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You may structure your words in the best possible way using an email, preventing blunders and helping you and your receiver to keep track of messages. You can textualize your meeting request by utilising the background of your previous emails. You can also send a calendar request, which will immediately schedule a meeting for both of you on your online calendars, making the process more efficient. You can also utilize a generic template to submit several individualized requests in a short amount of time. That’s why, as long as you know how to send them, emails are an excellent way to schedule a meeting
Requesting a meeting for a potential employer, your boss, or a person in authority you wish be in contact with can be quite intimidating. There are a lot of factors to consider and be cautious of as you want to create an image of you they would be willing to entertain. This is especially hard when the communication has to be done through an email and through words but rest assured, it will reach your intended recipient. What this article can then do take away the stress from you as we provide sample email meeting requests and a tip or two to leave a lasting impression.
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What is a Meeting Request Email
Any email that is sent to seek a meeting with someone is referred to as a meeting request email. It will usually ask if the recipient has time to talk or if they want to schedule a time to talk. This holds true for both virtual and in-person meetings. Typically, the meeting will delve deeply into a single topic. These are frequently actionable items that necessitate decisions. Someone may, for example, send a meeting request email in order to set up a meeting to discuss a company’s budget or marketing objectives.
A meeting request email could very well be any kind of email you have written and sent out to just more formal and with intentions of making an appointment. It functions to send the message that there could be a business proposition you want them to take interest in and the two of you should discuss further. Because you want the other party at the end of the line to grant you this meeting appointment, your request email has to be structured in a way that catches their attention especially when there is a strong possibility that your recipient could be drowning in emails. Your intentions have to be written in simple, brief but impressionable sentences so that they feel the importance of what you are trying to communicate.
Parts of a Meeting Request Email
To start writing a meeting request email of your own, keep in mind the following parts:
1. A Brief Subject Line
To engage the receiver, a subject line should be succinct, clear, and incorporate an interesting or personal detail. Include the words “meeting” or “schedule” in your sentence. If the email is being sent to someone who isn’t expecting it, include information that will persuade them to open it, such as a common friend’s name. A subject line could pretty much be, if not one of, the most integral part of your email. It’s basically the entirety of your request summarized in at most 3-6 words and is what your recipient can see the first thing on their inbox that would determine if they choose to open your email or not. Having a succinct subject line is a sure way to catch their attention and it could look like either of these:
- Meeting Request for Project Ventura
- Meeting Invitation: Project Ventura Proposal
- Partnership Invite: 5th Project Ventura Campaign
- Request for a Meeting at a Place of Your Choice
2. Appropriate Salutation
In a professional context, using a businesslike format is always appropriate, so begin your email with a salutation, just like you would with a business letter. “Dear Mr./Ms.” and the recipient’s last name is a common greeting. If you’re confused about the gender of someone with an uncommon name, you can utilize their first and last names. Emails in general start with a salutation to address the person you are writing to and to start setting up a polite tone. It’s typically Dear Mr./Mrs with the last name of your recipient. However, if this your first exchange with them and their gender is something you are unsure of, there are gender-neutral ways for you to address them (ie., Dear + first and last name, Dear Mx., Dear + company/organization name). This should also serve as a reminder for you to look up the person/s you’re writing to and check on their preferred pronouns and genders they identify with.
In this section, you may have the option to introduce yourself briefly for those who are not expecting an email from you. If you’re a small startup company or a newly-opened business that wants to make a name in the industry, it should be a given that not your recipient may be unfamiliar with your brand. If the latter is the case, then you may introduce your business as long as you provide only its relevant information.
After giving them details about you that should, by the way, not take more than 2-3 sentences, you can further the introductions by relating what you do to their organization’s vision or how you came to know your recipient. This way, you can smoothly transition the direction of your email to the reason as to why you’re wrecking your brain writing the perfect email in the first place. It can look like this:
“I am (Name) from (Organization/Company/Business Name) that, like you, aspires to (connection your brand and your recipient has).”
4. Purpose of Email Request for Meeting Appointment
Assuming that you have briefly talked about what interested you in reaching out to your recipient, this is the part where you explain in detail the reason as to why you want to meet with them and discuss further your proposal. Articulate your intentions in a manner that is convincing without giving everything away. They have to know more about your proposal and be sure to let them know that this can only be done should they agree to a scheduled meeting with you.
While this serves as the highlight of your email, be sure to make it brief with all your meeting agenda concisely laid out.
5. Provide a time and place
Now that you’ve expressed your interest in wanting a meeting appointment with your recipient, close the deal by providing a tentative time and place for the both of you to meet. You may also mention the ideal duration of the meeting so they’re aware of how long it will last should they have a meeting scheduled right after. Be sure to also emphasize that they have the option to come up with a schedule and a location that works best for them.
6. Closing Line
While this is optional, you may opt to add a short closing statement expressing your gratitude and the hope they take you up on your offer for an appointment. It may go like, “I am looking forward to talking to you soon” or “Thank you for your time. I hope to see you soon to discuss more of what I can bring to the table”.
7. Set up a reminder
Send a reminder a day or two before the meeting with the location and time details once you’ve received confirmation. In some cases, such as if you are an administrative assistant booking a meeting for your manager with someone else, you may need to plan a meeting for two parties. In this scenario, make sure both parties are aware of the agreed-upon time and location, and send them reminders.
Tips to Keep in Mind When Writing Your Meeting Request Email
How do you politely ask for something
While the tone in computer-mediated communication can be indistinguishable, you may still show that you are being polite by applying a formal approach in your writing. You may also use polite markers such as, “hoping” and “wondering” or phrases like, “Do you think you might be able to grant…?”
How do you arrange a meeting?
If you’re fortunate, arranging a meeting should simultaneously be your priority and the least of your worry. Prioritized because this could mean you are now moving on to the next phase of your plan: preparing to sell your proposal. And the least because hey, you’ve secured the meeting! And isn’t that the purpose of this email request? To arrange a meeting, your email should have stated a tentative time and place still leaving your recipient the option to come up with a schedule that works for them.
How do you write a request email?
Writing a meeting request email isn’t actually that complicated. While there is a structure, a meeting request email that gets attention is still the one that is written convincingly. Be forward and clear with your intentions. You may even explain to them how important and urgent that this meeting happen. Be mindful of your grammar and spelling errors, too.
What are the advantages of scheduling a meeting over email?
A meeting email request requests that you and the recipient meet at a specific time, date, and location. In other circumstances, you may be confirming a previously agreed upon time. There are numerous advantages to booking a business meeting via email:
- You and the recipient can refer to the email for meeting details afterwards, such as the location, time, and place, as well as contact information and the meeting’s purpose.
- With only a few clicks, you and the recipient can move the meeting’s details to a calendar or organizing tool.
Now that you finally know the ropes to creating a Meeting Email Request, you will find yourself rethinking what exactly about writing an email request for a meeting is intimidating and find that it’s not so much as the writing itself but the waiting game for a reply that’s agonizing. Rest assured, you have done your part. The next thing you have to do now is to wait for that confirmation email notification.