A meeting request email says why you want to meet, proposes specific times, and states how long the meeting will take and where it will happen. Put the purpose in the first sentence, offer two or three time slots, and end with a question that's easy to answer.
Quick template: meeting request email
This works for most internal and external meeting requests. Swap the details and send.
Subject: Meeting request: [topic]
Hi [Name],
I'd like to set up a [30-minute] meeting to discuss [topic]. [One sentence on why, e.g. "I want to agree on the launch timeline before we brief the sales team."]
Would any of these times work for you?
- [Day, date] at [time]
- [Day, date] at [time]
- [Day, date] at [time]
We can meet [in person at location / on Zoom / by phone]. If none of these suit you, let me know a time that does and I'll send an invite.
Thanks,
[Your name]
[Title, if external]
What a meeting request email needs to include
A good meeting request email answers every question the reader would otherwise have to ask:
- Purpose: why you want to meet, and what you'll cover.
- Proposed times: two or three specific slots, with your time zone if you're in different places.
- Duration: how long you need. Short, defined meetings are easier to accept.
- Location or platform: the address, or the video tool you'll use.
- Preparation: anything the reader should review or bring.
- Call to action: a direct question, such as "Does Tuesday at 2 work?"
How to write a meeting request email, step by step
Step 1: Write a subject line that names the topic
The reader should know what you want before opening the email. Keep it short and specific.
- Meeting request: [topic]
- Request to meet on [date] to discuss [topic]
- 30 minutes to review [project name]?
- [Your company] and [their company]: meeting request
- Can we meet this week about [topic]?
- Team meeting: [topic] on [date]
- Urgent: meeting needed today about [issue]
For outreach to prospects, our list of sales email subject lines has more options.
Step 2: Choose a greeting that fits the relationship
| Relationship | Greeting |
|---|---|
| Formal or new contact | "Dear Mr. Lopez," / "Dear Dr. Kim," / "Dear Sam," |
| Colleague, manager or existing client | "Hi Sam," / "Hello Sam," |
| Group | "Hi team," / "Hello everyone," / "Dear colleagues," |
Step 3: State the purpose in the first sentence
Don't open with "I hope this email finds you well" and a paragraph of context. Lead with the request and the reason. A few ways to phrase it:
- "I'd like to request a meeting to review the recent supply chain delays. Your experience with our vendors would help us find a fix quickly."
- "Could we meet to plan our strategy for next quarter? I'd value your read on the market trends before we set targets."
- "I'm putting together a short session to agree on the new onboarding process, and I'd like your input."
Step 4: Propose specific times
Giving options saves a round of back-and-forth. Compare:
| Vague | Specific |
|---|---|
| "Let me know when you're free." | "Would Tuesday at 2:00 or Wednesday at 10:00 work?" |
| "Can we meet sometime next week?" | "Do you have 30 minutes next Monday or Tuesday afternoon?" |
| "Whenever is convenient." | "I'm open Thursday 1:00 to 4:00 p.m. ET if any slot there suits you." |
If you're scheduling with someone senior or outside your company, you can also share a booking link, but offer one or two specific times as well. For more scheduling phrasing, see our guide to writing an email to schedule something.
Step 5: Give the location or meeting link
For in-person meetings, include the address and any directions (floor, parking, front desk). For video calls, name the platform and say when you'll send the link, or include it:
We'll meet on [Zoom / Google Meet / Microsoft Teams].
Link: [meeting link]
Meeting ID: [ID]
Passcode: [passcode, if needed]
Step 6: Ask for a reply
End with a specific question or a deadline. For a single person: "Could you let me know by Thursday which time works?" For a group: "Please reply by [date] to confirm. If none of the times work, suggest an alternative and I'll adjust."
Step 7: Close professionally
Match the sign-off to the tone of the email. "Thanks," or "Best," for colleagues, and "Best regards," or "Kind regards," for clients and senior people, followed by your full name, title and contact details.
16 meeting request email samples
The samples are grouped by who you're meeting: people inside your company, clients and prospects, and online or event meetings. Each starts with a subject line you can keep or edit.
Meeting requests at work (colleagues, team, boss)
1. Meeting request email to a colleague
Short and direct. You don't need to introduce yourself or explain much.
Subject: Can we meet about the [project] timeline?
Hi [Colleague's name],
Can we meet to go over the [project] timeline? With the latest changes from [team or client], I think we need to adjust the next two milestones.
I'm free Tuesday from 2:00 to 4:00 p.m. We could use the small conference room or jump on a quick video call, whichever is easier for you.
Does that work? If not, send me a time that does.
Thanks,
[Your name]
2. Meeting request email to your team
Give the date, the agenda and what people should bring.
Subject: Team meeting: [topic] on [day, date]
Hi team,
I'd like to get everyone together to discuss [topic, e.g. "our plan for the Q3 product launch"].
When: [Day, date] at [time] ([duration])
Where: [Room / video link]
Agenda:
1. [Item 1]
2. [Item 2]
3. [Item 3]
Please come with [preparation, e.g. "your team's top three risks for the launch"]. If you have something to add to the agenda, reply by [date].
If you can't make it, let me know and I'll share notes afterward.
Thanks,
[Your name]
3. Meeting request email to your boss (one-on-one)
Managers are busy, so be brief about the topic and the time you need. Our guide to writing an email to your boss has more examples for everyday requests.
Subject: 30 minutes this week to discuss [topic]?
Hi [Manager's name],
Could I get 30 minutes with you this week to discuss [topic, e.g. "how we prioritize the client requests coming in from the sales team"]?
I'd like to [goal, e.g. "agree on a simple process so my team can respond faster"]. I'll bring a short proposal so we can use the time well.
I'm free [day] after [time] or [day] morning, but I'm happy to work around your schedule.
Thanks,
[Your name]
4. Meeting request email to your boss about a sensitive topic
Use this for a raise, workload, career growth or a concern. Name the general subject without putting the whole case in writing.
Subject: Request for a meeting
Hi [Manager's name],
Could we set up a private meeting in the next week or two? I'd like to talk about [my role and growth here / my current workload / a concern about (general topic)].
About 30 minutes should be enough. Let me know what time suits you, and I'll send an invite.
Thank you,
[Your name]
5. Meeting request email for a project update
Use this to review progress, raise blockers and agree on next steps with a stakeholder.
Subject: [Project name] update: meeting request for [date]
Hi [Name],
I'd like to schedule a meeting to update you on [project name]. We've finished [milestone], and I want to review two open decisions with you before we move to [next phase]:
1. [Decision 1]
2. [Decision 2]
Could we meet on [day, date] at [time] for about [45 minutes]? If that doesn't work, let me know a better time. I'll send a calendar invite and a one-page status summary once we confirm.
Thanks,
[Your name]
6. Performance review meeting request
Formal and clear about the purpose so the employee can prepare.
Subject: Your performance review: scheduling
Hi [Employee's name],
It's time for your [quarterly / annual] performance review. We'll talk about your accomplishments and challenges over the past [period] and set goals for the next one.
I'd like to meet on [day, date] at [time] for about [one hour] in [location / video link]. If that doesn't work, suggest a couple of alternatives over the next two weeks.
Before we meet, please [preparation, e.g. "complete the self-assessment form (link) and note any goals or questions you'd like to cover"].
I'm looking forward to the conversation.
Best,
[Your name]
[Title]
7. Meeting request email for a brainstorming session
Tell people the question you're trying to solve so they arrive with ideas.
Subject: Brainstorming session: [topic] on [date]
Hi [Name or team],
I'd like to get a few of us together to brainstorm [topic, e.g. "ways to cut onboarding time for new customers"]. Right now [brief context, e.g. "it takes about three weeks, and we're losing some customers before they go live"].
Can you join on [day, date] at [time] for [one hour] in [location / video link]?
To make the most of the time, please come with two or three ideas, however rough. Let me know if you can make it.
Thanks,
[Your name]
8. Company-wide meeting request
Formal, short and focused on logistics.
Subject: Company-wide meeting on [day, date]
Dear colleagues,
Please join us for a company-wide meeting on [day, date] at [time] ([time zone]). We'll [purpose, e.g. "review results from the first half of the year and share priorities for the second half"].
Where: [Location] or online at [video link]
Length: [duration]
Agenda:
- [Item 1]
- [Item 2]
- Open Q&A
If you have a question you'd like answered, submit it in advance at [link or email]. A calendar invite will follow.
Best regards,
[Your name]
[Title]
9. Urgent meeting request
Explain why it's urgent in one sentence and propose the earliest realistic time.
Subject: Urgent: meeting needed today about [issue]
Hi [Name],
I need to meet with you today about [issue, e.g. "a data error in the invoices that went out this morning"]. It affects [impact, e.g. "about 200 customers"], and we need to decide on a fix before [deadline].
Are you available at [time] or [time] for 20 minutes? I can come to you or call, whichever is faster.
I'll have [details, e.g. "the list of affected accounts"] ready.
Thanks,
[Your name]
[Phone number]
Meeting requests to clients and prospects
10. Meeting request email to an existing client
Make it about their goals, not your agenda.
Subject: Meeting request: review of your [product/service] results
Dear [Client's name],
I'd like to set up a meeting to review how [product/service] is performing for [client's company] and to discuss [goal, e.g. "your plans for the next quarter"].
In about 45 minutes, we can go over [specific topics, e.g. "your results to date, two features you haven't used yet, and any issues your team has raised"].
Would any of these times work?
- [Day, date] at [time]
- [Day, date] at [time]
We can meet at your office, ours, or by video. Once you pick a time, I'll send an invite with an agenda.
Best regards,
[Your name]
[Title], [Company]
[Phone number]
11. Sales meeting request email to a prospect
Short, specific to them, and with a low-commitment ask. For more outreach examples, see our cold email templates.
Subject: [Their company] and [problem you solve]
Hi [First name],
I noticed [specific observation about their company, e.g. "you're hiring three new SDRs in Austin"]. Teams in that spot often run into [problem, e.g. "slow ramp time for new reps"].
At [your company], we help [type of company] [outcome, e.g. "get new reps to their first booked meeting in under two weeks"]. We did this recently for [similar company or type of company].
Would you be open to a 20-minute call next week to see if it's relevant for [their company]? I'm free [day] or [day] afternoon.
Best,
[Your name]
[Title], [Company]
12. Meeting request email after a referral or introduction
Lead with the name of the person who connected you. It's the reason they'll read the rest.
Subject: [Mutual contact's name] suggested we connect
Hi [Name],
[Mutual contact's name] suggested I reach out. [He / She / They] mentioned you're working on [topic], and I've spent the last few years [your relevant experience].
I'd like to set up a 20-minute call to [purpose, e.g. "compare notes on how you're approaching vendor consolidation"]. No pitch, just a conversation.
Would [day] at [time] or [day] at [time] work? If another time is better, I'll make it work.
Best regards,
[Your name]
[Title], [Company]
[LinkedIn URL]
13. Follow-up when your meeting request gets no reply
Send this in the same thread after three to five business days, with new times. For more nudges, see our guide to follow-up emails after no reply.
Subject: Re: [original subject]
Hi [Name],
Following up on my note below about meeting to discuss [topic]. I know things get busy.
If it's still useful, I'm free [day] at [time] or [day] at [time]. If now isn't a good time, just let me know and I'll check back next month.
Thanks,
[Your name]
Meeting requests for online meetings and events
14. Virtual meeting request email
Name the platform and include the link or say when you'll send it.
Subject: Video call to discuss [topic]?
Hello [Name],
I'd like to set up a video call to discuss [topic]. I think about 30 minutes will be enough to [goal].
Would [day, date] at [time, time zone] work for you? We'll meet on [Zoom / Google Meet / Teams], and I'll send the link with the calendar invite.
If that time doesn't suit you, let me know a better one.
Best regards,
[Your name]
15. Invitation to a networking event
Use this when you're hosting an event and want specific people to attend.
Subject: Invitation: [event name] on [date]
Dear [Name],
I'd like to invite you to [event name], a [networking event / roundtable / dinner] for [audience, e.g. "operations leaders in the Denver area"], hosted by [company] on [date] at [time].
We'll [format, e.g. "hear a short talk on warehouse automation, then have time to connect over dinner"]. Given your work on [their area], I think you'd add a lot to the conversation.
The event is at [location] and runs about [duration]. Could you let me know by [date] if you can attend? I'm happy to answer any questions.
Best regards,
[Your name]
[Title], [Company]
16. Meeting request at an event you're both attending
Use this to book time with someone before a conference or trade show.
Subject: Meet at [event name]?
Hi [Name],
I saw that we're both attending [event name] on [date]. Given our shared interest in [topic], I'd enjoy meeting in person while we're there.
Would you have 20 minutes for coffee during one of the breaks, or at the end of [day]? I'm flexible.
Looking forward to it,
[Your name]
[Title], [Company]
[Phone number]
How to respond to a meeting request
If you're on the receiving end, reply within a day. Thank the sender, confirm a time (or offer an alternative), and confirm the format. Our full guide on how to reply to a meeting invitation covers more situations; here are the two replies you'll need most.
Accepting a meeting request
Subject: Re: [original subject]
Hi [Name],
Thanks for reaching out. [Day, date] at [time] works for me. I'll see you [at location / on the video call].
Is there anything you'd like me to review or bring beforehand?
Best,
[Your name]
Proposing a different time (including to your boss)
Subject: Re: [original subject]
Hi [Name],
Thanks for setting this up. I have a conflict at [proposed time] because of [brief reason, e.g. "a client call"]. Would [alternative 1] or [alternative 2] work instead?
If the original time is the only option, let me know and I'll move things around.
Thanks,
[Your name]
When the request comes from your manager, reply quickly, offer the nearest alternative, and ask what the meeting is about if it's unclear so you can prepare.
Mistakes to avoid
- Hiding the purpose. "Can we chat?" with no topic makes people nervous or makes them put you off.
- No proposed times. "Let me know when you're free" adds a round of email. Offer slots.
- No length. People accept 20 minutes more readily than an open-ended meeting.
- Too long. If the reader has to scroll, cut it. The details can go in the calendar invite.
- Forgetting time zones. Add one whenever people are in different places.
- Following up too soon, or never. Three to five business days is a reasonable gap.
Meeting request email checklist
Before you send, check that your email has:
- A subject line that names the topic
- The purpose in the first sentence or two
- Two or three specific times, with a time zone if needed
- The meeting length
- The location or video platform
- Any preparation needed
- A clear question or deadline for the reply
Frequently asked questions
How do you write a meeting request email?
Use a subject line that names the topic, say why you want to meet in the first sentence, then propose two or three specific times with the length and format (in person, phone or video). End with a clear ask, such as "Does one of these work for you?"
How do I request a meeting with my boss by email?
Keep it short: name the topic, say how long you need (15 to 30 minutes is typical), and offer a couple of times or ask them to pick one that suits them. If it's a sensitive topic, you can say it's a career or workload conversation without putting every detail in writing.
What is a good subject line for a meeting request email?
Name the topic and the ask, such as "Meeting request: Q3 budget review" or "30 minutes to discuss the Atlas launch?". Avoid vague subjects like "Quick question" or "Meeting" on their own.
How do you respond to a meeting request by email?
Thank the sender, confirm the time that works (or propose an alternative), and confirm the format or location. If you need to decline, say so clearly and suggest another time or person if you can.
How do I respond to a meeting request from my boss?
Reply promptly, confirm the time or offer the nearest alternative, and ask if there is anything you should prepare. If the purpose isn't clear, it's fine to ask what the meeting is about so you can come ready.
How do you politely follow up on a meeting request with no reply?
Wait three to five business days, then reply in the same thread with a short note that offers fresh time slots. Keep it to two or three sentences and make it easy to say yes or no.