The perfect meeting request email can be the key to a “yes” when you need someone’s time. Each day, busy people sort through full inboxes and decide which meetings to accept or ignore.
Your email needs to stand out, show clear value, and make saying “yes” the easy choice. This collection of 15 proven email templates gives you the tools to get that meeting on the calendar. Just pick the email that fits your needs, add your details, and boost your chances of getting a positive reply.
Email Samples Requesting a Meeting
These emails will help you ask for a meeting in a way that gets results. Copy them, change them, and make them your own.
1. Quick Meeting Request with a Colleague
Subject: Quick Chat About the Smith Project?
Hi Alex,
Do you have 30 minutes this week to talk about the Smith project? I have some ideas I’d like to share with you about how we can meet the tight deadline.
Would Tuesday at 2 PM or Wednesday at 10 AM work for your schedule?
Thanks, [Your name, title, department, phone number, and email signature]
2. Formal Meeting Request with a Senior Manager
Subject: Request for Meeting – Q2 Sales Strategy Discussion
Dear Ms. Johnson,
I hope this email finds you well. I would like to request a meeting with you to discuss our Q2 sales strategy and share some data-backed suggestions that might help us reach our targets.
Based on my analysis of last quarter’s results, I believe we have a clear path to improve our numbers by 15%. I would value your input and guidance on this plan.
Would you have 45 minutes available next week? I can work around your schedule and am happy to meet at a time that works best for you.
Thank you for your consideration.
Best regards, [Your full name, title, department, company logo, contact details including office location, phone number, and email]
3. Follow-up Meeting Request After an Event
Subject: Great Meeting You at the Business Expo – Let’s Connect Further
Hello Sam,
It was great talking with you at the Business Expo last Thursday about supply chain solutions. Your comments about automation really got me thinking.
I’d love to continue our chat and show you how our system might help with the challenges you mentioned. Would you be open to a 20-minute video call next week?
I’m free Monday through Wednesday between 1-4 PM. Let me know what works for you, or suggest another time that fits your schedule better.
Looking forward to talking again, [Your name, title, company name, LinkedIn profile link, phone number, and website URL]
4. Cold Outreach Meeting Request
Subject: Ideas to Cut Your Processing Costs by 20%
Hi Taylor,
Your company was highlighted in Business Weekly for your growth, but I noticed you might be facing the same processing costs that trouble many firms in your field.
My team has helped 5 other companies in your industry cut those costs by about 20%. I’d like to share some of these same tips with you in a quick call.
Do you have 15 minutes this Friday? Or maybe early next week would work better for you?
Thanks for reading, [Your name, position, company name, client testimonial snippet, phone number, and calendar booking link]
5. Meeting Request to Solve a Problem
Subject: Solution to the Website Loading Issue
Hi Jordan,
The tech team has found the cause of the slow website loading times you reported last week. We have a fix ready to go.
Can we set up a 15-minute call to walk through the solution and make sure it meets your needs? This fix should speed up page loads by 40%.
I’m open tomorrow between 9 AM and noon. What time works for you?
Thanks, [Your name, IT support title, ticket reference number, support team contact details, and help desk hours]
6. Meeting Request with a Potential Client
Subject: How We Helped ABC Company Boost Sales by 30%
Hello Dr. Rivera,
Your recent LinkedIn post about customer retention caught my eye. The challenges you described match exactly what ABC Company faced last year.
We worked with them to create a new approach that boosted their repeat business by 30%. I think a similar plan could work well for your company too.
Would you be open to a 30-minute video call where I can share what worked for them and how we might adapt it for your needs? I’m free next Monday or Tuesday afternoon.
What does your schedule look like?
Warm regards, [Your name, title, company name, brief company description, certifications, phone number, and calendar link]
7. Meeting Request for Project Update
Subject: Weekly Project Alpha Update – Need Your Input
Hi Team,
We’re halfway through Project Alpha, and it’s time for our weekly check-in. We need to talk about:
– Phase 2 completion status – Budget review – Next steps and timeline adjustments
Can everyone meet this Thursday at 2 PM in Conference Room B? The meeting should take about 45 minutes.
Please let me know if this time works. If not, suggest some times when you’re free.
See you soon, [Your name, project manager title, project code, department, extension number, and project dashboard link]
8. Reconnecting with an Old Contact
Subject: Let’s Catch Up After All This Time
Hi Pat,
I hope you’ve been doing well since we worked together at XYZ Corp five years ago. I still think about that crazy deadline we beat for the Thompson account!
I saw your post about your new role at ABC Inc – big congrats on the move! I’d love to hear how things are going and catch up on what you’ve been up to.
Would you be up for grabbing coffee or lunch in the next couple of weeks? I’m free most afternoons after 2 PM.
Great to be back in touch, [Your name, current title and company, personal phone number, and social media handles]
9. Meeting Request to a Group
Subject: Planning Session for Company Picnic – Volunteers Needed
Hello Events Team,
We need to start planning the summer company picnic. As past helpers, you all made last year’s event a big hit.
Can we meet for 30 minutes next Tuesday at 11 AM in the break room to split up tasks and set some dates? I’ll bring snacks!
Please hit reply all to let everyone know if you can make it. If you can’t come but want to help with the picnic, let me know and I’ll make sure you get the notes.
Thanks team, [Your name, events committee role, department, extension number, and office location]
10. Meeting Request with a Busy Executive
Subject: 15-Min Request: Decision Needed on Carson Project
Dear Mr. Lee,
The Carson project is ready for final sign-off, but we’ve hit a question that needs your input. This decision will affect the project budget by about $25,000.
Can I get 15 minutes on your calendar this week? I’ve prepared a one-page summary so we can make the most of our time.
I know your schedule is packed. Would a 7:30 AM coffee meeting work better than trying to fit this into regular hours?
Thank you, [Your name, title, project name, direct line, and note about assistant to contact for scheduling]
11. Meeting Request for Feedback
Subject: Can I Get Your Thoughts on the New Process?
Hi Jamie,
The new order processing system has been live for two weeks now. Since you use it daily, your feedback would be super helpful before we make it final.
Could we set up a quick 20-minute chat this week to go through what’s working and what still needs fixing? Your input will directly shape the next round of changes.
I have time open on Thursday between 1-4 PM. Does any slot in that window work for you?
Thanks for your help, [Your name, systems analyst title, IT department, help desk ticket number for reference, and office hours]
12. Meeting Request to a Person You Don’t Know
Subject: Referred by Sarah Chen – Quick Question About Marketing Automation
Hello Mr. Garcia,
Sarah Chen suggested I reach out to you based on your deep knowledge of marketing automation tools. She spoke highly of how you helped her team pick the right system last year.
My team is trying to make the same choice now, and we’re stuck between two options. Could I get 20 minutes of your time to ask about your experience?
Any day next week after 2 PM would work great for me, but I’m happy to work around your schedule.
Thank you for considering this request, [Your name, title, company, brief company description, Sarah’s role as mutual contact, and your contact details]
13. Meeting Request to Pitch an Idea
Subject: Staff Morale Idea That Worked at My Last Company
Hi Lisa,
In our last team meeting, you asked for ideas to boost staff morale. I have an approach that worked really well at my previous job that might be perfect here too.
It’s a simple program that raised team satisfaction scores by 22% and didn’t cost much to run. I’d love to share the details with you.
Do you have 15 minutes this week for me to walk you through it? I could stop by your office Tuesday or Wednesday afternoon.
Thanks for considering it, [Your name, department, length of time with company, desk location, and internal extension]
14. Meeting Request About a Career Opportunity
Subject: Questions About the Senior Analyst Role
Dear Ms. Thomas,
I noticed that you’re the hiring manager for the Senior Analyst position (job #12345). Before I submit my application, I’d like to learn more about what you’re looking for in an ideal candidate.
Would it be possible to schedule a 15-minute phone call to discuss the role? I have specific questions about the team structure and main challenges of the position.
I’m available any weekday before 10 AM or after 4 PM. I can work around your schedule if those times don’t work for you.
Thank you for your time, [Your name, relevant qualification or certification, LinkedIn profile URL, and phone number]
15. Meeting Request to Resolve a Conflict
Subject: Finding a Solution Together – Time to Talk?
Hi Chris,
I think we might have some crossed wires about the Robinson account approach. These kinds of mix-ups happen, but I think we can sort it out quickly with a direct conversation.
Could we grab 30 minutes to talk it through and get back on the same page? I value your partnership on this account and want to make sure we’re moving forward together.
My office or yours? I’m free tomorrow morning or Friday after lunch.
Looking forward to clearing this up, [Your name, role on the account, direct line for immediate contact, and note about keeping the conversation private]
Wrap-up: Email Meeting Requests
The right email can open doors to meetings that change your work life for the better. The 15 samples above show different ways to ask for time with people at all levels.
The best meeting requests are clear about why you want to meet, show respect for the other person’s time, and make it easy for them to say yes. Keep your emails short, make the subject line grab attention, and always suggest specific times to meet.
Take these samples, make them sound like you, and watch your calendar fill up with productive meetings that move your work forward. Good luck with your next meeting request!