How to Write a Meeting Request Email: 7 Samples

Meetings are a powerful tool in the workplace to boost mutual communication. And when you're trying to schedule a meeting, whether with an employee or manager or someone outside the company, email is often the best way to get the job done. But writing a good email isn't always easy. 

While emailing someone to request a meeting, it's important to be clear about the purpose of the meeting, the topics you'd like to discuss, and the location and time.

If you're not sure how to get started, don't worry — you can pick your ideal meeting request email sample from our list below. Read on!

How to structure a perfect meeting invite email

Emails allow you to structure your words and keep track of your messages, therefore they are the perfect form of communication to ask for a meeting, as long as you know how to write them. 

A well-structured invitation email is the first step toward a successful meeting. It should make it easy for the other person to understand what you want from them and therefore respond more quickly. 

When crafting a meeting invite, make sure you do the following.

1. Create a specific subject line

Subject lines form the smallest part of an email but have the biggest impact. The meeting email subject line should be clear and concise to let the recipient immediately know your intention.

Firstly, your subject line should give the recipient a good idea of what the email is about. For example, "Request for a meeting." 

Secondly, the subject line should never be too long; keeping it within 30-50 characters is decent, as this guarantees a higher open rate.

Here are a few examples:

• Meeting to discuss your performance review

• One-on-one meeting to talk about your career goals

• Quick catch-up meeting to touch base on current projects

2. Begin by showing your intention

When you're sending someone a meeting invitation, it's important to get straight to the point. The recipient is likely very busy, and they don't have time to read through a long email.

Start the email with a hello message and explain who you are (if you send a meeting request to someone unfamiliar or outside the company). Then, directly explain why you are asking for a meeting. 

For example:

"I'd like to set up a one-on-one meeting to discuss the August campaign performance. I think it would be beneficial to go over the results in more detail so that you can replicate the results for similar campaigns in the future.”

3. Include crucial meeting details in the body of the email

The body part of a meeting request email should contain more meeting details, including the possible talking points, the desired outcome, and the preferred time and location, which will help the invitee to better understand what you actually want and prepare beforehand.

If possible, you can also attach the meeting agenda to the email.

4. End the email politely 

At the end of the meeting request email, show your politeness with some words like “Best” and “Thanks for reading”. 

If you're sending a formal email, you may want to use a more traditional sign-off, such as "Respectfully yours." No matter what sign-off you choose, proofread your email before sending it to avoid any embarrassing mistakes.

You could ask for an RSVP to confirm that your meeting request is accepted, you can also send a meeting reminder before the meeting begins. Include your contact information so the person can easily get in touch with you if they have any more questions.

7 Meeting request email samples

We've created 7 ready-to-use templates for you, depending on the context. Look through the list to find the meeting request email sample you need and customize it to your case.

Ask for a one-on-one meeting with the manager

There are a few things to remember when requesting a meeting with your boss. 

• Be sure to include a clear reason for the meeting in the one-on-one meeting request. 

• Choose a time that is convenient for both parties. 

Dear [Supervisor],

Good day! [Your name] here.

Recently I have encountered some problems at work, so I would like to set up a time for us to have a one-on-one meeting to discuss them when convenient for you. 

I understand that you are busy, but I hope you can find time in your schedule for this meeting. If you cannot meet with me in person, I am also available to meet via phone or video conference. 

Thank you for your time and consideration.

Sincerely,

Your name

Meeting invitation to employees

This type of meeting can be used to give feedback on an employee's career or to discuss the quarterly OKR goal. By having a meeting, the manager can build rapport with employees and help improve performance.

Hi [Name],

I hope you're doing well. I would like to schedule a one-on-one meeting with you to [purpose of the meeting]. I'll send over the agenda in advance.

The meeting will be in my office, will you be available on [date] at [time]? It's important that we have this meeting so that we can continue to work effectively together.

I hope you can make it!

Best,

Your name

Meeting with someone outside the company

This email has to be more descriptive and formal and has to briefly introduce yourself to the email recipient as they may not know you personally.

Hello [Name],

I hope this email finds you well.

I am [Name], a [Position in the company] from [Company]. I am writing to schedule a one-on-one meeting with you to discuss our project in greater detail. I would love to elaborate on what we do and how we can help your organization. I believe a meeting would be the best way to accomplish this. 

Do you have any availability in the next week or two? 

Thanks for your time, and I look forward to hearing from you soon.

Best, 

Your Name 

Company and contact info

Informal meeting request email

Hi [Name],

Good day! I’d like to have a quick meeting with you to discuss [areas of concern] so that we can collaborate more effectively.

I am fully available on Tuesday and Thursday this week, please let me know when would be a good time to meet. 

Looking forward to meeting with you soon.

Best,

[Your Name]

Template 2

Hello [name],

We’ve been working together for some time, so I’d like to have a meeting with you this week to review the project. We can also use this time to discuss any questions or concerns you may have.

I will be available at the following times: [time1], [time2], and [time3]. Please let me know if any of these times work for you so we can arrange it.

Best,

[Your name]

Formal meeting invite email

To Name,

Hope you have a great week!

I am writing to request a meeting with you to discuss [areas of concern].

During our meeting, I would like to discuss my [list of topics in itemized format]. I will also share any details you may think are relevant before our meeting. If there are any other topics you would like us to touch upon, feel free to add those to the agenda I will shortly share with you.

I am available on [specific dates and times]. Does this work for you? 

Looking forward to hearing from you soon.

Sincerely,

[Your Name]

Template 2

Dear Name,

Hope you are doing well!

I would like to schedule a one-on-one meeting with you to discuss [talking points]. It is important that we are crystal clear about [area of concern] moving forward and have a little feedback in this regard.

I have also included the agenda for this meeting so you can check it out.

I will be available to meet on _____ at _____. Please let me know if there is another time that would be more convenient for you. I look forward to meeting with you soon.

Sincerely,

Your name

Sending emails for your next meeting

Scheduling a meeting by sending an email gives the other person time to prepare for the meeting and makes it easier to find a time that works for both of you. 

You can use one of the templates provided or create your own message. Be sure to include all of the important details, like the date, time, and purpose of the meeting.