8 Effective Meeting Invite Templates You Can Use

Jessica Malnik
Jessica Malnik
· 6 min read

Ever receive an email from your boss or a client with the subject line, “Quick chat?” with a link to a calendar invite?

Your first thought is likely to panic, thinking you are in trouble and about to get fired.

Then, you attend only to discover it was just another routine call.

It’s easy to send out meeting invitation emails haphazardly, especially if you are like most managers who attend 16 or more meetings each week.

As this example shows, sending a meeting request or invite without including a personal touch or at least thinking about how the recipient(s) will perceive it can have unintended negative consequences (like freaking out your employees).

In this post, we’re sharing how to write an effective meeting invite email, along with a collection of invitation templates you can use.

How do you write a meeting invite?

A good meeting invite email is clear, concise, and specific.

At the bare minimum, you should clearly answer the following:

  • Who should be in this meeting and call?
  • When will it be?
  • Where will it take place (i.e. meeting location)
  • What will you cover?
  • How long will it take?

Now, if you want to make a great impression, you should also respect the other person’s time. Here are a few simple things you can do:

  • Use scheduling software: Instead of just dropping an invite on someone’s calendar, send over a scheduling link using a tool, like SavvyCal, so they can find a time that works for them. In addition, you can also personalize the link and propose 3 times.  
  • Send over an agenda: Including a list of agenda items in your initial meeting invite lets people know exactly what you’ll cover in the call.
  • Stick to the allotted meeting time: Show up on time and, when possible, stick to the agreed-upon time threshold.

8 Meeting invite templates you can use

Whether you are trying to book a sales call, catching up with a client, or scheduling a 1:1 with your direct report, here are some meeting invite templates you can copy and paste verbatim or modify as you see fit.

1. General sales discovery call invite email

Here is an example of an email you can use if you are trying to book a sales call.

Subject line: <<first name>>, available to talk about [topic]?

Hi <<first name>>,

<<name of a mutual acquaintance>> mentioned you were an expert in [what they do].

I read your article/heard your talk on [topic related to why you want to meet]. I liked how you [what you liked].

As a [your position or title] at [your company name], I’m always looking to build connections with [what they do].

I’d like to meet with you to learn more about you and your business if you’re interested.

Would you be available to chat for 15 minutes sometime in the next week or so?

Thank you,
[Your first name]

2. Cold “sales” meeting invite

On the topic of sales, here is an email template you can use for cold emails.

Subject line: Available to meet about [topic]?

Hi <<first name>>,

Congratulations on [recent accomplishment or new service or product].

This [accomplishment or new service or product] will help your customers [state the benefit].

While reading about your [accomplishment or new service or product], I also noticed [the pain point related to what you can do to help them/reason you’re contacting them].

As a [what you do], I help businesses like yours solve [pain point you referenced above].

I’d love to talk with you about [topic of meeting/pain point] to see whether my [service you’re offering] can help you [benefit that overcomes the pain point].

Would you be available to chat for 15 minutes sometime in the next week or so?

Thank you,
[Your first name]

3. Warm “sales” meeting invite

Here is an example of an email you can send for warm(er) leads.

Subject line: Available to talk next week about [topic]?

Hi <<first name>>,

I read a post about [topic], which reminded me of our conversation about [topic - ideally something that is a pain point].

Here’s the link to the post, which you may find interesting.

Since we last spoke, I’ve thought more about how my [product/service] may be able to help you with [topic/pain point you had discussed last].

Would you be available for a Zoom call next week?

If so, here’s a link to my calendar <<insert SavvyCal link>> so you can schedule a 30-minute call for us to talk more about [topic/pain point]

I look forward to hearing from you!

Thank you,
[Your first name]

4. A cold email template for agencies

This is an example of a template that agency owners, consultants, and agency sales / account executives can use to book more discovery calls.

Subject line: Let’s chat about [point of meeting]

Hello <<first name>>,

I read your company’s article on [topic] and was impressed with how you conceptualize [topic].

As a [what you do], I find [how this topic relates to the work you do or how you can help solve problems for the company related to the topic].

We help businesses similar to yours, such as [example of a business], improve [what you help with, which will be the point of the meeting].

I would love to chat with you over Zoom about [point of meeting] to see how I can do the same for you and your company.

Would you be available to chat for 15 minutes sometime in the next week or so?

I’m looking forward to talking with you.

Thank you,
[Your first name]

5. Informal meeting invite for someone you already know

Sending a meeting invite to someone you already know, like a current colleague or client, is usually the easiest email to send. However, here is a template.

Subject line: Free to talk about [topic]?

Hi <<first name>>,

How have you been?

I saw your [recent article by them or accomplishment].

I’d love to talk with you about [topic].

Would you be free for a chat sometime this week or next?

Here is a link to my calendar <<SavvyCal link>> so you can schedule a time that works for you.

I look forward to talking with you about [meeting topic] soon.

Thank you,
[Your first name]

6. Catch up call with a former client

If you are a service provider, such as an agency or consultant, you likely have recurring calls with all of your current clients. However, you might not have the same for past clients. This can not only strengthen your relationships but also lead to more work.

Subject line: Let’s catch up, <<first name>>

Hi <<first name>>,

I enjoyed [our conversation at the place you met or working with you on X project].

I’d love to catch up and learn more about what you’re currently working on and see if you need any help.

If you have some time in the next week, I’d love to buy you a [virtual] coffee [or at location - if meeting in person] and chat about [your projects or something you’d like to know more about that they do].

If interested, here is a link to my calendar
<<SavvyCal link>>

I’m looking forward to catching up soon!

Thank you,
[Your first name]

7. 1:1 invite email with a direct report

Here is a template you can use whenever you are scheduling 1:1 calls with your direct reports.

Subject line: 1:1 with [employee’s name]

Hi <<first name>>,

I’m looking forward to our 1:1 on [day and time]. This is your time to chat about anything you are working on, as well as ask any questions.

Here is a link to our agenda—[provide brief agenda].

Before the meeting, please take 10 minutes to add any action items.

[Your first name]

8. Team meeting invite email

Another common meeting invite is team and company all-hands meetings. This is a template that might be helpful for founders, CEOs, and team leads.

Subject line: Team meeting about [topic] on [Date]

Hi all,

We’re having a team meeting about [topic] on [date] at [time].

[insert meeting link].

We’ll be discussing:

[add brief description or bullet points of key meeting agenda points].

I look forward to hearing your thoughts and any questions about the project and the current milestones.

If you have any questions or something you’d like added to the agenda, please email me by [date].

Thank you,
[Your first name]

Send effective meeting invites

Spending a few extra minutes to craft a better meeting invite can go a long way, especially if you are in sales or in a leadership role.

And, if you are looking to improve the process of scheduling meetings both for you and your recipients, try out SavvyCal.