Getting a negotiation meeting started with the right tone can make all the difference in reaching your goals. The first contact sets up how the rest of your talks might go. A good invitation shows respect and makes people want to talk with you.
These sample emails give you tools to start many kinds of talks. From asking for better deals with suppliers to asking for a raise, these templates help you start the talk in the right way. Look through them to find ideas for your next big talk.
Negotiation Meeting Invitation Email Samples
Here are 15 email samples to help you invite someone to a negotiation meeting. Each one can be changed to fit your needs.
1. Basic Supplier Negotiation Invitation
Subject: Meeting Request: Contract Terms Discussion – [Company Name]
Dear Mr. Johnson,
I hope this email finds you well. Our current supply contract is set to end on June 15th, and we would like to meet with you to talk about the terms for renewal.
We value our business ties with [Supplier Company] and want to make sure our next deal works well for both sides. Could we meet next week to discuss this? I am free on Tuesday (May 10th) or Thursday (May 12th) between 10 AM and 2 PM.
Please let me know which time works best for you, or suggest other times if these don’t work.
Thank you for your time.
Best regards,
[Full Name] [Your Title] [Company Name] [Phone Number] [Email Address]
2. Partnership Deal Discussion Request
Subject: Meeting Invitation: Possible Partnership Between [Your Company] and [Their Company]
Dear Ms. Garcia,
After our brief chat at the Business Expo last month, I wanted to follow up about a possible partnership between our companies.
The ideas you shared about market growth match what we want to do next year. I think there’s a good chance for us to work together in ways that help both our firms grow.
Can we set up a meeting to talk about this more? I would like to share some ideas about how we might work together and hear your thoughts too.
Would next Wednesday (June 8th) at 1 PM work for you? We can meet at our office, or I’m happy to come to yours if that’s better for you.
Looking forward to your reply.
Warm wishes,
[Full Name] [Your Title] [Company Name] [Phone Number] [Email Address]
3. Salary Review Meeting Request
Subject: Request for Meeting: Annual Salary Review Discussion
Dear Mr. Lee,
I have now been with [Company Name] for two years, and I would like to ask for a meeting to talk about my job and pay.
In this time, I have taken on more work and met all my goals. Some key things I’ve done include:
- Leading the product launch that grew sales by 15%
- Training three new team members who are now top workers
- Cutting costs in my area by 8% while keeping quality high
Could we please meet to talk about my work and a pay raise that fits with what I now do for the team?
I’m free most days after 2 PM. Please let me know when would be good for you in the next two weeks.
Thank you for your time and help.
Best regards,
[Full Name] [Your Title] [Department] [Phone Number] [Email Address]
4. Client Contract Renewal Invitation
Subject: [Client Company] Contract Renewal Meeting – Planning Ahead
Dear Mrs. Patel,
With our current service deal set to end in three months, I wanted to reach out early to set up a meeting about renewal.
We’ve had a great working bond these past two years and have helped your team reach key goals. I’d love to talk about how we can keep helping you grow in the coming year.
Would you have time next Monday or Tuesday for a short meeting? I can come to your office, or we can talk by phone or video if that’s better for you.
Please let me know what works best. I look forward to our talk.
Kind regards,
[Full Name] [Your Title] [Company Name] [Phone Number] [Email Address]
5. Vendor Price Negotiation Request
Subject: Meeting Request: Supply Costs Review for Q3
Dear Mr. Reynolds,
We have worked with your firm for over three years now, and we value the quality of your goods. With changes in the market, we need to talk about our pricing for the next quarter.
As one of our main suppliers, we want to make sure our deal stays fair for both sides. Recent shifts in costs have put pressure on our budget, and we hope to find a middle ground that keeps our business link strong.
Can we please set up a meeting in the next two weeks to talk about this? I can make time any day except next Friday.
Thank you for your help with this.
Yours truly,
[Full Name] [Your Title] [Procurement Department] [Company Name] [Phone Number] [Email Address]
6. Office Lease Renewal Negotiation
Subject: Meeting Request: Office Lease Renewal Terms
Dear Ms. Thompson,
As the end date for our office space lease gets closer (October 31st), I would like to meet with you to talk about the terms for renewal.
Our team has grown to like this space, and we would prefer to stay if we can agree on fair terms. The market has changed since our last deal, and I’d like to discuss how this might affect our new rental rate.
Are you free next Thursday at 10 AM to meet at the property? If not, please suggest a time that works better for you in the next two weeks.
Thank you for your help.
Best wishes,
[Full Name] [Your Title] [Company Name] [Phone Number] [Email Address]
7. Project Budget Adjustment Meeting
Subject: Meeting Request: Budget Review for Project Alpha
Dear Team Leads,
As we move into phase two of Project Alpha, we need to talk about some changes to the budget. New data shows we may need to shift funds between parts of the project.
I’d like to meet with all of you to:
- Look at the current spend vs. plan
- Talk about needed changes
- Agree on the new budget split
Can we meet this Friday at 2 PM in the main meeting room? Please bring your latest cost reports and needs lists.
Thank you,
[Full Name] [Project Manager] [Department] [Phone Number] [Email Address]
8. Business Merger Discussion Invitation
Subject: Private Meeting Request: Business Growth Talk
Dear Mr. Wilson,
Based on our brief talk at last week’s trade show, I would like to set up a private meeting to discuss a business idea that could help both our firms grow.
Our firms have worked well in the same field for years, and I see a chance for us to do more by joining forces in some way. I have some thoughts on how this might work that I’d like to share with you.
Due to the private nature of this talk, I suggest we meet in person. Would you be free for lunch next Tuesday at The Grove? I can also come to your office if you’d prefer.
Please let me know if you’re open to this chat and what time might work for you.
With respect,
[Full Name] [Your Title] [Company Name] [Phone Number] [Email Address]
9. Freelance Rate Negotiation Email
Subject: Meeting Request: Project Rates Discussion
Dear Ms. Clark,
Thank you for your note about the new web design project. I’m glad to hear you liked my past work and want to work with me again.
Before we start, I’d like to meet briefly to talk about the project scope and my rates. My fees have changed since we last worked together due to my added skills and high demand for my time.
Could we have a quick call this week? I’m free most days after 3 PM. This would help us make sure we’re on the same page before I block time for your project.
Thanks for thinking of me for this work.
All the best,
[Full Name] [Your Business Name] [Portfolio Website] [Phone Number] [Email Address]
10. Joint Venture Proposal Meeting
Subject: Meeting Invitation: Joint Market Growth Plan
Dear Dr. Martinez,
After studying the latest market trends, I believe there’s a great chance for our firms to work together on a new line of health products.
Your know-how in plant health plus our strong sales team could help us both tap into the fast-growing natural health market. I’ve drawn up some basic plans that show how this might work.
Would you be open to meeting to talk about this chance? I think a face-to-face chat would be best for such an big topic. I can come to your office any day next week.
Please let me know if this sounds worth looking into and when you might have time to meet.
Regards,
[Full Name] [Your Title] [Company Name] [Phone Number] [Email Address]
11. Customer Pricing Tier Negotiation
Subject: Account Review Meeting: Enhanced Service Options
Dear Mr. Wong,
Thank you for being a loyal user of our service for the past three years. I’m reaching out to set up a meeting to talk about your needs and how our new service tiers might better serve you.
We’ve added some new features based on feedback from clients like you. I think some of these might help you get even more value. At the same time, we can look at your current plan and make sure it still fits what you need.
Are you free for a 30-minute call next week? I can do Tuesday or Wednesday morning, but can be flex if those times don’t work for you.
Thank you for your time.
Sincerely,
[Full Name] [Account Manager] [Company Name] [Phone Number] [Email Address]
12. Employee Benefits Package Discussion
Subject: Meeting Invitation: Team Benefits Package Review
Dear HR Team,
As we plan for next year, I would like to meet to talk about our team benefits package. Based on staff feedback and market research, I think we need to look at some changes to stay a top choice for good workers.
The aims of this meeting would be to:
- Review our current benefits vs. what peers offer
- Talk about the staff wish list from the last survey
- Set a budget for any changes
- Make a plan for the roll-out
Can we meet next Monday at 10 AM in the small meeting room? Please bring the cost data for our current plan and the staff survey data.
Thank you,
[Full Name] [Your Title] [Department] [Phone Number] [Email Address]
13. Price Increase Discussion with Clients
Subject: Important Meeting Request: Service Updates for [Year]
Dear Ms. Foster,
I hope your year is off to a good start. I’m writing to ask for a meeting to talk about some changes to our service terms for the coming year.
Due to higher costs of doing business, we need to make some small changes to our pricing. But we also have some new service add-ons that might help you get even more from working with us.
I’d like to meet to talk about these changes and hear your thoughts. My goal is to make sure you still get great value and that we can keep giving you the high-level service you count on.
Would you have time for a call next week? I’m free on Monday or Wednesday between 1 PM and 4 PM.
Thank you for your help with this.
Best regards,
[Full Name] [Your Title] [Company Name] [Phone Number] [Email Address]
14. New Supplier Selection Meeting
Subject: Vendor Selection Meeting: Final Round Talks
Dear Ms. Adams,
Thank you for your bid on our office supply contract. We were glad to see your keen pricing and broad stock list.
We have now cut down the choice to three firms, and yours is one of them. We would like to meet with you to talk about some fine points before we make our final pick.
Some things we want to talk about:
- Bulk order rate breaks
- Rush order fees and lead times
- Payment terms
- Green product choices
Can you meet with our team next Thursday at 2 PM at our main office? The meeting should take about an hour.
Please let me know if you can make it, or if we need to find a different time.
Regards,
[Full Name] [Procurement Manager] [Company Name] [Phone Number] [Email Address]
15. Co-Marketing Agreement Negotiation
Subject: Meeting Request: Joint Marketing Plan Discussion
Dear Mr. Turner,
Since our products go so well together, I think we have a good chance to help each other through some joint marketing.
By pooling some of our ad spend and cross-selling to our client bases, we could both boost sales while cutting costs. I’ve worked up some rough plans that show how this might help both our firms.
Would you be open to meeting to talk about this? I can walk you through the plans and get your input on how to make this work best.
I’m free most mornings next week if you’d like to meet. We could meet at your office, or I could host you at ours.
Thanks for thinking about this. I look forward to your reply.
Best wishes,
[Full Name] [Marketing Director] [Company Name] [Phone Number] [Email Address]
Wrapping Up: Negotiation Emails
The right start sets up good talks. These 15 email samples give you ways to reach out for many kinds of meetings. Change them to fit your needs, but keep the key parts the right tone, clear asks, and next steps.
Good talks need good prep. Make sure you know what you want from each meeting before you send your invite. With the right first step, you’ll be on your way to deals that work for all sides.