What is a meeting request email?
I want to send a meeting invite with multiple time and date options I am setting up four training sessions and would like the inviteess to choose the best time for thier needs. I would like to send one email with all the dates and times available. When emailing a senior member or client, it is important to remember that – according to business etiquette -, they should be given the first choice of time and for a meeting. For this reason, we suggest in this case that you request a time convenient to them rather than recommend a time and date yourself.
Simply put, a meeting request email is a document written to formally ask a co-worker or manager or any other individual to meet with you. In the email, you usually suggest an appropriate place of meeting, time, duration, date and topic of discussion. Traditionally this was done with regular letters but most businesses now use emails.
So if you want to know how to request a meeting via email, then read on. You may need to write an email to arrange a meeting with a client or an email to request a meeting with a manager or supervisor. You may even want to write an email to request a meeting with members of your team. Whatever the case, you can modify the sample meeting request email below to suit your particular need.
A meeting request email is typically written for a simple reason – to schedule a meeting. It can be seen as an invitation letter to a meeting.
The vocabulary and character of a typical meeting request email is dependent on who the recipient of the email is, and the purpose of the meeting in general – frequent recipients of a meeting request email include (but is not excluded to); Bosses, clients, colleagues and subordinates.
Before you start writing your invitation letter
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Contents of a meeting request email
Again, the email structure may also be affected by the personal relationship the sender may/or may not have with the recipient; however, here are a few tips that a sender should consider including as part of the details contained in the email–
The Reason for the Meeting:
This should be immediately stated after the salutation, with emphasis on the importance of attending the meeting in the recipient's interest.
The Date and Time of the Meeting:
The date, as well as the time of the meeting should be properly indicated for clarity sake; as well as to avoid misconceptions that could easily be avoided.
The Place of the Meeting
It is important that the venue for the meeting be communicated to the recipient; even if subsequent meetings have been held in the exact same place – leave no room for assumptions.
The Suggested Length of the Meeting
Stating the length of the meeting might help strengthen the resolve of the recipient to attend, as unnecessarily lengthy meetings cause a strain in productivity levels and are simply boring.
The vocabulary and character of a typical meeting request email is dependent on who the recipient of the email is, and the purpose of the meeting in general – frequent recipients of a meeting request email include (but is not excluded to); Bosses, clients, colleagues and subordinates.
Before you start writing your invitation letter
If you do not have Grammarly – A grammar checker that I use every day for all my writing, please get it free from here Now. Grammarly. You can read my full story on how I discovered Grammarly here.
Contents of a meeting request email
Again, the email structure may also be affected by the personal relationship the sender may/or may not have with the recipient; however, here are a few tips that a sender should consider including as part of the details contained in the email–
The Reason for the Meeting:
This should be immediately stated after the salutation, with emphasis on the importance of attending the meeting in the recipient's interest.
The Date and Time of the Meeting:
The date, as well as the time of the meeting should be properly indicated for clarity sake; as well as to avoid misconceptions that could easily be avoided.
The Place of the Meeting
It is important that the venue for the meeting be communicated to the recipient; even if subsequent meetings have been held in the exact same place – leave no room for assumptions.
The Suggested Length of the Meeting
Stating the length of the meeting might help strengthen the resolve of the recipient to attend, as unnecessarily lengthy meetings cause a strain in productivity levels and are simply boring.
It is also important that the email subject is well written, in simple and understandable terms such as ‘ meeting request'
Depending on the recipient of the email, the following details could also be included;
- Request For Follow Up After the Meeting
- What the Recipient Would Gain From the Meeting
If the recipient of the email is a boss or client, it is also important to keep the meeting schedule flexible as they are likely to have it altered to suit their convenience.
Here are a few meeting request emails for varying situations.
MEETING REQUEST EMAIL TO CLIENT (SAMPLE)
*Clients are tricky, and as such the best way to go about an email in this category is to be concise and straight to the point, stating the purpose of the meeting and how it can benefit the client, also adding contact information in closing the email. It is important not to force a client to wade through unnecessary information that they may not even be patient enough to read through.
(Take note that meetings with clients should not be requested on first contact).
TO: johndoe@products.com
SUBJECT: ‘MEETING REQUEST: XYZ PRODUCT ADVERTISING ‘
Dear Mr. John,
I am writing with regard to our earlier discussion about launching an ad campaign for your new product – our company has an impressive portfolio with success stories of products quite similar to yours and we would be glad to set up a meeting where we can discuss the matter further.
Does this interest you?
Kindly let me know so that we can set up a date and time that suits your schedule.
Janet Manuel
*Subsequent to sending an email in this format, a follow–up email could then be sent with details of a meeting venue, date and time after a response to the initial email sent; the clients may even provide their preferred arrangement, otherwise you may respond in this format;
TO: johndoe@products.com
SUBJECT: ‘RE: MEETING REQUEST: XYZ PRODUCT ADVERTISING ‘
Dear Mr. John,
I am glad to have received your positive response to the meeting request.
Kindly let me know if the following arrangement works for you;
9:00 on Thursday 12th June 1763 at the Le-palm business place, opposite yellow bank – Citydale.
Thank you again for your time.
Janet Manuel
MEETING REQUEST EMAIL TO SUBORDINATES (SAMPLE)
*Emails in this category are much easier to navigate as they are usually informational – you are the boss right?
Request For Time Slot For Meetings
To: (Recipients)
From: JanetManuel
Subject: MEETING REQUEST: JOHNDOE PRODUCT ADVERTISING
Date: 8TH FEB. 1786
This notice is to inform you that there will be a meeting in (ROOM) on (DATE). The meeting will begin promptly at (TIME) and is expected to last approximately (TIME).
The main purpose of the meeting would be to strategize on ad campaign ideas for new johndoe product – Please bring any relevant data you have. You may wish to make copies prior to the meeting that we may all have them for reference.
I suggest also that you take the time to make a list of any questions or comments you wish to make during the meeting. Such a list will ensure a more efficient and effective discussion.
Please make every effort to attend. If you are unable to be present personally, please send a representative to take notes and/or present materials. Such a representative should be able to answer questions on your behalf.
I look forward to seeing you at our meeting.
Thank you.
Best regards,
Janet Manuel
MEETING REQUEST EMAIL TO COLLEAGUES (SAMPLE)
*Emails in this category are often permitted to be in a less formal tone than normal –depending on the information being relayed in the email; it may reflect the personality of the sender as he/she is known in the office environment
To: (Recipients)
Subject: Meeting Request: Celebratory sign-off on JohnDoe Product Ad-campaign
Hello All, Texas holdem poker rules and hands.
As it was informed us in the last meeting that the johndoe product campaign launch is scheduled for the 15th December 1786 therefore a sign off meeting has been organized by the management for us before the kick start.
It marks the success of our new project significantly – Therefore we are required to be at the 'Banquet hall' sharp at 4pm tomorrow, hopefully, this would serve to motivate us to make the upcoming project a grand success for our company.
Come dressed for entertainment.
Thank you!
Janet Manuel.
How to write a meeting request email – video
Conclusion
That said, while drafting emails may seem like no arduous task, it shouldn't be taken lightly as it communicates the professionalism and competence of the sender – and since email communication has become an integral part of how businesses communicate, there is the apparent need to be properly skilled in the process.
While there are a varying number of purposes that an email message could serve, this article will focus on writing a professional meeting request email that would reflect a sender in his/her desired manner.
Confirm Meeting Appointment Letter Sample for business meetings, sales meetings, interview meetings, discussion meetings etc.
Confirm Business Meeting Appointment with Boss
Dear Mr. Brian,
I am writing to you to confirm that you have a business appointment on the 12.12.20XX at 10. The Street NR30 2LH Lowestoft Suffolk UK. With Mr. Jerold.
Thank you.
Mr. Jerold
Confirm Meeting Appointment Email
Cape Industries Co. Ltd.,
United Kingdom,
Respected Sir,
This letter is to inform you that your request for an appointment has been accepted. Your meeting will be arranged tomorrow with the Owner of the company. Please come on the requested time otherwise you will miss the meeting.
Thanks,
Cape Industries Ltd
Confirmation of Meeting Appointment
Dear Ms. Mashaal,
Thank you very much for requesting meeting appointment to discuss the issues faced by your company. Mr. James, CEO have nominated Ms. Areeba for this meeting as requested. We hope all of the issues will be resolved in the meeting. The meeting venue, date and time will be the same as said by you.
Best,
Shumaila
Manager Corporate Communication
Request For Time Slot For Meeting Email
Letter to Conform Meeting Appointment
Dear Ms. Anum Fatima,
I presented your letter to our president and he agreed for the meeting on agenda said in your request letter. Furthermore the time slot suggested by you is not convenient for us. We can be available on very next day at the same time.
Please check this time slot for you and write back to confirm about the meeting. Otherwise we can have a new schedule for the meeting in case of your non availability on the next day. Looking for your response.
Sincerely Yours,
Abeera Fatima
Company Secretary
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Email to Meeting Appointment Confirmation
Dear Ms. Maryam,
Thank you very much for your reply and sparing time for meeting with us. I will reach with my colleagues (Mr. Hashim and Ms. Anum) at 11 AM for sales team meeting as suggested by you. We will also bring all the reports and documents for discussion. Again thanks for your time.
Sincerely yours,
Kanz ul Eman
Manager Corporate Sales
Meeting Appointment Sample Letter
Dear Ms. Mehreen,
I am pleased to write back with confirmation of meeting appointment with Marketing Team. I hope all the staff of marketing team will be present in the meeting with performance reports. Meeting agenda is enclosed with this letter and I request you to please distribute this agenda to all meeting participants. Hope to see you in the conference room for meeting on Tuesday at 11 AM.
Regards,
Sumbal Arif
Director Marketing
