On a daily basis, a lot of meetings might be organized both for personal and professional purposes. However, in the case of official meetings, it is pretty important first to schedule a meeting properly. For this purpose, one can simply write a meeting request email. In this article, you can find some useful meeting request email templates and samples available for you below. You can simply choose to download any template or sample in MS Word or PDF formats.
What is a Meeting Request Email?
A meeting request email is a simple message you can write to a person in the form of an email so as to request him/her for a meeting. Such a meeting request email can be written both for in-person as well as a virtual meeting. Writing a meeting request email is the easiest way to communicate your intentions for a meeting to the other person. Such a request can be communicated verbally however, doing so in writing makes it more professional and official.
Meeting request emails can be used both for internal and external meetings. For example, if you want to discuss something with your project manager, you may write a meeting request email requesting him/her for a meeting. Similarly, if you want to discuss a project proposal with a client, you may write an email requesting a meeting. Whatever the case might be, using the meeting request email templates available here on this page can be of great help to you. So, scroll down and download the templates and formats of your choice.
Importance of Writing an Email to Request a Meeting
In today’s world, almost everyone is on a tight schedule. In such a situation, it is important to request a person for a meeting. Using a meeting request email can have different benefits. Some of them are listed below:
- By requesting or asking politely, chances are high that the person might give you some time from their busy schedule.
- The official request for a meeting shows you true professionalism.
- With a meeting request email, you actually avoid insisting on the other person that might have a good impression on them. They might recognize or appreciate the fact that you actually value the other person’s time.
- Such an email also confirms that you and the recipient are on the same page before actually meeting each other.
- A meeting request email can be used to refer to the meeting details like the location, time, date, etc.
- It provides you with the accurate details of the meeting. In a verbal request for the meeting, there might be a chance to miss any important detail.
- Both the sender and the recipient can immediately move the meeting details to a calendar, a daily schedule, or any other organizing app.
Here below, you can find some amazingly useful meeting request email templates for your use. So, scroll down and check out these pre-formatted templates.
Sample Meeting Request Email Format
Subject: Request to Meet for Discussion of Upcoming Event
Dear Mark,
This email is to confirm whether you will be available on the coming [mention Day] at [mention Time]. If so, then I would like to have a meeting with you to discuss some important details related to the upcoming [mention Event Name].
If you agree, we can meet at your favorite spot, [mention Location], on the afore-mentioned day and time. Please confirm to me if you can spare some time for this meeting.
I will be looking forward to meeting you soon.
Sincerely,
Alex Snow
[Contact Details]
Meeting Request Email Format Template
Official Meeting Request Email Sample
Subject: Let’s Meet at Your Favorite Place?
Dear Mr. / Mrs. [Last Name of the Recipient],
I am Jim Wagner, the Executive Financial Consultant at A&A Financial and Management Solutions. My secretary informed me that your company, Apex Technologies is looking for financial consultancy regarding your upcoming project.
I suggest why not we should meet at your favorite place and discuss these issues over lunch or dinner. This way, we will have a great opportunity to discuss all the prospects in detail and would have a better chance to know each other.
So, whatever time, day, and place is suitable for you, please make sure to notify me of this at least five days before the meeting. This will make it easy for me to adjust my schedule for this meeting.
I will be hoping to see you soon.
Best Regards,
John Goldman
Executive Financial Consultant
[Contact Details]
Official Meeting Request Email Template
Meeting Request Email Sample to Manager
Subject: Meeting Request to Discuss Departmental Problems
Dear Sir,
I know you have been quite busy for a very long time as the past few months were quite hectic. However, I would like to request you to grant me some time for a meeting. I would like to discuss some major problems in the Sales Department. I know that it is not easy for you to spare some time from your busy schedule but I think these problems now require your attention.
I believe it would be great if we could meet up at some place outside and discuss these issues over a cup of coffee. Whatever time, day, and place suits you the best, please just make sure to inform me at least two days before the meeting.
I hope that you will consider my request and meet me as soon as possible. I will be looking forward to seeing you soon.
Sincerely,
John Goldman
[Sender Designation] [
Contact Details]
Meeting Request Email to Manager Template
How to Write an Email to Request a Meeting? Basic Elements
To request a meeting in an effective way, you can consider using the pre-formatted meeting request email templates and samples available here on this page. A meeting request email must be written in such a way that even if the recipient could not accept your request, at least he/she must respond to your message. For this purpose, you must know some basic elements of a meeting request email that are explained below:
Subject Line:
As is the case with any official email or letter, a subject line is the most important element of a meeting request email. Your subject line must be:
- Clear and concise.
- Direct and to the point.
- Related to the purpose of the meeting.
- Written in such a way that it gets opened.
Following are some examples of the subject lines for a meeting request email:
- Meeting request for discussion on XYZ Project.
- Request to meet to discuss the details of the upcoming annual event.
- What about a meeting at your favorite place?
Greetings & Salutations:
Use appropriate professional salutations and greeting just like in the case of any other official correspondence. If you know the recipient, you can add a more personal touch using his/her first name like “Dear Arnold” or “Dear Rebecca”. However, if you don’t know the person very well or are writing to them for the first time, you can use a simple greeting and salutations like ” Dear Mr. / Mrs. [Last Name of the Recipient].
Introduction:
You must begin the email with a line or two to properly introduce yourself and the organization you represent. However, it is only required in case you are writing an email to a person for the very first time. Still, having said that, you can introduce yourself briefly in case you are writing to someone whom you already know.
Purpose of Requesting for the Meeting:
State the purpose to request for the meeting. You can explain to them the importance of the meeting for you and how the recipient can help you if they confirm the meeting. You can also briefly explain what it is that you actually want to discuss with them in the meeting.
Time & Place:
Make sure to suggest a suitable time and place for the meeting in your message. In case you suggest a time and place for the meeting, make sure to be flexible and keep in mind the reader’s schedule. Another thing you can do is to let the recipient decide where they would like to meet. This will make things easy for you as well as the recipient.
End:
End your email with a simple closing statement such as “I will be looking forward to meeting you.” or “I hope to see you soon”. Just end your email professionally on a positive note using any of these or similar statements. Also, use words like “Sincerely” or “Best Regards”.
Language & Content:
Write the email in a personalized way. Be professional and formal in your writing. Make sure to keep your email direct and brief. Try to avoid writing a lengthy email by adding unnecessary details or information.
Proofread:
Before sending the email to the relevant person, it is wise to properly proofread for any errors or mistakes.