I’ll admit it upfront. As an introvert, I’m not a fan of meetings. And meetings that could’ve been emails? They’re pretty much the ultimate test of my patience (except spoilers on social media 🥲).

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Despite my disdain, though, meetings can often be the binding force for relationships at work. They keep the communication going, provide a place to air and resolve differences, and ultimately bring people closer in pursuit of common goals. 

Async and written communication cannot accomplish everything—a lot gets lost in the absence of facial expressions, tone of voice, gestures, and body language. This is perhaps why virtual meetings gained such popularity when we couldn’t meet in person due to the COVID-19 pandemic. 

Knowing how to request a meeting, thus, becomes a key skill that can help one navigate the world of work with greater ease. 

It's why I'm excited to share with you some tips and tricks on how to write a meeting request email that gets a positive response. With inputs from my colleagues at OSlash, I’ve also included 17 different samples for you to choose from, so you can tailor your message to fit the situation. Let’s get started.

What is a meeting request email?

A meeting request email is a professional invitation to get together and discuss something, typically sent in a business setting. It helps ensure that everyone is on the same page and that the meeting runs smoothly. 

What are the different types of meeting request emails?

Depending on the level of familiarity or relationship you have with the recipient, meeting request emails can either be cold or warm.

1. Cold meeting request email: This type of email is sent to someone you don't know or have a very limited relationship with. It's called "cold" because there's no prior communication or relationship established. Cold emails are typically used for outreach or prospecting purposes.

Recommended reading: 11 cold email templates that will get you more leads instantly

2. Warm meeting request email: This type of email is sent to someone you have an existing relationship with, whether it's a colleague, business partner, or friend. Warm emails are typically used to set up meetings with people you have already interacted with or have some level of familiarity with.

In a cold meeting request email, you need to introduce yourself and explain the reason for your email clearly. You also need to personalize your email and explain why you think the recipient would benefit from the meeting.

Recommended reading: 13 foolproof ways to introduce yourself via email 

In a warm meeting request email, you can be more informal and friendly. You can refer to previous conversations or interactions you've had with the recipient and provide context for the meeting. Since you already have a relationship, the tone of the email can be more relaxed and conversational.

How to politely request & schedule a meeting via email?

“Never be so polite, you forget your power.

Never wield such power, you forget to be polite.”

Some of my favorite lyrics also serve as a good mantra while requesting a meeting. 

No one likes to read a rude, pushy, and entitled email in their inbox, much less agree to a meeting with the sender of said email. Politeness is what will make all the difference between you getting a positive response and your meeting request email being marked as spam.

So, how do you politely schedule a meeting? Here are 7 tips.

1. Start with a clear, explanatory subject line that does not confuse or clickbait the recipient. (See our section on subject lines below for some good ol’ inspiration!)

2. Begin with a polite greeting and include the name of the recipient in the salutation to make your meeting request more personable.

Some options include:

Hey, [First Name],

Hello [First Name], hope you’re well

Dear [First Name], I hope you’re having a good day

3. If you’re writing a cold meeting request email, be sure to include a short introduction stating who you are and some context on why you are writing to them. This indicates your respect for their time and attention. Psst…Steal our introduction email templates to come up with the perfect one!

4. Don’t forget to explicitly mention the purpose of the meeting and key details such as possible date, time, and venue. Pro tip: Suggest a few potential meeting times that work for you, but also be open to other options if those don't work.

5. Acknowledge that the person you're requesting a meeting with is likely busy, and be respectful of their time. Offer to keep the meeting short and to the point, and assure them that you won't take up more of their time than necessary. A tool like Calendly lets you give the recipient flexibility in scheduling the meeting, especially if the meeting is something you want more than they do.

6. Close your email by thanking them for considering your request and expressing your appreciation for their time and attention. Make sure to include a CTA (call to action).

Some possible CTAs are:

You can reach me at [email] or [phone number]

Please feel free to book a slot on my calendar [insert link to calendar]

Please let me know if you’re available on [date & time] or if an alternative time works better for you

Please don’t hesitate to contact me at [email] or [phone number] if you have questions

7. Proofread your email before sending or employ a writing assistant to do it for you. Sending an impeccable, polished request will make a great impression and increase your chances of getting a favorable response.

By sending a well-crafted meeting request email, you can ensure that your meeting is productive and efficient.

10 meeting request email subject lines

The subject line of your meeting request email is the first impression you make on the recipient—make it count with these 10 attention-grabbing examples.

Let's Connect, [Name]?

[Name], Can We Meet?

Meeting Request: [Purpose of the Meeting]

Requesting Your Time for a Meeting

[Date/Time] Meeting Request

Quick Meeting Request: [Purpose of the Meeting]

Meeting Request: [Your Name] and [Recipient's Name]

Seeking Your Expertise: Request for a Meeting

[Recipient's Name], Let's Discuss [Purpose of the Meeting]

Schedule a Meeting: [Purpose of the Meeting]

Since the subject line by itself is not enough for you to get a meeting, we’ve also crafted 17 templates that will allow you to do so.

17 meeting request email samples—for colleagues, leads & clients

In this section, we have curated 17 effective meeting request email samples that you can use to request meetings with your colleagues, leads, and existing clients.

Meeting request email samples to schedule a meeting with colleagues

On a typical workday, we perhaps end up interacting the most with our colleagues. We schedule meetings with our managers, bosses, peers, and subordinates. Some of them are individual meetings while others take place in a team setting. This section will walk you through simple meeting request email samples and templates for all such situations. 

1. Requesting a meeting with your boss sample email

Subject: Requesting your time for a meeting

Dear [Boss's Name],

I hope this email finds you well.

I would like to request a meeting with you to discuss [briefly state the purpose of the meeting]. I believe that this meeting would be beneficial for [provide reasons why the meeting is important].

Would it be possible for us to meet [suggest a few possible dates and times]? I understand that your schedule is likely very busy, so please let me know if any of these dates and times work for you.

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

Best regards,
[Your Name]

2. Requesting a meeting with your manager sample email

Subject: Schedule a meeting: [Purpose of the meeting]

Dear [Name],

I hope this email finds you well. I wanted to schedule a meeting to discuss [topic] with you.

I believe your inputs will help me improve my performance and contribution to the team. 

Can we schedule a meeting for [suggest a few possible dates and times]? If none of these times work for you, please let me know when would be convenient.

Thank you for your time and guidance.

Best, 
[Your Name]

3. Requesting a one-on-one meeting with your colleagues sample email

Subject: Request for one-on-one meeting

Dear [Colleague's Name],

I hope you are doing well. I wanted to reach out and request a one-on-one meeting with you. I believe it would be helpful for us to discuss [briefly state the purpose of the meeting].

I value your input and believe that this meeting would be beneficial for both of us. 

I am available on [insert a few possible dates and times]. Let me know if any of these work for you or if you’ve an alternative in mind. 

Thanks a lot, and I look forward to meeting with you.

Best regards,
[Your Name]

4. Follow-up meeting request sample email

Subject: Following up on my earlier request for a meeting

Dear [Recipient's Name],

I’m writing to follow up on my previous email regarding a meeting request to discuss [briefly state the purpose of the meeting]. 

I would greatly appreciate a chance to speak with you.

If the previous dates I suggested don't work, please let me know your availability so we can find a mutually convenient time. I am looking forward to chatting with you soon.

Thank you for your time.

Best regards,
[Your Name]

Recommended reading: How to write the perfect follow-up email?—A no-nonsense guide [16 free templates inside]

5. Team meeting request sample email

Subject: Team meeting on [date and time]

Hi Team,

Hope you’re all having a good month so far. 

I would like to request a team meeting to discuss [briefly state the purpose of the meeting]. This meeting will be an opportunity for us to [state the objective of the meeting and what you hope to achieve].

I’ve booked the [conference room] for [date & time] and would request you to confirm your attendance on this link [insert link] as soon as possible. 

I’ll share a detailed agenda for the meeting soon. Some of the topics of discussion include:

[Topic 1]
[Topic 2]
[Topic 3]

Let me know if there are any other topics you would like to take up. Looking forward to a great session with you all!

Thanks,
[Your Name]

Recommended reading: Got a remote team? Check out the OSlash guide to effective communication in the new remote world

6. All-Hands/Town Hall meeting request sample email 

Subject: Request for All-Hands/Town Hall meeting

Dear All,

I hope you are doing well. I am writing to request an All-Hands/Town Hall meeting for our team/company. The purpose of this meeting will be to [briefly state the agenda and objectives of the meeting].

I believe this meeting will provide us with a valuable opportunity to connect as a team, share important updates and information, and foster a sense of community. 

The meeting is scheduled for [date, time, location] and attendance is mandatory for all employees.

Thank you for your consideration, and I look forward to seeing you all at the meeting.

Best regards,
[Your Name]

Recommended reading: 11 tools to improve internal communications in your business

7. Standup meeting request sample email 

Subject: Request for standup meeting

Dear Team,

I hope this email finds you well. I am writing to request a weekly standup meeting for our team to discuss our progress, priorities, and any blockers we may be facing.

The purpose of this meeting will be to provide everyone with a brief update on their current tasks and to identify any issues or challenges that need to be addressed so that we can stay on track with our projects.

I would suggest scheduling the meeting for [suggest a few possible dates and times]. If none of these times work for you, please let me know when would be convenient.

Please come prepared with a brief update on your current tasks and any issues you may be facing. Thank you for your time, and I look forward to seeing you all at the meeting.

Best regards,
[Your Name]

8. Request for meeting agenda sample email

Subject: Request for agenda for our planned meeting

Dear [Name],

I hope things are well. I am writing to request a meeting agenda in advance of our upcoming meeting on [date and time].

Having an agenda in advance will help ensure that the meeting is productive and focused, and that we are able to address all of the important topics.

If the agenda has not yet been prepared, could you kindly provide an estimated timeline for when it will be available?

I’d be thankful if you could share the agenda at least [insert number of days] prior to the meeting.

Thank you so much!

Best regards,
[Your Name]

With the above samples, you should be able to bid your meeting scheduling woes at work a permanent goodbye. 

Meeting request email samples to schedule a meeting with leads or potential clients

One of the trickiest things to do is to set up a meeting with people who aren’t your clients yet but whom you’d like to get in business with. They could range from potential customers to business partners; could be cold connections or people familiar to you; and they can be reached out to by using the below no-nonsense meeting request email samples.

1. Cold email meeting request sample email

Subject: Introduction and request for a meeting

Dear [Name],

I hope this email finds you well. My name is [Your Name], and I am [Your Position/Company]. I came across your work while researching [topic related to the recipient's field/industry], and I was impressed by your expertise in this area.

I am interested in learning more about your work and exploring potential opportunities for collaboration. Would you be available for a brief meeting or call sometime in the next few weeks? I would love to discuss how we might be able to work together and hear more about your experiences in [industry/field].

Here’s the link to my calendar [insert link]. Feel free to book a slot that’s convenient to you. 

I’m really looking forward to getting to know you and for us to work together!

Best regards,
[Your Name]

Related: How to write LinkedIn connection requests that get accepted?

2. Business meeting/Sales meeting sample email

Subject: [First Name], can we meet?

Dear [First Name],

I hope this email finds you well. I am writing to request a business meeting with you to discuss potential opportunities for [insert what you are looking to achieve, e.g. partnership, investment, sales, etc.].

Based on my research and understanding of your organization, I’ve learnt that you’re looking to [solve a particular pain point]. I believe my company can help you do exactly that with [list of potential benefits]. 

I would love to explore this further with you and your team.

If you are available, I would like to schedule a meeting at your earliest convenience. Alternatively, you can book a slot on my calendar for next week [insert link]. 

In the meantime, I’ve attached a case study that might interest you. 

Thank you for considering my request, and I look forward to talking soon!

Best regards,
[Your Name]

Recommended reading: Ace the cold email game with our free cold emailing ebook 

3. Requesting a meeting appointment via email

Subject: Request for an appointment

Dear [Name],

I would like to request a meeting appointment with you to discuss [insert topic of discussion]. 

If you could let me know of your availability by sharing a few dates and times or give me access to your shared calendar, that would be greatly appreciated.

I can find a time that works for both of us and schedule the appointment. 

Looking forward to hearing from you.

Many thanks,
[Your Name]

4. Request to reschedule a meeting sample email

Subject: Request to reschedule meeting

Dear [Recipient’s Name],

I hope this email finds you well. I wanted to reach out regarding our upcoming meeting scheduled for [insert date and time]. Unfortunately, due to [insert reason for rescheduling], I would like to request that we reschedule the meeting to a later date.

I apologize for any inconvenience this may cause and hope that we can find a time that works for both of us. Please let me know what dates and times work best for you in the upcoming [insert time frame, e.g. week, month, etc.]. I am available [insert availability details] and am willing to be flexible to find a time that suits your schedule.

Thank you for your understanding, and I look forward to hearing back from you soon.

Best regards,
[Your Name]

We truly hope that all your important meetings with leads pan out well. And we also hope we’ve gotten you off to a great start with the templates and samples we just shared. 

Meeting request email samples to schedule a meeting with an existing client

As necessary as it is to close new business, it’s even more important (and tough) to retain old clients. Old clients don’t just bring repeat business, they also play a key role in word of mouth marketing and can be an excellent marketing channel in themselves. This is why touching base with them, even when everything is going according to plan, makes a good deal of business sense. These meeting request templates for existing clients will help you do that, minus any awkwardness. 

1. Meeting request sample email for a client

Subject: Request for meeting with [Client’s Org]

Dear [Client Name],

How’s it going with you at [Org Name]?

I’m writing to quickly check in with you and share what a pleasure it has been working with you and your talented team over the past few months.

I also wanted to take this opportunity to discuss some updates and new collaboration opportunities with you.

Would you like to meet on [insert potential meeting dates and times] to discuss the progress of our ongoing project and to explore this? I’ve a feeling it will be beneficial to both our organizations. 

Please let me know your availability, and we can catch up.

Thank you for your time, and I look forward to the opportunity to meet with you soon.

Best regards,
[Your Name]

2. Introduction meeting for a new colleague/team member sample email

Subject: Introduction meeting with [Client’s Company] for [New Team Member’s Name]

Dear [Client’s Name],

I hope this email finds you well. I wanted to introduce you to our newest team member, [New Team Member’s Name], who will be working closely with you and your company. [New Team Member’s Name] brings extensive experience in [insert relevant skills] and is excited to collaborate with you.

To facilitate a smooth transition, we would like to request a meeting with you to introduce [New Team Member’s Name] and to discuss how we can continue to provide you with the highest level of service. The meeting will be an opportunity to discuss any updates or changes to your business needs and to identify any areas where we can provide additional support.

Please let us know if you are available to meet and suggest any dates and times that work best for you. We are available [insert availability details] and are willing to be flexible to find a time that suits your schedule.

Thank you for your time and consideration, and we look forward to hearing back from you soon.

Best regards,
[Your Name]

Related: Welcome new employees to your team with these 21 welcome message templates

3. Lunch/dinner meeting request with a client sample email

Subject: Invitation for a lunch/dinner meeting 

Dear [Client Name],

I hope this email finds you doing well. I wanted to take a moment to extend a lunch/dinner invitation to you. It would be great to catch up and discuss any new developments regarding our work together.

I am thinking of [suggested restaurant name and location] on [date and time]. The restaurant is known for its [type of cuisine] and I believe it would be a great place to have a meal and discuss further opportunities.

Please let me know if this works for you. I understand if you have prior engagements, and I am open to adjusting the date, time or location to accommodate your schedule.

Looking forward to hearing from you soon.

Best regards,
[Your Name]

Congrats! You’re all set to tackle all sorts of meeting requests with the above repository of email samples. Just one last thing before we wrap up with a quick lesson in email etiquette—you also need sample emails to communicate a gracious acceptance or convey a polite refusal to attend a meeting. After all, you might find yourself at the end of a meeting request email too!

Here goes… 

Accepting a meeting request sample email

Subject: Re: Meeting request

Dear [Meeting Organizer's Name],

Thank you for inviting me to attend the meeting on [Date and Time]. I am happy to accept the invitation and look forward to the meeting.

Please let me know if there are any specific materials or information I should prepare before the meeting. I am eager to contribute to the discussion and make the most out of our time together.

Thank you again for including me in this meeting, and I am excited to see you soon.

Best regards,
[Your Name]

Declining a meeting request sample email 

Subject: Sorry to miss your meeting. Let's catch up soon!

Dear [Meeting Organizer’s Name],

Thank you for inviting me to attend the meeting on [Date and Time]. Unfortunately, due to [reason for declining], I will not be able to attend the meeting.

I apologize for any inconvenience this may cause, and I hope to be able to attend (a) future meeting(s). If there is any information or materials that I can provide to contribute to the meeting in my absence, please let me know.

Thank you again for including me in this meeting, and I appreciate your understanding.

Best regards,
[Your Name]

Final words: Email etiquette for sending meeting requests and invitations the right way

When it comes to requesting meetings via email, there are a few key etiquette rules to follow. Think of it like sending a virtual handshake—you want to make a good impression and ensure that everyone feels respected and valued.

Here are 4 things to remember when sending a meeting invitation. 

1. Have a clear agenda 

Having a clear agenda for your meeting is essential for making the most of everyone's time. When sending a meeting invitation email, be sure to include a brief outline of the topics that will be discussed and what you hope to accomplish. This not only helps attendees prepare for the meeting but also ensures that everyone is on the same page and that the meeting stays focused.

2. Follow the two-pizza rule for meeting invitations 

Jeff Bezos' "two pizza rule" is a great guideline for deciding who to invite to a meeting. The rule states that a meeting should never have more people than can be fed with two pizzas. In other words, keep your meeting small and invite only the people who are necessary for the discussion. This helps keep the meeting efficient and ensures that everyone who attends has a meaningful contribution to make.

3. Don’t Rubik’s cube your way to a meeting

Avoid unnecessary back-and-forth by checking calendars in advance whenever possible. When sending a meeting invitation email, suggest a few potential meeting times and ask attendees to let you know which one works best for them. Alternatively, use a scheduling tool like Calendly or Doodle to allow attendees to select a time that works for them. This can help avoid the "Rubik's cube" of scheduling and save time and frustration for everyone involved.

4. Be considerate of everyone’s time

Suggest a few potential meeting times that work for you, but also be open to other options if those don't work. And if you're requesting a meeting with someone who is higher up in the organization, be respectful of their schedule and availability. Wrap meetings up in time so as to be mindful of other people’s schedules and commitments.

Follow these golden commandments and we’re sure your meeting invitation acceptance rates will soar through the roof!

Schedule meetings 30x faster with OSlash text expander and link shortcuts

Looking to schedule meetings faster and more efficiently? Say hello to OSlash, the ultimate productivity tool for busy professionals. 

With OSlash’s text expander and link shortcuts, you can easily create and send meeting requests, up to 30 times faster.

With just a few keystrokes in the text expander, you can create templates for email meeting requests, invitation messages posted on Slack and other communication apps, introduction emails, follow-up emails, and more. Once the templates are in place, all you’ve to do is type the corresponding shortcut, say, o/meet, and let OSlash insert the entire email for you, in under a second.

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No more typing the same request hundreds of times or toggling between windows to copy-paste it. 

You can also replace complex and tough-to-remember URLs with OSlash (link) shortcuts to quickly access your calendar, scheduling tool, or other productivity apps. Never ask your colleagues for the standup meeting link, again. It’s o/standup. Say goodbye to scrolling through long Slack threads for the All-Hands’ Zoom link, because, you guessed it—it’s o/allhands. Easy peasy!

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Whether you're setting up a one-on-one with a colleague or organizing a company-wide meeting, OSlash streamlines the process, saving you time and energy. Plus, with customizable templates and seamless browser compatibility, OSlash is the ultimate solution for requesting and scheduling meetings, hassle-free. 

Try OSlash for free, right away!