Scheduling meetings over email can sometimes feel like a game of tag.
You send an invitation, wait for a response, then try to find a time that works for everyone.
But with the rise of video conferencing tools like Zoom, setting up virtual face-to-face meetings has become much simpler.
Whether you’re reaching out to a potential client, organizing a team huddle, or catching up with a long-distance friend, crafting the perfect email to request a Zoom meeting is key.
The right mix of clarity, courtesy, and persuasion can make all the difference in getting that coveted “yes” response.
Read on for 20 sample emails that will help you master the art of the Zoom meeting request.
Sample Emails Requesting Zoom Meeting
Here are 20 email templates you can customize and send to set up your next virtual meeting:
1. Reaching out to a potential client
Subject: Introduction and Zoom Meeting Request – [Your Company]
Hi [Client Name],
I recently came across your company and was impressed by [specific detail about their business]. I believe there could be some exciting opportunities for us to collaborate.
I’d love to set up a brief Zoom meeting to introduce myself and discuss how [your company] might be able to support your goals. Would you have 30 minutes available next week for a virtual face-to-face? I’m happy to work around your schedule.
Looking forward to the possibility of partnering together. Please let me know if you have any questions!
Best regards,
[Your Name]
2. Touching base with a team member
Subject: Quick Zoom Sync – Project Update
Hey [Colleague Name],
I wanted to touch base about the progress on [project name]. I know you’ve been working hard on [specific task], and I’d love to get an update from you directly.
Could we find 15-20 minutes this week to hop on a quick Zoom call? It would be great to align on the next steps and make sure we’re on track for the deadline. Let me know what times work best for you.
Thanks,
[Your Name]
3. Scheduling a regular team meeting
Subject: Weekly Team Huddle – Zoom Link
Hi team,
Just a reminder that we have our weekly team meeting coming up on [date] at [time]. We’ll be using the same Zoom link as always: [link].
Agenda for this week:
– Project updates from each team member (2-3 minutes each)
– Discussion of [key topic or challenge]
– Q&A and open discussion
Please come prepared with your updates and any questions or ideas you want to raise with the group. See you all on Zoom!
Cheers,
[Your Name]
4. Following up after an initial contact
Subject: Re: Great to meet you at [event] – Zoom coffee chat?
Hi [Name],
It was such a pleasure connecting with you at [event] last week. I enjoyed our conversation about [topic], and I’d love to continue the discussion.
Since we’re both juggling busy schedules, I thought a virtual coffee chat over Zoom might be a fun way to stay in touch. Would you be up for finding 45 minutes in the next couple of weeks to reconnect? I’m curious to hear more about your experience with [specific detail from your initial conversation].
No worries if you’re swamped right now – just thought I’d extend the invitation. Either way, wishing you all the best with [relevant project or goal]!
Warmly,
[Your Name]
5. Proposing a brainstorming session
Subject: Zoom Brainstorm – Fresh Ideas for [Project]
Hello [Team or Colleague Names],
I’ve been thinking about how we can take [project] to the next level, and I’d love to get everyone’s creative juices flowing. What if we blocked off an hour next week for a virtual brainstorming session over Zoom?
We could use the time to:
– Share any out-of-the-box ideas (no idea is too wild!)
– Build off each other’s suggestions
– Narrow down to our top 3-5 action items going forward
I know we’re all juggling a lot, so I’m open to finding a time that works best for the group. Please let me know your availability for next week, and I’ll send out a calendar invite with the Zoom link.
Looking forward to some inspired collaboration!
[Your Name]
6. Requesting a virtual interview
Subject: Zoom Interview Request – [Position] at [Company]
Dear [Hiring Manager Name],
I was thrilled to see the opening for [position] at [company]. With my background in [relevant skill or experience], I believe I could be a strong asset to your team.
I’ve applied through the online portal, but I also wanted to reach out directly to express my enthusiasm for the role. Would you be open to scheduling a brief Zoom interview so I can share more about how my experience aligns with your needs?
I’m happy to work around your availability. Please let me know if there are any particular dates or times that would be convenient for a virtual meeting.
Thank you for considering my application. I look forward to the opportunity to discuss further how I could contribute to [company]’s mission and goals.
Best,
[Your Name]
7. Offering a virtual lunch and learn
Subject: Zoom Lunch & Learn – [Topic]
Hi [Name],
I hope this email finds you well! I wanted to reach out because I’m organizing a series of virtual lunches and learns on [broad topic], and I thought you might be interested in joining.
The next session will be on [date] from [start time] to [end time], and we’ll be diving into [specific topic]. I’ll be sharing some insights and tips based on my experience with [relevant background], and there will be plenty of time for Q&A and discussion.
If you’re able to step away from your desk for a Zoom lunch break, we’d love to have you join us. I’ll be sending out the Zoom link to all attendees on the morning of the event.
Please let me know if you have any questions or if there are any particular aspects of [topic] you’d like me to cover.
Hope to see you there!
[Your Name]
8. Scheduling a virtual performance review
Subject: Zoom Performance Review – [Date]
Hi [Employee Name],
It’s that time of year again – performance review season! I know these conversations can sometimes feel a bit daunting, but I’m looking forward to celebrating your accomplishments and discussing opportunities for growth.
I’ve blocked off [date] from [start time] to [end time] for us to meet over Zoom. During our chat, we’ll:
– Review your self-assessment and my feedback
– Discuss your goals for the coming year
– Identify any areas where you need additional support or resources
Please come prepared with your self-assessment and any questions you have for me. I’m committed to supporting your professional development, so don’t hesitate to bring up any concerns or ideas you have.
Looking forward to our discussion,
[Your Name]
9. Requesting a virtual informational interview
Subject: Zoom Informational Interview Request
Dear [Name],
I hope you’re doing well. [Mutual connection] recommended I reach out to you given your extensive experience in [industry/field].
I’m currently exploring career opportunities in [field], and I would be incredibly grateful for the chance to learn from your insights and advice. Would you be willing to spare 20-30 minutes for a brief Zoom chat?
I’d love to hear about your career journey and any recommendations you have for someone just starting in the field. I’m happy to work around your schedule and am flexible on dates/times.
Thank you for considering my request. I’m eager to learn from your experience and expertise!
Best regards,
[Your Name]
10. Proposing a virtual workshop
Subject: Zoom Workshop – [Topic/Skill]
Hi [Names],
I’ve been thinking about how we can continue to develop our skills in [area], and I had an idea I wanted to run by you. What if we organized a virtual workshop on [specific topic/skill]?
We could invite [expert name] to lead the session and walk us through some hands-on exercises. I think it would be a great opportunity for us to:
– Deepen our knowledge of [topic/skill]
– Apply what we learn to real-world scenarios
– Identify areas where we need additional training or practice
The workshop would be held over Zoom, and I’m thinking we could block off [length of time] on a [day of week] that works for everyone’s schedules.
What do you think? Would you be interested in participating? Please let me know if you have any suggestions or concerns.
Best,
[Your Name]
11. Inviting someone to a virtual networking event
Subject: Invitation – Virtual Networking Event
Hi [Name],
I wanted to let you know about an upcoming virtual networking event that I think would be right up your alley. It’s called [event name], and it’s happening on [date] from [start time] to [end time] over Zoom.
The event will bring together professionals from [industry/field] to discuss [topic/theme]. There will be breakout rooms for more intimate conversations, as well as opportunities to exchange contact info and follow up after the event.
Given your background in [relevant experience], I think you’d have a lot to contribute to the discussions. Plus, it could be a great chance to make some valuable new connections.
If you’re interested, you can sign up at [registration link]. I’ve already got my ticket, so I hope to see you there! Let me know if you have any questions.
Cheers,
[Your Name]
12. Scheduling a virtual one-on-one meeting
Subject: Zoom 1:1 Meeting
Hi [Name],
I hope you’re having a great week so far. I wanted to see if we could get a one-on-one meeting on the calendar to touch base and align priorities.
Some topics I’d like to discuss:
– Updates on [project/initiative]
– Your goals and priorities for the coming quarter
– Any challenges or roadblocks you’re facing
– How I can better support you and your team
I know your schedule is packed, so I’m happy to work around your availability. Would any of the following times work for a 45-minute Zoom call?
– [Date/time option 1]
– [Date/time option 2]
– [Date/time option 3]
If none of those times are convenient, just let me know what does work for you, and I’ll make it happen. I’m looking forward to our discussion!
Best,
[Your Name]
13. Proposing a virtual co-working session
Subject: Virtual Co-Working Session
Hey [Name],
I don’t know about you, but sometimes I struggle to stay focused when working from home. I miss the accountability and camaraderie of working alongside colleagues.
So I had an idea – what if we tried a virtual co-working session over Zoom? We could block off a couple of hours, share what we each plan to work on, then mute ourselves and get down to business. Knowing someone else is also hard at work might help us stay on track.
We could also take a few short breaks to chat and refuel. I find that a little social interaction can actually boost my productivity.
What do you think? If you’re game to give it a try, let me know what dates/times might work for you.
Happy co-working!
[Your Name]
14. Requesting a virtual mentoring session
Subject: Zoom Mentoring Session Request
Dear [Mentor Name],
I hope this message finds you well. I’m reaching out because I deeply admire your work in [field/industry] and the impact you’ve had on [specific accomplishment]. As someone early in my career journey, I would be incredibly grateful for the opportunity to learn from your experience and insights.
Would you be willing to spare an hour for a virtual mentoring session over Zoom? I’d love to hear about your career path, any key lessons learned along the way, and your advice for navigating [specific challenge or goal I’m facing].
I’m happy to work around your schedule and am open to meeting at whatever time is most convenient for you. I’ve also attached my resume for additional context on my background.
Thank you for considering my request. I understand you must have many demands on your time, so no worries if a meeting isn’t feasible at the moment. Either way, I’m grateful for your leadership in our field.
Warmly,
[Your Name]
15. Organizing a virtual book club discussion
Subject: Virtual Book Club – [Book Title]
Hey book lovers,
I hope you’ve all been enjoying our latest read, [book title] by [author]. As we start to wrap up, I wanted to get a virtual book club discussion on the calendar.
How does [date] at [time] work for a Zoom meeting? We can use the time to:
– Share our overall impressions of the book
– Discuss key themes and moments that resonated
– Reflect on how the book relates to our lives/work
– Select our next read!
I’ll send out a reminder and the Zoom link the day before our meeting. In the meantime, feel free to drop any discussion topics or questions you’d like us to cover in the [Slack channel/email thread].
Happy reading, and see you on Zoom soon!
[Your Name]
16. Catching up with a former colleague
Subject: Zoom Catch-Up?
Hey [Name],
It’s been way too long since we connected! How have you been? I was thinking about our time working together on [project/team], and it made me want to reach out and see how life is treating you.
Would you be up for a virtual catch-up over Zoom one of these days? I’d love to hear about what you’re working on now, any exciting updates in your world, and of course, reminisce about the good old days at [company].
I know life is crazy busy, so no pressure at all. But if you can squeeze in a 30-minute chat, I’d be thrilled to see your face and catch up properly. Let me know what might work for you!
Cheering you on from afar,
[Your Name]
17. Setting up virtual office hours
Subject: Virtual Office Hours – [Day/Time]
Hi team,
I wanted to let you know that I’m setting up weekly virtual office hours via Zoom. This will be a time for you to drop in and:
– Ask any questions you have about projects or priorities
– Get feedback or guidance on a specific challenge you’re facing
– Bounce ideas off me or brainstorm solutions
– Discuss your professional development goals
My office hours will be held every [day of the week] from [start time] to [end time]. You can join the Zoom meeting at this link: [link]. Feel free to pop in for a few minutes or stay the whole hour, whatever you need.
If those times don’t work for you, you’re always welcome to schedule a one-on-one meeting with me separately. My virtual door is always open!
Looking forward to connecting,
[Your Name]
18. Pitching a virtual lunch hangout
Subject: Virtual Lunch Hangout?
Hey crew,
I don’t know about you, but I’ve been missing our in-person team lunches lately. There’s just something about sharing a meal that brings people together, even if it’s over a screen.
So I had a thought – what if we instituted a weekly virtual lunch hangout over Zoom? Nothing formal or mandatory, just a chance to step away from our desks and catch up with each other while we refuel. We could even have themed lunches (Taco Tuesday, anyone?) or do a recipe swap.
If there’s interest, I’m thinking we could meet on [day of week] from [start time] to [end time]. Bring your lunch and your sparkling conversation, and we’ll provide the virtual good vibes.
Let me know what you think! If folks are game, I’m happy to send out a recurring calendar invite.
Bon appetit!
[Your Name]
19. Following up after a virtual event
Subject: Great Connecting at [Event] – Zoom Chat?
Hi [Name],
It was fantastic meeting you at [virtual event] last week! I enjoyed our breakout room discussion on [topic]. You raised some excellent points about [specific insight they shared].
I’d love to continue our conversation and learn more about the work you’re doing at [company]. Would you be open to scheduling a short Zoom chat in the next week or two? I’m especially curious to hear your thoughts on [related topic or challenge].
If you’re game to connect, just let me know a few times that work well for you, and I’ll send over a calendar invite. No worries at all if your schedule is packed – I know how hectic things can get!
Either way, I’m so glad our paths crossed at [event]. Wishing you all the best with [specific project or goal they mentioned].
Cheers,
[Your Name]
20. Scheduling a virtual coffee chat
Subject: Virtual Coffee Date?
Hey [Name],
I miss seeing your friendly face around the [office/coworking space/etc.]! I know we’re all doing our best to stay connected while working remotely, but sometimes there’s just no substitute for a good old-fashioned catch-up.
So I was thinking – how about we schedule a virtual coffee date over Zoom? We can block off 30 minutes, grab our favorite mugs, and just chat about life, work, and everything in between. It’ll be like we’re sitting across from each other at our favorite coffee shop!
I’m pretty flexible these days, so just let me know what times might work for you. Mornings are usually best for me, but I’m happy to work around your schedule.
Hope to see your smiling face on my screen soon!
[Your Name]
Conclusion: Crafting Zoom Meeting Requests That Get a Yes
Asking for someone’s time and attention via email can feel intimidating, especially when everyone’s inboxes are overflowing.
But with the right approach, you can make your Zoom meeting requests stand out and increase the likelihood of a positive response.
Remember to keep your emails concise, specific, and personable.
Clearly state the purpose of the meeting and how it will benefit the recipient.
Offer flexibility in scheduling, and make it easy for them to say yes by providing all the necessary details upfront.
Above all, don’t be afraid to inject some personality and warmth into your requests.
At the end of the day, we’re all humans craving connection, even if it’s through a screen.
So go forth and Zoom with confidence – your next great connection or collaboration could be just one well-crafted email away!