Picture this: You're a hungry lion prowling the dried-up savannah of opportunity, and those juicy sales leads are the unsuspecting gazelles just waiting for you to pounce. The sales meeting is your watering hole—where you can finally quench your thirst for success while nurturing those leads and closing some sweet deals. But how do you get the gazelle to come and take a sip? You could run after 'em, fur flying in the wind, but let's be real—that hasn't been working too great for you lately. It's time to sit back and lure them in with your secret weapon—an irresistible sales meeting email. 🦁
Effective sales meeting request emails are the big cat whisperers of the modern sales world—getting your foot in the door better than any cub roar. And guess what? According to research by Woodpecker, recipients open 22% of cold emails, but only 3.5% of those result in replies. Clearly, the odds are stacked against us leopard-leapers, but don't fret! We've got 40 sales meeting request email templates designed to get those gazelles waltzing right up to your waiting paw.
How to craft the perfect sales meeting request email (3 tips)
Yes, you need to have a good subject line. You should be clear in your email, of course. And personalization is always a must. But what other tips do the experts recommend for crafting the perfect sales meeting request?
- The power of timing: Email timing is a crucial yet often overlooked aspect of crafting an effective sales meeting request. Sending your email at the right time can significantly increase your chances of getting noticed, opened, and replied to. According to a study by Yesware, the best days to send sales emails are Tuesdays, Wednesdays, and Thursdays, while the optimal time is between 10 AM and 2 PM. Remember, though—knowing your specific target audience and considering their habits, time zone, and typical work hours are also essential, so do your homework!
- Drive the recipient's curiosity: Instead of going full infomercial mode, give 'em a gentle nudge of intrigue. Studies show that sparking curiosity can be more effective in making people want to learn and engage. So, invite the recipients to imagine how your product or service could benefit their business or tease them with a brief success story your company helped create. Remember not to overdo it—you still need to sound genuine and professional.
- Establish trust and social proof: Build trust by showcasing your credibility straight off the bat. People prefer working with companies that have a track record of success. One way to incorporate trust in your request is to share testimonials, notable clients, or industry accolades your company has received. According to Nielsen, 92% of people trust recommendations from others, even if they don't know them personally. Keep it subtle, though—you don't want to sound like you're bragging.
How to create a custom meeting request email instantly
Have a specific scenario in mind? Don't want to mess around with templates? Use this Magical email generator to create a custom template that sets up your meeting request in exactly the right way. You can get specific with your prompt (for example, you can ask for 'an email template inviting a client to a meeting on Tuesday where we will show them a demo of our time-saving software’) and even choose the tone of voice you want to use. To generate an unlimited number of email templates, add the free Magical Chrome extension to your browser.
{{ai-generator="/ai-template-generator"}}
40 meeting request email templates for sales
Template 1 - Simple meeting request
Hi [Recipient's name],
I hope this message finds you well. I want to schedule a meeting with you to discuss [describe whatever you want to discuss].
My goal for this meeting is to collaborate with you on determining the best way forward to ensure we continue delivering the best possible service to our customers.
Please let me know your availability for the next few days. I am available Tuesday, Wednesday, and Thursday afternoons until 5 PM.
Thank you for your time.
Best regards, [Your name]
Template 2 - Personal meeting request
Hello [Recipient's name],
I hope you are doing well. I would like to schedule a meeting to discuss a personal matter that I believe requires your attention. As someone whose opinion I deeply value, I believe you would provide valuable insight and perspective on this matter.
Please let me know what dates and times work for you, and I will work to accommodate your schedule as best I can.
Thank you for your time and consideration.
Best regards, [Your name]
Template 3 - Joint meeting request
Hello [Recipient's name],
I am writing to invite you to a meeting with me and other stakeholders to discuss [insert details]. This meeting will be an amazing opportunity to collaborate and work together.
If you are interested, please feel free to share a convenient date and time for the meeting. I am available on weekdays from 9 am to 5 pm.
Thank you for your time, and I look forward to hearing from you soon.
Best regards, [Your name]
Template 4 - Sales meeting request
Dear [Recipient's name],
I hope this email finds you well. My name is [name], and I represent [company]. I would like to request a meeting with you to discuss how our services can help your business grow.
During the meeting, I will explain how we can work together to achieve [insert details].
If you are interested, please respond to this email with a few dates and times that work for you, and we can schedule a meeting accordingly.
Thank you for your time, and I look forward to working with you.
Best regards, [Your name]
Template 5 - Follow-up meeting request
Hello [Recipient's name],
I hope this email finds you well. I am following up on my previous email to see if you have any further questions about the proposition I shared with you. It could be beneficial to you and your business, and I'm happy to provide additional information.
If you are interested in discussing this further, please let me know your availability, and I will be happy to arrange a meeting.
Thank you for your time.
Best regards, [Your name]
Template 6 - In-person meeting request
Hello [Recipient's name],
I hope this email finds you well. I would like to request a meeting to discuss [insert details] with you. It would be great to have a chance to talk things over in person.
Please let me know your availability, and I will make the necessary arrangements for a meeting room.
Thank you for your time and consideration.
Best regards, [Your name]
Template 7 - Short meeting request
Hello [Recipient's name],
I hope this email finds you well. I would like to request a meeting with you to discuss [insert details].
Please let me know your availability, and we can schedule a date and time as per your convenience..
Thank you, and I look forward to speaking with you soon.
Best regards, [Your name]
Template 8 - Availability for meeting request
Hello [Recipient's name],
I hope this email finds you well. I'm reaching out to you regarding a meeting I'm organizing to discuss [insert details].
If possible, could you please provide me with your availability for the next two weeks? Once I've gathered everyone's availability, I'll select a date and send out a calendar invite.
Thank you, and I look forward to hearing from you.
Best regards, [Your name]
Template 9 - Office visit meeting request
Hello [Recipient's name],
I hope this email finds you well. I am reaching out to share some updates regarding [company name] and the changes that we are implementing.
If you're available, I would love to arrange a visit to your office at your convenience to discuss these changes in more detail.
Please let me know some suitable dates and times that work for you, and I will make the necessary arrangements.
I am looking forward to meeting you soon.
Best regards, [Your name]
Template 10 - Introduction meeting request
Dear [Recipient's name],
I hope this email finds you well. I'm writing to request a meeting with you to introduce my new colleague, [name], who has recently joined us as [job title].
We're excited to have [name] on board, and we believe that she will make a significant impact on our working relationship.
Could you please let me know your availability for next week, and I will arrange a time that works for all of us.
Thank you for your time, and I look forward to hearing back from you soon.
Best regards, [Your name]
Template 11 - Lunch meeting request
Hello [Recipient's name],
I hope you're doing well. I thought it would be great to catch up on our project progress over lunch. Would you be available next week?
If so, feel free to suggest some nice lunch spots around [Name of city/Location]. I'm open to your suggestions.
I'm excited to hear your thoughts and update you on what we've been working on. Let me know your availability, and we can work out the details.
Best regards, [Your name]
Template 12 - Meeting request with topics
Dear [Recipient's name],
I would like to schedule a call to discuss [insert details] with you. Would you be available at [time] on [date]?
During the call, I would like to cover the following topics:
- Insert bullet point[s]
I will send you an agenda ahead of our call. If there's anything else you'd like to discuss, please let me know.
Best regards, [Your name]
Template 13 - Reschedule meeting request
Hi [Recipient's name],
I regret to inform you that due to unforeseen circumstances, I won't be able to attend our scheduled meeting on [date]. I apologize for any inconvenience this may have caused.
Would it be possible to reschedule the meeting for a later date? If so, please let me know your availability, and I'll arrange a new date that suits us both.
Thank you for your understanding, and I hope we can still make this meeting happen soon.
Best regards, [Your name]
Template 14 - Automated meeting request
Dear [Recipient's name],
Thank you for your interest in [Your company]! I would be happy to answer the questions you have sent me. Here are the details you requested about our company and references from other customers. [Provide the answer to their question].
To determine if our solution is the right fit for your needs, let's schedule a 30-minute meeting to discuss. The agenda for the meeting will include:
- Assessing if [Your solution] is the right fit for your company
- A 15-minute demo of how [Your solution] brings value to companies like yours
- Answering any questions you may have
Please suggest some suitable dates and times, and I will arrange a meeting accordingly.
We look forward to hearing from you.
Best regards, [Your name]
Template 15 - Strategy meeting request
Hi Team!
I’d like to schedule a meeting to discuss our strategy for the next quarter. Are you all available on [date and time]?
I’ll create a detailed agenda ahead of the meeting, but here are some topics I’d like to cover: Add some bullet point[s]. Please let me know if there are any other items you’d like to add to the agenda.
I’m excited to kick off our most successful quarter yet! Looking forward to meeting with you all.
Best, [Your name]
Template 16 - Urgent meeting request
Hello [Recipient's name],
I am writing to request an urgent meeting with you to discuss [insert details].
Given the urgency of the matter, I suggest we meet on [insert details]. Please let me know if this date and time works for you. If not, please suggest an alternative time that works for both of us.
Thank you for your prompt attention to this matter.
Best regards, [Your name]
Template 17 - Teams meeting request
Hi Team,
I hope this email finds you well. I would like to arrange a Teams meeting on [insert date] at [time]. Please let me know if this works for everyone.
Please find the agenda attached to this email for your review. If you have items listed against your name, kindly send me your presentations at least two days before the meeting.
Below are the dial-in details. Please ensure that your camera and microphone are turned on for the meeting. It's always a good idea to test your connection beforehand. If you encounter any issues, please don't hesitate to let me know.
Looking forward to catching up with you all!
Best regards, [Your name]
Template 18 - Zoom meeting request
Hello Team,
Could we schedule a Zoom meeting on [insert date] at [time] that works for everyone?
Please take a moment to review the attached agenda before the meeting. If you have any items to add to the agenda, please let me know as soon as possible. If you have any presentations, please send them to me at least two days before the meeting.
You can find the dial-in details below: Zoom Link Meeting ID Login code
Please make sure that your camera and microphone are on for the meeting. I recommend testing your connection beforehand to avoid any technical difficulties.
Looking forward to seeing you all soon!
Best regards, [Your name]
Template 19 - Catch-up meeting request
Hello [Recipient's name],
Hope you're doing well. It has been a while since we last met. Would you like to catch up soon?
I'm available over the next few weeks, so please let me know your availability. We can meet for coffee or grab a bite to eat.
Looking forward to catching up with you!
Best regards, [Your name]
Template 20 - Generic meeting request
Dear [Recipient's name],
I hope this email finds you well. I would like to invite you to a meeting to discuss [insert details] on [insert date and time].
A detailed agenda will be prepared and circulated among all participants once we have confirmed the date and time. Your attendance at the meeting is highly appreciated by everyone. Please feel free to contact me if you have any questions or concerns.
I look forward to hearing from you soon.
Best regards, [Your name]
Template 21 - Important meeting request
Hi [Recipient's name],
I would like to request a meeting with you to discuss [insert details] on [insert dates and time]. It would be great if we could meet in person, and I suggest we meet at [place].
Please let me know if this date, time, and location work for you.
Before we meet, I will share an agenda with you. Please feel free to add any topics you would like to discuss.
Thank you, [Your name]
Template 22 - Cold outreach meeting request
Hi [Recipient's name],
I hope this email finds you well. I wanted to reach out to you because I noticed that [Insert problem your prospect has] can cause significant losses in terms of [Money lost/Time lost] for companies like yours.
We specialize in helping businesses like yours solve [Above mentioned problem] by [Insert details].
Although we haven't had the chance to meet yet, I believe that we can offer a valuable solution to your problem. Please feel free to check out some of our references on our website to hear what our customers have to say: [Link to your references]
I would love to schedule a meeting with you to discuss this further. Please let me know some dates and times that work for you, and I'll make the arrangements.
Thank you for your time, and I look forward to hearing from you soon.
Best regards, [Your name]
Template 23 - Coworker meeting request
Dear [Recipient's name],
I am writing to request a meeting with you and kindly ask if you could provide me with some suitable dates and times or grant me access to your shared calendar.
During our meeting, I would like to discuss [insert information], but I will provide more details in person.
I look forward to your response.
Thank you very much, [Your name]
Template 24 - Agenda request for meeting
Hello [Recipient's name],
I hope this message finds you well. I’m reaching out to you regarding our upcoming meeting on [insert details]. However, I noticed that I haven’t received a copy of the agenda yet.
Could you send me a copy of the agenda at your earliest convenience?
Thank you very much for your assistance.
Best regards, [Your name]
Template 25 - New contact meeting request
Dear [name of recipient],
My name is [name] and I work as [position] at [company name]. Our company specializes in [activities related to your recipient], and we have a proven track record of helping clients such as [relevant examples of clients and pain points] achieve [relevant examples of your work].
As a [position] at [recipient's company], I believe we could collaborate to achieve [main goal of the meeting]. With this in mind, I would like to invite you to our office at [address] for a meeting to discuss this further. I am available on either [two choices of date and time] and would be happy to accommodate you at a different time if needed.
Please let me know your availability and I will make the necessary arrangements. I look forward to meeting you and discussing how we can work together.
Best regards,
[your name]
Template 26 - Office invitation meeting request
Hello [recipient],
My name is [name], and I am [job title] at [company name]. I hope this message finds you well.
I specialize in [activities related to your recipient], and I am passionate about working with clients who are dealing with [pain points] to [value you provide]. At my company, we have successfully helped clients such as [relevant examples of your clients and pain points] obtain [relevant examples of your work].
With this in mind, I would like to invite you to our offices at [address] for a meeting. Over some coffee and donuts, we can discuss how we can help you achieve [main purpose of the meeting]. I am available on either [two choices of date and time], but I am also happy to work around your schedule if needed.
Thank you for your consideration, and I look forward to meeting with you soon.
Best regards,
[your name]
Template 27 - Meeting proposal request
Dear [Mr./Ms. Last Name],
I hope this message finds you well. I am reaching out to schedule a meeting to discuss [main topic of your meeting]. I propose we meet at [location, time, and place].
If this time and location aren’t convenient for you, please let me know your preferred time and location, and I will make the necessary arrangements.
I look forward to hearing back from you and setting a date for our meeting.
Best regards,
[your name]
Template 28 - Decision maker meeting request
Dear [recipient's name],
My name is [name], and I am the [title] at [company name]. I hope this message finds you well.
I am reaching out to you because I am currently seeking clients who are leaders in their industry and who may be experiencing [main pain points]. At [your company's name], we have a proven track record of helping clients such as [notable clients] achieve [value you provide].
I would be honored to discuss how we could potentially work together. I am available on either [two choices of date and time]. Additionally, I would like to confirm that you are the appropriate decision-maker in this area at [recipient's company].
Thank you for considering my proposal. I look forward to hearing from you soon.
Best regards,
[your name]
Template 29 - Service offering meeting request
Dear [recipient],
I recently visited your website for [purpose of visit] and noticed [pain point]. As a [job title] at [company], I understand the impact that [pain point] can have on [recipient's business or target audience].
I am reaching out to offer my help in addressing this issue. In fact, I have successfully resolved this exact problem for [example of customer], resulting in [results achieved].
I would like to discuss this matter further with you in person. Would you be available for a quick chat next week at [desired location]? I am available on either [two choices of date and time].
Thank you for your time and consideration. I look forward to speaking with you soon.
Best regards,
[your name]
Template 30 - Traditional meeting request
Dear [recipient's name],
I am [your name], a [job title] at [your company]. We specialize in [activities related to your recipient] and have had the privilege of working with clients such as [your most notable clients]. Our primary goal is to address our clients' main pain points, which is why our approach differs from other companies that simply offer [general examples].
At [your company], we take pride in our ability to [main selling point], and we are confident that we can help you with [focus on their main pain point]. We have a proven track record of achieving results quickly, and we are eager to discuss this further with you.
If it is convenient for you, I would like to meet with you next week at [desired location]. Please let me know if either [two choices of date and time] work for you.
Thank you for considering our services. We look forward to working with you.
Best regards,
[your name]
Template 31 - Pitch meeting request
Dear [recipient’s first name],
I've been keeping tabs on your company, and I must say, I'm impressed with the strides you're making in [recipient's industry].
As a company, we've also been making significant progress in [your company's industry]. We've successfully assisted [similar companies to your recipient’s] with [pain points and results].
I'm interested in discussing how we can do the same for your company with a brief online meeting!
Do either of the following times work for you? [two choices of date and time]
Looking forward to speaking with you soon!
Best regards,
[your name]
Template 32 - Award follow-up meeting request
Hello [first name],
I came across [insert interesting detail about them or their company or recent award or accomplishment] and was impressed.
As a [your position or title] at [your company name], I believe there may be an opportunity for us to collaborate in order to achieve [the goal of the meeting].
If you are interested, I would like to schedule a meeting with you to discuss this further. Would you have some time for a quick chat?
Thank you,
[Your first name]
Template 33 - Partnership meeting request
Hello [first name],
I hope this email finds you well. I was introduced to you by [name of a mutual acquaintance], who spoke highly of you and your work as a [what they do].
I came across your [brief reference to one of their accomplishments, something they published, or something in their portfolio], and I was impressed with [what you liked about it].
As the [your position or title] at [your company name], I am always interested in building connections with talented professionals like yourself. I believe that we could collaborate to achieve [the goal of the meeting].
I would like to meet with you to learn more about your business and explore potential opportunities for collaboration. Would you be available for a quick chat?
Thank you, [Your first name]
Template 34 - Lost lead meeting request
Hello [first name],
I hope this email finds you well. I came across [something related to them or the meeting topic], and it made me think of you.
I would love to get your thoughts on [topic], and I believe it would be beneficial to discuss it further. Would you be available to meet at [time]?
Alternatively, here is a link to my calendar, where you can schedule a meeting at a time that works best for you.
Thank you for your time, and I look forward to talking with you soon.
Best regards, [Your first name]
Template 35 - Thought leader meeting request
Hi [first name],
I came across your recent post about [topic—something that you genuinely liked, were interested in, or relates to what you do]. I particularly appreciated how you [what you liked about it].
In addition, I noticed a common challenge among businesses in your industry, which is [pain point related to what you can do to help them]. As a [what you do], I've been able to help similar businesses, like [name of a similar company that you've worked with or which uses your product], overcome this obstacle.
I would like to discuss how we can help you [benefit that overcomes the pain point] through a brief phone call at your convenience. How does your calendar look for the next week?
Looking forward to connecting with you soon and discussing [meeting topic].
Best regards,
[Your first name]
Template 36 - Meeting request with a hook
Hello [first name],
I hope this email finds you well.
I recently came across [something they or their company has done recently that’s ideally related to why you want to meet], and it caught my attention.
As someone who is passionate about [relevant industry or topic], I would love to chat with you and hear your thoughts on [insert topic of discussion].
Would you be available to have a quick call sometime this week to discuss [insert topic]?
Thank you for considering my request. Looking forward to hearing from you soon.
Best regards, [your name]
Template 37 - 20-minute meeting request
Hi [first name],
I hope this email finds you well.
We had the pleasure of meeting each other at [name of event/conference] last [month/year] and discussed [topic of conversation].
I would love to chat more about [topic of interest] and explore collaboration opportunities.
If that works for you, please schedule a 20-minute call through my calendar link [insert a link to calendar scheduling software].
I am excited to hear from you soon.
Best regards,
[Your first name]
Template 38 - Demo meeting request
Hi [first name],
I’m [your name] with [company name]. We specialize in helping [type of business or industry] improve [pain point you help with].
I noticed that [company name] shares similar challenges as those our clients typically face. Many of our clients come to us for help with [topic].
Our [product or service you want to demo] has helped them:
[benefit 1] [benefit 2] [benefit 3]
We want to offer you a free [time it takes to complete it] demo to showcase our [product or service].
Please click the link to schedule your demo at your convenience.
We look forward to demonstrating how [product or service] can help you overcome [pain point it solves].
Thank you, [Your first name]
Template 39 - Podcast host meeting request
Hi [first name],
I hope this email finds you well.
As the host of [name of your podcast with link], I wanted to reach out and let you know how much I've enjoyed following your [social media/blog/etc.] and your insights on [topic that relates to your podcast's main topic].
Your unique perspective on [topic] would be incredibly valuable to my audience, and I would love to invite you as a guest on an upcoming episode.
Would you be available for a 30-minute interview within the next few weeks? If so, please use the following link to schedule a time that works for you: [insert personalized scheduling link].
Thank you for considering my invitation. I look forward to speaking with you soon and sharing your valuable insights with my listeners.
Best regards, [Your first name]
Template 40 - Networking meeting request
Hi [first name],
I hope this email finds you well.
I am currently working in the field of [position] at [company], but I’m eager to gain more knowledge and insights on [company or type of work you want to discuss with the person]. That's why I reached out to you.
[Their name] spoke highly of you and suggested that you could share some valuable insights on [topic] that could benefit me.
I would greatly appreciate a 15 to 20-minute phone or Zoom call to discuss your experiences and gain valuable insights.
Please let me know if you would be available to chat in the next few weeks. Here is a link to my calendar to schedule a time that works best for you.
Thank you for your time and consideration. I look forward to speaking with you soon.
Sincerely,
[Your first name]
4 simple tools to simplify sales meeting scheduling
Say adios to those endless back-and-forth emails and phone tag games to set up those important sales calls. It's time to introduce you fine folks to some sleek scheduling sidekicks that'll save you precious time and bring zen to setting appointments. 🧘♂️
1. Calendly
Calendly is like the fairy godmother of appointment scheduling. Wave goodbye to double bookings and time zone mishaps—Calendly's got your back! This fabulous tool allows you to set your availability, share a personalized link with your prospects, and voilà! They can choose a time that works for them, and it's automatically added to your calendar. No bibbidi-bobbidi-boo required.
2. Doodle
For indecisive groups, Doodle is pure gold. Doodle simplifies group scheduling by allowing everyone to vote on the best time for the meeting. Just create a poll with multiple options, send it to the participants, and watch the votes roll in. Democracy at its finest, folks!
3. Google Calendar
Google Calendar has got your organizational dreams covered with its easy-to-use interface and features to manage your appointments like a pro. Utilize Google Calendar's appointment slots or the "Find a Time" feature to make meeting planning a breeze while keeping you and your team in sync. (P.S. It's free!)
4. Magical
Not to toot our own horn (well, maybe just a little), but there’s also Magical to make scheduling meetings a breeze. This AI-powered Chrome extension lets you save your favorite meeting request templates as shortcuts, which you can call up anywhere using a simple shortcut trigger. (Like -meeting.) Watch and be amazed as the email writes itself, automatically personalizing the details and adding custom details like the link to your Zoom room.
Ready? Set? Let’s start booking calls.
Selecting the right sales meeting request email template is like choosing the perfect outfit for a special occasion—it needs to match the context, flatter your unique style, and make a memorable impression. Always keep your audience and their specific needs in mind, and don't be afraid to customize and adapt those templates to strike the right chord.
