Meeting Request Email: How to Write One That Gets Accepted

A meeting request email has one job: get the other person to say "yes." Yet most meeting requests are too vague, too long, or don't give the recipient enough reason to accept. Here's how to write meeting requests that consistently get accepted.

The 5 Elements of a Perfect Meeting Request

1. Clear Subject Line

State the purpose immediately:

• "Meeting Request: Q1 Marketing Strategy Review"
• "Can we chat about the Anderson project this week?"
• "15-min sync on website redesign — your availability?"

2. Context (Why This Meeting?)

In 1-2 sentences, explain why this meeting is necessary and why now.

3. Agenda Preview

People are more likely to accept when they know what to expect:

• "I'd like to cover: (1) current project status, (2) upcoming milestones, (3) resource needs."

4. Time and Duration

Always suggest specific times and keep meetings as short as possible:

• "Would Tuesday at 2 PM or Wednesday at 10 AM work? I expect this will take about 20 minutes."

5. Easy Response

Make it easy to say yes:

• "Feel free to grab any open slot on my calendar: [calendar link]"
• "Just reply with your preferred time and I'll send the invite."

Templates

Internal Team Meeting

Subject: Quick sync on [Project] — 20 min this week?

Hi [Name],

I'd like to schedule a brief meeting to align on [Project Name]. Specifically, I want to cover:

1. Current progress and any blockers

2. Timeline for the next phase

3. Any support needed from my end

Would Thursday at 3 PM or Friday at 11 AM work for you? This should take about 20 minutes.

Thanks,

[Your Name]

Client Meeting

Subject: Proposal Review Meeting — [Project Name]

Dear [Name],

Thank you for your interest in [proposal/project]. I'd love to walk you through the details and answer any questions you might have.

I'm available this week on:

- Tuesday, 2:00 PM - 3:00 PM

- Thursday, 10:00 AM - 11:00 AM

The meeting would take approximately 30 minutes. I'll prepare a brief presentation covering the key points and timeline.

Please let me know which time works best, or suggest an alternative.

Best regards,

[Your Name]

Networking Meeting

Subject: Coffee chat? Fellow [industry] professional

Hi [Name],

I've been following your work at [Company] and really admire [specific thing]. I'm working on [related area] and think we could have a great conversation.

Would you be open to a 15-minute virtual coffee sometime next week? No agenda — just a casual conversation.

Completely understand if your schedule is tight. Either way, keep up the great work!

Best,

[Your Name]

Pro Tips

• Suggest 2-3 specific times instead of asking "when are you free?"
• Include timezone if working across regions
• Keep it under 150 words for initial requests
• Follow up once if no response in 3 days

Skip the Drafting, Get Straight to Scheduling

MailFluently's "Meeting Request" scenario generates professional meeting request emails in seconds. Just describe who you're meeting, the purpose, and your preferred times. Try it free at mailfluentlyai.com.