Meeting Request Template: Create a Meeting Invitation Email
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Meetings are a common mode of communication in the workplace, therefore, you need to familiarise yourself with meeting request templates in order to build a solid professional network. Phrasing your meeting request is an important skill because it improves your chances of receiving a response. It also positions you as a courteous professional who respects the time and thoughts of others. In this article, we discuss what a meeting request is, how to request for a meeting politely and how to write a meeting request email with the aid of a few templates.
What is a meeting request?
A meeting request is an email that proposes a time and place for a meeting with its target audience. It highlights your intention to discuss a particular situation in an intimate setting. This way, the recipient can enter a meeting with their points prepared and focus on what you want to share. A meeting request email is difficult to miss or ignore. It ensures you secure the recipient's attention and get your voice heard.
Meetings are a common way to share information and clear misunderstandings in the workplace. You can hold a meeting in-person or virtually through a call or a video conference. Some meetings may only involve two people, such as a job interview, while others involve a group of key stakeholders. Thus, a meeting request email is an essential communication tool that informs your attendees about the purpose and scope of the meeting.
How do you politely ask for a meeting?
In business, when you want to elicit a response or an action from another person, it's vital to form a good first impression. Your meeting request email sets the tone for your face-to-face conversation, therefore, you need to begin your correspondence by showing your consideration for their responsibilities. Here are a few tips on how you can politely ask for a meeting:
Understand your target audience
Before you begin writing your meeting request email, put yourself in your recipient's position. Think about their rank and schedule to understand how to approach them. For example, the style of your correspondence with a customer or business client would differ from the one you would use with a close colleague. These minor details determine the kind of language and tone you would employ in your meeting request email. Typically, the more respectful you sound, the more likely others are to cooperate with you.
Communicate the value of your meeting
Explain the purpose of your email in a way that would bring value to your target audience. Rather than sharing why you want to meet them, phrase your request to explain what they gain from meeting you. This way, you can communicate a sense of urgency. People want to use their limited time in the best way possible, so show consideration for their interests. For example, instead of trying to sell a product to a customer, discuss how it can solve a problem or how you can advise them.
Give them options
Most people have busy schedules, therefore, it's important to show consideration for their personal schedule. You can state a specific time and place in your meeting request email, but also include a sentence, such as, "I'm happy to find a date and time that suits you" to show that you are flexible. Avoid demanding a meeting in your email by also giving them an option to decline your invitation. It's a polite technique that maintains professional ties for future correspondence.
How to write a meeting request email
The following is a step-by-step guide describing how to write a meeting request email:
1. Type a clear subject line
Write a clear and concise subject line that states your intention to invite your recipient to a meeting. This way, you can highlight the importance of your correspondence and influence them to click on your meeting request email immediately. You can also use the email flagging tool to convey its urgency so that your email stands out in your recipient's inbox. Here are some examples of effective subject lines that immediately get your point across:
Meeting Request from Smith and Jones Company
Sales Catch-up Meeting Request
Requesting to meet on Friday this week
Let's meet to discuss a partnership opportunity
2. Begin with a professional greeting
Choose an appropriate email greeting that suits your relationship with the recipient. For example, if you are scheduling a meeting with a close colleague, you can use a casual greeting such as, 'Hi', 'Hello' or 'Good day'. However, if you are communicating with a senior business leader or a customer, it's best to use a more respectful option, such as 'Dear First name' or 'Dear Last name'.
Sometimes, you might send a meeting request to someone you don't know in order to form new business ties. In this case, you may choose the greeting, 'To Whom It May Concern'. However, before you use this common email opening, do some research on your recipient and try to find a direct contact to sound more personal.
3. Establish your meeting's purpose
Your first paragraph should contain one to two sentences describing the aim of your correspondence. In this section, explain the reason for your meeting request and what you hope to achieve. Most professionals receive dozens of emails every day, therefore, the best emails are as concise as possible. Try to avoid descriptive writing techniques and get straight to the point. This helps you appear more genuine and professional.
4. State the meeting's date, time and place
When specifying the date, time and place for your meeting, there are two approaches you can take. The first method requires you to take initiative and decide the details yourself. This is the most common technique for scheduling internal meetings with colleagues. It saves you time from emailing them back and forth.
The second method requires your recipient to set the date, time and place for the meeting. You can also share your availability schedule with them to make the planning process easier. While this method is a great way to show courtesy for the other person's time, it takes away from their sense of urgency to reply back.
5. Conclusion and signature
As you conclude your meeting request email, give your recipient an option to either decline the invitation or fix the meeting at a time that suits them better. Being flexible in your correspondence will make them feel more comfortable, too.
Close your email with a considerate salutation, such as 'Kind regards' or 'All the best'. If you are corresponding with an unknown recipient, keep your salutation formal and respectful, such as 'Your sincerely' or 'Yours faithfully'. Remember to insert your standard email signature block that contains your company name and relevant contact details so that you appear more credible to customers.
Meeting request templates
The following are a few meeting request templates for different situations that you can use as an example:
Meeting with colleagues
The following is a casual meeting request template that you can use to organise an internal meeting with your colleagues:
Subject Line: [Department name] Meeting: [Date, time]
I'm excited to share [reason for meeting]. In order to explain the details further, I would like to set up a meeting with you.
On [date], I have booked [place] at [time] for us to brainstorm ideas.
Please let me know if you have any clashing appointments before the end of the day.
Keep up the good work!
All the best,
Meeting with a business client
Here's a meeting request template that you can use to schedule a meeting with any of your business clients:
Subject Line: Meeting with [Company name]
Dear Mr/Ms [Client's name],
We met at [event]. It sounded like you were interested in our [product or service description]. My team and I would like to invite you to an in-person meeting to discuss it in greater detail.
Would sometime this week in [location] work for you? We are open to your suggestions.
Should you have any questions, please don't hesitate to share them with me. I look forward to meeting you soon.
[Your job title]
[Company contact details]
Meeting with an unknown recipient
The following is a meeting request template that you can use to introduce yourself to an unknown recipient:
To Whom It May Concern,
Good day! My name is [your name] and I work for [your company name]. We are a leading [description of your goods and services] in the [your industry] space. As of this year, we have partnered with several brands to [your organisational objectives].
I believe our services would be of great value to your firm. If you are interested, I would love to get on a quick call with you. Are you free to chat at [time options] on [date options]?
Thank you for your time. I look forward to your reply.
[Your job title]
[Company contact details]
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