Meeting Request Email
Meeting request emails are often vague and passive — 'let me know if you're free sometime' is not a meeting request, it's homework for the recipient. This template makes the ask specific, states the purpose clearly, and respects the recipient's time by proposing concrete options.
Subject: Meeting request — {{meeting_purpose}}
Hi {{first_name}},
I'd like to schedule a {{duration}} meeting to {{meeting_goal}}.
Specifically, I'm hoping to cover:
• {{agenda_item_1}}
• {{agenda_item_2}}
Here are a few times that work on my end — let me know what suits you:
• {{option_1}}
• {{option_2}}
• {{option_3}}
Alternatively, feel free to book directly: {{calendar_link}}
{{your_name}}How to use this template
- 1Always include specific time options — it reduces the back-and-forth significantly.
- 2Include a calendar link as a fallback for recipients who prefer self-serve scheduling.
- 3Keep the agenda to 2–3 items maximum. If you have more, it should be a longer meeting or a separate email.
- 4State the purpose in the subject line — recipients should know what the meeting is about before opening the email.
Template variables
Replace each {{variable}} in the template with your actual information.
Frequently asked questions
Both work. Proposing specific times feels more personal and shows you've thought about their schedule. A calendar link is more efficient for external meetings with people who don't know your context.
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