Writing an email about an upcoming meeting might seem simple. Yet finding the right words that show enthusiasm without going overboard can be tricky. The perfect “looking forward to meeting” message sets a positive tone and helps build a connection before you even meet.
These 15 email samples give you ready-to-use templates for different situations. From first-time client meetings to catch-ups with teammates, each sample helps you say “I’m excited to meet with you” in a way that feels genuine and professional. Use these as starting points and adjust them to fit your own voice and situation.
“Looking Forward to Our Meeting” Email Samples
These email samples cover various meeting scenarios. Each one shows a different approach to expressing enthusiasm for an upcoming meeting.
1. First Client Meeting Follow-Up
Subject: Details for Our Meeting on [Date]
Hi [Name],
Thank you for agreeing to meet with me next week to discuss how [Your Company] can support your marketing goals.
As promised, I’ve attached a brief overview of our services that might be helpful to review before we talk. I’ve also included case studies from clients in your industry who faced similar challenges.
Our meeting is set for [date] at [time] at [location/platform]. Please let me know if anything changes on your end.
I’m looking forward to our meeting and learning more about your needs.
Thanks, [Your Name] [Signature block with name, title, company, contact information, and optional company logo]
2. Quick Meeting Confirmation
Subject: Quick Confirmation: Our Meeting Tomorrow
Hello [Name],
Just sending a quick note to confirm our meeting tomorrow, [date], at [time].
We’ll be meeting at [location] to talk about [topic]. I’ve set aside [duration] for our discussion.
Please bring [any materials needed] if possible.
Looking forward to seeing you tomorrow!
Best, [Your Name] [Signature block with name, phone number, and email address]
3. Introduction Before First Team Meeting
Subject: Excited to Meet the Team on [Date]
Hi everyone,
My name is [Your Name], and I’ll be joining the team as the new [Your Position] starting next week. I wanted to say hello before our first team meeting on [date].
A little about me: I have [X] years of experience in [industry/field] and have worked on projects similar to what we’ll be tackling together. Outside of work, I enjoy [brief personal note].
I’ve heard great things about this team and the work you’re doing. I’m eager to meet each of you, learn about your roles, and find ways we can work well together.
Looking forward to our meeting and joining such a talented group!
Warm regards, [Your Name] [Signature block with name, new title, personal and work contact information]
4. Meeting Agenda Preview
Subject: Agenda for Our [Project Name] Meeting – [Date]
Hi [Name/Team],
I’m sending the agenda for our upcoming meeting on [date] at [time]. Here’s what we plan to cover:
1. Project updates (15 min) 2. Current challenges (20 min) 3. Next steps and task assignments (15 min) 4. Questions and open discussion (10 min)
If you’d like to add anything to this agenda, please let me know by [deadline].
The meeting will take place at [location/platform]. [Any special instructions for joining or preparing].
Looking forward to our productive discussion!
Best regards, [Your Name] [Signature block with name, title, department, and contact details]
5. Post-Introduction Meeting Request
Subject: Following Up – Meeting to Discuss [Topic]
Hi [Name],
It was great connecting with you at [event/place where you met]. As we briefly discussed, I think there’s a good chance for our companies to work together on [potential project/collaboration].
Would you have time for a 30-minute meeting in the next two weeks to explore this further? I’m free on: – [Date and time option 1] – [Date and time option 2] – [Date and time option 3]
During our meeting, I’d like to learn more about your current [relevant challenges/goals] and share how we might help based on our experience with similar [companies/projects].
Looking forward to continuing our conversation!
Thanks, [Your Name] [Signature block with name, title, company name, website link, and phone number]
6. Meeting Reschedule Request
Subject: Need to Reschedule Our [Date] Meeting
Hello [Name],
I hope this email finds you well. I need to reschedule our meeting that was set for [original date and time] due to [brief, honest reason].
I value our scheduled time together and apologize for any trouble this may cause. Could we move our meeting to one of these times instead?
– [New date/time option 1] – [New date/time option 2] – [New date/time option 3]
Our discussion about [meeting topic] remains a priority for me, and I’m looking forward to our rescheduled meeting.
Thank you for your understanding.
Best regards, [Your Name] [Signature block with name, title, and contact information]
7. Virtual Meeting Setup Instructions
Subject: Link and Setup for Our Virtual Meeting – [Date]
Hi [Name/Team],
I’m looking forward to our virtual meeting on [date] at [time] to discuss [topic].
Here’s the information you need to join:
Meeting link: [Video conferencing link] Meeting ID: [ID number if needed] Password: [Password if needed]
A few tips for a smooth meeting: – Test your camera and microphone before joining – Find a quiet space if possible – Consider using headphones to reduce background noise
Please let me know if you have any questions about joining. I’m looking forward to our discussion!
Thanks, [Your Name] [Signature block with name, title, and alternative contact method]
8. Follow-Up After Brief Introduction
Subject: Great Meeting You – Let’s Chat More
Hello [Name],
It was a pleasure meeting you briefly at [event/place]. Our quick chat about [topic you discussed] left me wanting to continue the conversation.
Your insights on [specific point they made] were particularly interesting to me because [reason].
Would you be open to meeting for [coffee/lunch/video call] in the coming weeks? I’d love to learn more about your work with [their company/project] and see if there might be ways we could help each other.
I’m typically free on [days/times]. What works best for your schedule?
Looking forward to a longer conversation!
Best, [Your Name] [Signature block with name, brief professional description, and social media handles]
9. Meeting with Potential Business Partner
Subject: Meeting Preparation – [Company] Partnership Discussion
Dear [Name],
I’m looking forward to our meeting on [date] at [time] to discuss a potential partnership between our companies.
To make our time together as productive as possible, I’ve attached: – A one-page overview of what we’re proposing – Data showing results from similar partnerships – Questions we have about your goals and needs
If there’s anything specific you’d like me to prepare or be ready to discuss, please let me know before [date].
I believe there’s great potential for our companies to work together, and I’m excited to explore the possibilities with you.
Looking forward to our meeting,
[Your Name] [Signature block with name, title, company, phone, email, and company website]
10. Internal Project Kickoff Meeting
Subject: [Project Name] Kickoff Meeting – Let’s Get Started!
Hi team,
I’m excited about our project kickoff meeting on [date] at [time] in [location/platform].
During this [duration] meeting, we will: – Review project goals and success metrics – Define team roles and responsibilities – Set up our communication plan – Create our initial timeline
Please review the attached project brief before we meet. Come prepared with your questions and ideas!
This project has [brief statement about importance or impact], and I’m looking forward to working with such a talented team to make it happen.
See you at the kickoff!
Best regards, [Your Name] [Signature block with name, project role, and internal contact information]
11. Meeting with Someone Recommended by a Mutual Contact
Subject: Meeting Request – Referred by [Mutual Contact’s Name]
Hello [Name],
[Mutual contact’s name] suggested I reach out to you regarding [topic/reason]. [He/She/They] spoke highly of your expertise in [their area of expertise] and thought we might benefit from connecting.
I work at [your company] as [your position], and I’m currently [brief description of your relevant work/project/challenge].
Would you be open to a [duration] meeting to discuss [specific topic]? I’m particularly interested in hearing your thoughts on [specific aspect you want to discuss].
I’m available [suggest dates and times]. Please let me know what works best for your schedule.
Looking forward to meeting you and learning from your experience.
Thank you, [Your Name] [Signature block with name, title, company, and how the recipient can research you before meeting]
12. Client Progress Review Meeting
Subject: [Project Name] Progress Review – Meeting on [Date]
Hi [Client Name],
I’m looking forward to our progress review meeting on [date] at [time]. This will be a great chance to show you what we’ve done so far and get your feedback.
During our meeting, we will: – Show you the work completed to date – Discuss any changes needed – Address questions or concerns – Review next steps and timeline
We’ve made good progress on [specific achievements], though we did face some challenges with [brief mention of challenges if appropriate]. I’m eager to get your input on [specific areas where you need their feedback].
If you have specific points you’d like to add to our agenda, please let me know.
Looking forward to our meeting and continuing our work together.
Best regards, [Your Name] [Signature block with name, title, company, and client-specific project reference]
13. Meeting Request with Senior Executive
Subject: Request for Brief Meeting – [Specific Topic]
Dear [Executive’s Name],
My name is [Your Name], [your position] in the [your department] department. I’m working on [project/initiative] that aligns with our company’s [relevant strategic goal].
I would appreciate 15 minutes of your time to discuss [specific, valuable topic]. My team has [brief achievement or finding] that I believe would interest you because [specific reason it matters to them].
I understand your schedule is busy. Would any of these times work for a brief meeting? – [Date and time option 1] – [Date and time option 2] – [Date and time option 3]
I’ve attached a one-page summary of what I’d like to discuss to help you decide if this meeting would be valuable for you.
Looking forward to the possibility of meeting with you.
Respectfully, [Your Name] [Signature block with name, title, department, and internal contact information]
14. Follow-Up After Phone Call
Subject: Next Steps After Our Call – Meeting Request
Hi [Name],
Thank you for the helpful phone conversation earlier today. Your insights on [topic discussed] were very helpful, and I agree that meeting in person would be the best next step.
As we discussed, I’d like to set up a meeting to: – Show you [specific item/presentation/product] – Get your team’s input on [specific aspect] – Decide on [specific next action]
Would [date] at [time] still work for you? I can come to your office, or we can meet at [alternative location] if that’s more convenient.
If you’d like anyone else from your team to join, please let me know so I can prepare accordingly.
Looking forward to our meeting and continuing this conversation.
Thanks again, [Your Name] [Signature block with name, title, and multiple contact options]
15. Thank You and Meeting Request After an Event
Subject: Great [Presentation/Speech/Panel] at [Event] – Follow-Up
Hello [Name],
Your [presentation/speech/panel discussion] at [event name] yesterday was fantastic. I particularly liked your points about [specific content they shared] and how they relate to [industry/field].
The question you raised about [specific topic] connects directly to some work we’re doing at [your company]. I’d love to share our approach and get your thoughts.
Would you be open to a 20-minute coffee meeting or call in the next few weeks? I’m happy to work around your schedule.
Looking forward to the chance to continue this valuable conversation.
Best regards, [Your Name] [Signature block with name, title, company, and relevant social media profiles or publication links]
Wrap-up: Email Meeting Messages
The right “looking forward to our meeting” message does more than just confirm details. It builds a connection, sets expectations, and shows how much you value the upcoming conversation.
When writing your own meeting emails, focus on clarity and a friendly tone. Make sure to include all the important details, but keep the message short and easy to read. Most people get many emails each day, so a clear, simple message will stand out.
Use these samples as starting points, but add your own personal touch. The goal is to sound professional but also genuine and approachable.