10 Meeting Request Email Templates You Can Use

Jessica Malnik
Jessica Malnik
· 7 min read

Whether you are looking to give a sales demo, scheduling a podcast interview, or catching up with a colleague, all of these will require some sort of meeting request message.

Writing a meeting request email — especially if it is sales-related — can feel awkward. It’s easy for these emails to come across as impersonal, robotic, or even off-putting. Think of the SDR who sends 5 follow-up emails in a week.

So, we are sharing some best practices as well as a host of meeting request email templates you can copy and paste and modify as you see fit, including:

  • General meeting request email
  • Meeting request email from a mutual connection
  • Informal meeting request for someone you already know
  • Cold “sales” email meeting request
  • Corporate meeting request
  • Follow-up meeting request email after meeting someone at an event/conference
  • Sales demo meeting request
  • Podcast recording meeting request
  • Informational interview meeting request
  • A meeting request email for agencies

Best practices for writing meeting request emails

Before we dive into all of the meeting request templates, here are some best practices to remember when writing meeting request emails.

  • Write like a human not a robot - While AI tools, like Copy.ai and Jasper, can make it easier and faster to write these emails, you shouldn't be overly reliant on them at the expense of sounding like a robot. Add your personal touch and clean up the verbiage to sound like your own voice.
  • Keep it short - Assume the person you are requesting a meeting with is busy. So, be concise, clear, and don't bury your ask. In fact, HubSpot says that the best prospecting emails are 2 sentences or shorter.
  • Offer value - This is self-explanatory, but it is easy to forget. The less you know someone, the more value you need to add upfront to get a meeting.
  • Be honest about your intentions - Nobody likes to feel tricked or lied to. So, don't bait and switch them on the call.
  • Don't be overly friendly (if you don't know the person!) - This is not only cringey, but most people will see through this attempt. If you are asking for a sales call with someone you don't know, don't write to them like they are your BFF.
  • Follow-up - People are busy, so following up is a good idea. However, be respectful about it.  A few follow-up emails over the span of a couple of weeks is totally acceptable. Sending 5 emails in a row in the span of a week? Not so much.

General meeting request email

This is an example of a standard meeting request email that you can use for a wide variety of meetings.

Subject line: <<first name>>, have time to meet?

Hi <<first name>>,

I read/saw [insert interesting detail about them or their company or recent award or accomplishment].

I’m a [your position or title] at [your company name]. Your company’s focus on [the interesting detail or accomplishment] got me thinking about ways we could collaborate to achieve [the goal of the meeting].

I’d like to meet with you to discuss this further if you’re interested.

Would you be available for a quick chat?

Thank you,
[Your first name]

Meeting request email from a mutual connection

Now if you happen to have a connection or two in common with the person, this is a decent email that you can send.

Subject line: <<first name>>, have time for a quick chat?

Hi <<first name>>,

<<name of a mutual acquaintance>> recommended you as a [what they do].

I was interested in the [brief reference to one of their accomplishments, something they published, or something in their portfolio]. I liked how you [what you liked].

As the [your position or title] at [your company name], I’m always looking to build connections with [what they do]. Based on the work you’ve done, I think we could collaborate now or in the future to achieve [the goal of the meeting].

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

Would you be available for a quick chat?

Thank you,
[Your first name]

Informal meeting request for someone you already know

The easiest meeting request emails to book are with people who you already know well. Here is an example of an informal email template you can use.  

Subject line: Free to chat about [topic]?

Hi <<first name>>,

How have you been?

I was reading about [something related to them or the meeting topic].

I’d love to chat with you about [topic] and get your thoughts on it.

Would you be free to meet at [time] on either [provide 3 times using the propose a time feature in SavvyCal]?

Or, if preferred, here is a link to my calendar. <add personalized SavvyCal link>

I look forward to talking with you again soon.

Thank you,
[Your first name]

Cold “sales” email meeting request

Here is an example of a cold email template you can use.

Subject line: Let’s meet about [topic]

Hi <<first name>>,

I read your recent post about [topic—something you genuinely liked/were interested in/or relates to what you do]. I liked how you [what you liked about it].

While reading through your posts, I also noticed [what you noticed—ideally a pain point related to what you can do to help them].

As a [what you do], I help businesses similar to yours such as [name of a similar company that you’ve worked with or who uses your product] solve [pain point you referenced above].

I’d love to talk with you about [topic of meeting/pain point] and how I can help you [benefit that overcomes the pain point].

Would you be free for a quick call sometime in the next week or so?

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

Thank you,
[Your first name]

Corporate meeting request

If you are trying to schedule a meeting in a large corporation, this template offers a more formal and buttoned-up tone.

Subject line: Available to talk about [topic]?

Hi <<first name>>,

I hope you’ve been doing well.

I saw [something they or their company has done recently that’s ideally related to why you want to meet].

I’d like to talk with you about [the reason for the meeting, ideally related to the above information].

Would you be available to chat about [insert topic]?  

Thank you,
[email signature]

Follow-up meeting request email after meeting someone at an event/conference

Whether you met someone at a happy hour, event, or conference, this is an email you can send to schedule a follow-up meeting or call.

Subject line: We spoke at [event]

Hi <<first name>>,

We met at [name of event/conference] during [specific reference to when you interacted].

I enjoyed talking with you about [topic].

Would you be free to chat more about [topic] this week?

Here’s a link to my calendar so you can schedule a 20-minute call that works for you.

I’m looking forward to talking with you so more.

Thank you,
[Your first name]

Sales demo meeting request

This is a standard sales demo email.

Subject line: See how [product] can [problem it solves]

Hi <<first name>>,

I’m [your name] with [company name]. We help [type of business or industry] solve/improve [pain point you help with].

[Other businesses like them] turn to us to help them with [topic].

Our [product or service you want to demo] has helped them:

  • [benefit 1]
  • [benefit 2]
  • [benefit 3]

We’re offering demos of our [product or service].

Click the link to schedule your free [time it takes to complete it] demo.

We look forward to showing you how [product or service] can help you [pain point it solves].

Thank you,
[Your first name]

Podcast recording meeting request

Hosting a podcast and want to interview a specific person? Here is a template you can use and modify.

Subject line: Available to be interviewed on [name of podcast]?

Hi <<first name>>,

I’m the host of [name of your podcast with link]. We talk about [main topic of your podcast, which should relate to the person you’re emailing].

I’ve been following you on [social media or reference their blog]. I love your views on [topic], and I think my audience would benefit from hearing from you.

I’d love to interview you for an upcoming episode about [topic].

Would you be free for a 30-minute chat for my podcast in the next few weeks? Here is a link to my calendar so you can schedule a time that works for you.

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

Thank you,
[Your first name]

Informational interview meeting request

If you are job hunting or exploring different career opportunities, this is a template you can use to score an informational interview.

Subject line: [Name of mutual connection] suggested I contact you.

Hi <<first name>>,

I’m working as a [position] at [company], but I’m hoping to learn more about [company or type of work you want to discuss with the person].

My colleague [their name] recommended that I reach out to you. He/she thought you could provide me some insights on [topic].

I would appreciate the opportunity to talk with you briefly for 15 to 20 minutes to ask you about your experiences.

Would you have time to talk over the phone or Zoom in the next few weeks?

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

Sincerely,
[Your first name]

A meeting request email for agencies

Here is a sales meeting request email that is specific to agency owners and consultants.

Subject line: <<first name>>, let’s talk about [topic]

Hello <<first name>>,

Congratulations on [something they’ve recently achieved or product they’ve launched].

I love how your [product or achievement] [a benefit or something positive that will relate to why you’re reaching out to them].

As a [your job title] at [company name], we help companies like yours [what you help with].

Would you be open to chatting sometime next week to discuss how we could work together to help your company [pain point of benefit you can provide]?

I’m looking forward to talking with you.

Thank you,
[Your first name]

Start sending better meeting request emails today

In sum, the best meeting request emails are clear, concise, personable, and don’t obscure your ask. These tips and templates can help you book more meetings.

If you are looking to improve the process of scheduling meetings both for you and your recipients. Get started with SavvyCal.