentence or two about how you think the meeting would be beneficial. For example, "I think it would be beneficial to discuss X in more detail."

Focusing on "why" the meeting is valuable for them will improve the chances that they'll agree to it.

Also, be polite and respectful throughout your email.

2. Propose a specific date and time for the meeting

You'll want to propose a few dates and times for the meeting, and ask the recipient to choose the best time for them.

While it may be tempting to suggest "sometime next week," this leaves the entire scheduling process up to the other person. And if they're already busy, they may not have the time or energy to work out a meeting time with you.

Instead, focus on proposing specific dates and times for the meeting. This will make it easier for the other person to say "yes," and will reduce the back-and-forth emails trying to schedule a time.

If you're unsure about what times work best for the other person, consider using a tool like Undock that lets you request meetings via email. Our platform compares everyone's availability, preferences, time zones, and scheduling behavior to suggest mutually-preferred times. This makes scheduling instant and seamless, regardless of what time zone someone’s in.

You can currently use Undock's in email scheduling tool with Gmail, Outlook, and Superhuman.

By proposing specific dates and times, you're more likely to get a meeting on the calendar quickly without having to send a bunch of back-and-forth emails.

3. Thank the recipient for their time

It's important to be courteous and thank the recipient for their time, even if they haven't yet agreed to meet with you.

This shows that you understand and respect their busy schedule. Try something like, "Thank you for taking the time to read my email." or "I appreciate your time and consideration."

This is a small but important gesture.

Meeting Request Email Sample

Now that we've gone over some tips, let's take a look at a business meeting request email sample.

***

Email subject line: Meeting request to discuss [project name OR meeting purpose]

Hello [email recipient],

I hope you're doing well. I am [your name] from [company name]. We've been working on a [project name] and I think it would be beneficial to discuss it in more detail.  I believe it'll help you [reason why meeting request is valuable for recipient].

I'm available to meet on [include up to 3 dates & times]. If those times don't work, feel free to select a time on my calendar [insert calendar link].

Thank you for your time and consideration. I look forward to hearing from you soon.

Cheers,

[Your name]

***

Remember, if you're using Undock to suggest a meeting,  you don't need to manually include dates or times in your email. Our platform will take care of that for you.


Next Steps

By following these tips, you'll be able to compose an effective meeting request email that will increase your chances of booking a call on the calendar.

Scheduling a meeting doesn't have to be painful. With Undock, you can instantly propose meeting times in email without having to check your calendar.

It's free to use and integrates with Gmail, Outlook, and Superhuman. Join today!

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