How to Write a Meeting Request Email

Here are the basic steps you can take to write an effective meeting request email:

1. Introduce yourself

As a general rule, it’s always a good idea to begin your email by introducing yourself. That said, whether you start with an introduction ultimately depends on whether you know the person. If the individual you’re requesting a meeting with is an associate, you should include a brief reminder of how you know them and where you met. If you’re requesting a meeting with a stranger, you should let them know how you got their name and whether they were referred to you by someone.

2. Explain the purpose of the meeting

Next, include a polite but direct statement about why you want to meet. For example, do you want to learn more about the company they work for or inquire whether they anticipate any job openings in the future? You may even just want advice on your portfolio. Try to be convincing by providing mutually beneficial reasons for wanting a meeting. Your meeting request email should show that you can provide value while enticing them with curiosity at the same time.

Learn more: 7 Questions to Ask in an Informational Interview

3. Do your research

You should always research the individual before sending your email. By understanding their background and current position, you can create an email that’s more compelling. You could even learn small pieces of information about their interests that can encourage them to say yes to your request. For example, if you read on their social media profile that they love Taco Tuesdays, then you could always suggest meeting at a local taco restaurant. This could be more enticing for them than just meeting at the local coffee shop.

4. Describe your skills and experience

Briefly explain your skills and experience as related to the industry the person is in. This can help them understand your background prior to the meeting, allowing them an opportunity to think through how they could help you in advance. In order to keep this section brief, you may want to consider attaching your resume so they can gain a better understanding of your experience if they so choose.

5. Be flexible

Propose a date, time, and location for the meeting, but also be flexible. You may even want to suggest a time frame in which you’re available so that the other party can suggest the time that works best for them. You could also offer a few different times and locations that they can choose from.

6. Ask for a reply

It’s important to always ask the recipient to acknowledge the receipt of your request and confirm a meeting or propose a new time and location.

• Keep your letter brief. Keep in mind that the person you’re emailing is probably busy. By keeping your letter brief, you’ll increase the likelihood that they will read your letter to the end and reply.
• Use professional language. Remember that even though you’re sending an email, it’s still a form of business communication. The language you use should be polite and professional.
• Follow up. Remember that the person you’re sending a meeting request email to is likely busy, so you may not hear back from them right away. If you don’t hear back within one week, send a follow-up email. You could also specify a time in your email to contact them to set up the meeting. If that’s the case, wait to contact them or reach out to someone in their office at that time.
• Proofread. Always proofread your letter carefully before hitting send. Double-check to make sure that you’ve spelled all names correctly.

Learn more: The Dos and Don’ts of Business Email Etiquette

Here are a few examples of meeting request emails to help you write your own:

Example 1

Hi Mr. Andrews,

My name is Maria Walters and I’m a senior project manager at Global Finance Org here in Nashville. I’ve had the privilege of working with my team in this role for the past three years and have been working in project management for over a decade.

I’ve been following you on social media for some time and was impressed by the transition you recently made from technology to content strategy. I know you’re probably extremely busy, but I would love to sit down with you and hear more about the steps you took to make that transition, as well as just learn more about the company you work for. Are you available anytime next week? We could meet for a quick cup of coffee or, if you want to grab lunch, we could meet at The Taco Station. I’m also open to other recommendations.

Let me know when would be a good time to meet.

Sincerely,

Maria Walters

Example 2

Dear Ms. Myers,

My name is Amber Jennings and my manager, Tom Bryant, suggested I request a meeting with you during my upcoming trip to Miami to learn more about the work you’re doing with artificial intelligence. My background is in information technology and media. I’ve attached my resume so that you can get a better understanding for my background and skills.

I would welcome the opportunity to gain more in-depth information about your company and how you’re using AI technology with your clients. I’m planning a trip to Miami in the next month, from the October 15 to 25th, and can be available at any time that’s convenient for you. I hope to have the opportunity to speak with you, or even another member of your team, during my visit. I will contact your office the week of October 1st to set up a time to meet.

Sincerely,

Amber Jennings