How to Schedule a Meeting by Email (With Examples)

By Indeed Editorial Team

Updated 23 November 2022 | Published 15 November 2021

Updated 23 November 2022

Published 15 November 2021

The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.

Sending a meeting request via email is a common business communication. You may send a meeting invite for various reasons, such as following up with a business lead, meeting a potential client or scheduling an interview. Having the ability to schedule a meeting correctly and clearly is a communication skill that can help you throughout your career. In this article, we discuss the benefits of scheduling meetings by email, show you how to ask for a meeting via email and provide a template and example.

Why schedule a meeting by email?

You may schedule a meeting by email to set up an in-person meeting. Unlike verbally organising a meeting, an email allows you to control the accuracy of the date, place and time of the meeting. Here are other benefits of scheduling a meeting via email:

  • Both you and your recipient can refer to the email later for meeting details, such as time, date, location, other meeting participants, contact information or the reason for the meeting.

  • You can include links to RSVP and share directions.

  • You and your email recipient can immediately transfer the meeting details to a calendar or organisation app with just a few clicks.

  • Using an email invite can reduce the chances of error and help you to share meeting details accurately.

  • Your email's recipient can discuss the time and place details of the meeting with no interruptions to the conversation.

  • You can include other team members in the email invite.

Related: Email Etiquette: The Professional Business Email Format

How to set up a meeting via email

Here are the steps you can take to set up a meeting via email:

1. Write a clear and concise subject line

When writing a professional business email, it's important to include an effective subject line. A subject line is an introduction that identifies the intent of your email. Make sure your subject line is clear, concise and includes a personal or interesting detail to capture the attention of your recipient. If you're sending the email to a person who may not be expecting it, consider including any information that can convince them to open the email, such as the name of a common friend. Here are some good examples of an email subject line:

  • Request for a meeting

  • Please respond with the best time to meet

  • Mr Yu Li Yang suggested we meet

Read more: How to Start an Email Professionally (With Tips and Examples)

2. Include a proper salutation

In a business email, it's always best to start your email with an appropriate salutation. A good way to start an email is to write Dear Mr/Ms followed by the recipient's last name. You can also use their first and last name, such as Dear Annie Wong. If you're inviting several people to a meeting, you can use a group title, such as Dear managers or To all physics teaching assistants.

3. Introduce yourself (if necessary)

In some cases, you may schedule a meeting with someone who may not expect your email or may not even know you. Thus, consider starting your email with a brief introduction about yourself and include some relevant details. This can assure the recipient that the email is authentic and can help you build trust with them. For instance, you can say something like Hi! My name is Rebecca Tang, and I am a nurse practitioner with over 15 years of experience.

4. Explain the objectives of having the meeting

Even though you can discuss and resolve several issues via email or over the phone, some discussions are more effective when done face-to-face. It's important to specify why you want to meet the recipient to help them understand the intention behind the meeting invite.

Indicating the reason for having the meeting can also help your recipient prepare for it and allocate resources and time accordingly. Be specific when explaining why you want to meet. For instance, you can say something like, I want to discuss hiring a research intern for the Oil and Gas sector to assist in preparing the annual report.

5. Be flexible about the time and venue

If you're flexible to do so, provide your recipient with options for the meeting. This can help you and your recipient find a suitable time and place that works for both of you. In your email, you can include a few different time and location details so that they can choose from the list of what works for them.

For instance, you can write I am available to meet at 10 a.m. either Monday or Tuesday next week, or on Friday after 2 p.m. I can book a conference room at our central office on 2/F116 Wai Yip Street, Kwun Tong District, at whichever time suits you best. However, you can indicate that you're open to suggestions by including a statement similar to this: If these times don't work for you, or if you want to meet elsewhere, please let me know.

6. Request a confirmation

Ask your email's recipient to confirm their attendance. This can help you make reservations, arrange beverages and food or plan meeting space. Be clear about how your recipient can inform you if they are coming. Consider the following examples:

  • Please let me know which of the above-mentioned times would work for you as soon as possible.

  • Kindly call my assistant at (852) 55555555 to finalise the meeting

  • Please RSVP by November 10 to this invite

7. Send a reminder

Once the recipient confirms their attendance, you can send a reminder a day or two before the meeting. You can remind them about the time, venue and other relevant details of the meeting. In some cases, you may need to schedule a meeting for two other parties, such as if you're a secretary scheduling a meeting for your supervisor with someone else. In this case, make sure you inform both parties about the agreed place and time and send reminders to both.

For instance, you can send a mail such as Dear Ms Lau, this is to remind you about our 9:30 a.m. meeting tomorrow at the boardroom on the fourth floor of the main office building. Please let me know if you require any changes to the appointment. If they decline with no explanation, consider asking them if they would prefer a different location or time. If you don't hear back from them, you can call them to check the receipt of your email.

Read more: How to Create Acknowledgement of Receipt Emails (With Examples)

Template for scheduling a meeting by email

Consider using the following template when writing an email to schedule a meeting:

[Subject line]

Dear [Mr/Ms Last Name],

[Introduction, if applicable.] I'm writing to schedule a meeting [indicate the purpose of your meeting here]. If the time works for you, I'd like to meet you at [indicate the meeting time here] on [the date of the meeting] at [place of your meeting].

Please let me know if that works for you or if another place and time are better. I am looking forward to seeing you at the meeting.

Thank you,

[Indicate your name here]

Examples of meeting request email

Here are a few email examples you can review to help you write your own meeting request email:

Example 1: Meeting request with a person you know

Here's an example of a meeting invite to a person you are familiar with:

Subject: Meet for lunch to discuss your ticketing issues

Dear Paul Li,

It was nice speaking to you last day. It'd be great if we could meet in person to continue our phone conversation. I would love to tell you more about how Raymode software can solve your issues relating to ticketing. Are you free for a 1 p.m. lunch on Wednesday? Let me know if that works for you. I'll be near your office a few times next week for some other appointments, so I'm flexible if something else works better for you.

Hope to see you soon.

Warm regards,
Andrew Tang

Example 2: Meeting request with a person you're not familiar with

Here's an example of a meeting invite to a person you're not familiar with:

Dear Mr Wang,

My name is Paul Li, and I work with Raymode Technology Solutions. I'm writing to see if you're interested in meeting to discuss how our in-house software, the Raymode application, can improve your customer satisfaction score. Also, please let me know if you're free for a quick coffee any time next week at the new cafe on 8th Avenue. In the meantime, I've attached a white paper that might interest you. Please let me know if you can make it next week.

I look forward to meeting with you.

Sincerely,
Paul Li

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