State who you are in one line, give one reason the meeting helps them, say how long it takes, and offer two or three specific times. End with an easy question such as "Does Tuesday at 2pm work?"
Vague requests like "can we find time to chat?" push the work onto the reader. Specific ones get answered.
Revbound sorts every reply, answers interested leads with your free times and books the meeting.
Try it free for 3 days3 days free, every featureHow to structure a meeting request email
| Part | What to write |
|---|---|
| Subject | Topic plus length, e.g. "20 minutes on [topic]?" |
| Context | One line: who you are or how you connected |
| Reason | The outcome for them |
| Ask | Length, format and 2 to 3 times |
| Close | A yes-or-no question |
6 meeting request email templates
1. To a prospect
Subject: 20 minutes on [topic]?
Hi [name],
I help [type of company] [result]. Given [trigger at their company], I think a 20-minute call could save you [specific thing].
Would [day] at [time] or [day] at [time] work?
2. To an existing client
Subject: 30 minutes before [milestone]
Hi [name],
With [milestone] coming up, I'd like 30 minutes to agree [decision].
Are you free [day] at [time] or [day] at [time]?
3. To your manager
Subject: 15 minutes on [topic]
Hi [name],
Could we take 15 minutes this week to decide on [topic]? I'll bring two options and a recommendation.
[Day] at [time] works for me.
4. To a potential partner
Subject: Idea for [their company] + [your company]
Hi [name],
We both work with [audience]. I have an idea for [partnership] that could [benefit for them].
Open to a 20-minute call next week?
5. After meeting at an event
Subject: Following up from [event]
Hi [name],
Good to meet you at [event]. You mentioned [topic], and I'd love to continue that conversation.
Would [day] at [time] suit you?
6. Follow up on an unanswered request
Subject: Re: 20 minutes on [topic]?
Hi [name],
Bumping this in case it got buried. Still happy to do 20 minutes on [topic], or I can send a short summary by email instead.
Which is easier?
Subject lines for meeting requests
- 20 minutes on [topic]?
- Quick question about [project]
- [Mutual contact] suggested we talk
- Idea for [company]'s [goal]
- Following up from [event]
Test yours with the subject line tester.
When a prospect says yes, Revbound replies with free times from your calendar and books the meeting.
Try it free for 3 daysFAQ
How do you politely ask for a meeting by email?
Give one line of context, one reason it helps them, the length, and two or three specific times.
How long should a meeting request email be?
Under 100 words is ideal, so it can be read on a phone in one glance.
What is a good subject line for a meeting request?
Specific and short, such as "20 minutes on [topic]?"
How long should you wait before following up on a meeting request?
Three to four business days is a reasonable gap before a short follow up.