The Ultimate Guide to Emails Requesting a Meeting
The use of email has profoundly impacted society through how everybody can communicate with each other. Let it be your personal life or professional life. If you evaluate the daily limit of sending and receiving emails, the results will indeed come out to be shocking. Leaving behind all the old-school types of communication techniques, we have now opted email communication as the practical, favorite, and most convenient method.
Sending emails to your colleagues and management is an easy way to communicate your work details and thoughts. But in organizations, email also plays a vital role in planning meeting invites. Meetings are essential in professional life, and email communication helps you make meeting invites and send them to many people. So let us go through the guide below that can assist in producing creative and exciting mail meeting invites.
What is a meeting request email?
An effective meeting request email is a mail message sent to one or more recipients to schedule an appointment with them. The meetings should always have a reason or purpose behind them. Meeting requests sent via mail messages are professional and convenient as well.
Meeting requests are typically written to request your team members or managers to attend a meeting, where you ask them to pick up some time or day to discuss some topic related to their work. Most importantly, such messages should always follow a set structure, and if you follow that, you increase your chances of getting notable clients to accept and attend your meeting.
Therefore, it is rightly said that emails are the perfect and best form of communication to set up a meeting; be sure you know how to write it well. The primary benefit of sending meeting requests is that, in this way, both parties can track their plans as per their calendars and then propose the available day and time for the meetings.
An email element of a business meeting
A meeting request email is unlike a one-to-one meeting invite sent to your manager. It can be an email that is being sent to your prospects. However, you can take the right tips for business mails to help you excel positively.
So let us learn about the main element of these business meeting requests, which is the RAP Model.
The RAP model is basically like a simple rule you must follow while structuring the meeting request messages, where your relationship with the notable clients is not to be considered. RAP stands for:
- R-provides you with the specific reason for the meeting.
- A-request a specific course of action from the outreach messages recipient
- P-end the email message professionally.
There are many other principles that you need to keep in mind while drafting such messages, like keeping the sentences straightforward and short, making creative and brief mail subject lines, and maintaining professionalism and conversational tone throughout your email. This helps make your meeting requests look even more authentic and professional.
How to create an email to request a meeting?
When scheduling a meeting invite via email, you must be clear about the specific goal and the main gist of the reason for your outreach message and its script. So, to determine how to write and schedule a meeting request, follow the below simple steps:
- (Clear and Crisp) email subject line
- Your Introduction
- The reason for the email requesting a meeting
- Time and location (propose flexible times and suitable dates)
- Confirmation reply request
- A reminder
Start with an explanatory and crisp subject line.
The first interaction between the sender and the notable clients of the mails starts with its subject line. So it would help if you always tried to make it self-explanatory, catchy, crisp, and clear, which instantly tempts the recipient. It would be best if you tried to use more formal tones in the subject line, like in the below subject line examples:
- Request for a team meeting
- Please confirm your availability for the next session.
- Are you available for a discussion on Wednesday?
- Rachel suggested we meet.
Swag, professional email greeting!
You would have constantly been receiving meeting invites starting with a salutation like "Dear Mr./Ms." and following with the recipient's last name; this looks like a gendered salutation. So it would be best not to use such greetings for your business meeting request messages. Below are some examples of professional salutations that you can use:
- Dear Employees,
- Dear Manish (if you know him personally),
- Dear Manish Mehta,
- Regards, Prem and Viral
- Dear Marketing Team,
- Hello Team
- Hello Deepak
If you send an effective meeting request to people you may or may not know, including a brief introduction about yourself at the beginning of your email will help maintain the mail’s authenticity. It helps break the ice before further getting into the casual, formal discussion.
So you must ensure that your introduction includes all the mandatory and essential details about you, such as your designation, work profile, and workplace. Below are some basic examples of the same:
- Rahul Sharma and I are the heads of the marketing department at Gurgaon.
- My name is Mannish Mehta, and I work in the finance department at the Bangalore Branch.
State the reason for the meeting.
After the introduction part of the meeting request, you can explain the purpose and reason for setting up the meeting. It can be a significant blow-down for the sender if they miss mentioning the sole purpose of scheduling the appointment via email.
So you should explain the reason for the meeting in a short paragraph of two or three short sentences. It is correctly said that "being specific is the key to being certain," which is confirmed in writing outreach messages.
You can write shorter sentences and try to bold and highlight the main points of the format to emphasize the reason for the meeting. Below is an example of the same:
- I want to meet and discuss your department's hiring and talent requirements for the following year.
Suggest a flexible date and time.
Indeed, suggesting a specific date, time, and place for the meeting makes things easy to proceed with. Hence, this is a meeting request, so it has some flexibility.
So, for such situations, it is advisable to propose a wide range of time frames depending upon the recipient's availability and then let them decide their suitable time.
It gives the recipient ample time to decide the day, time, and place of the meeting that works for both of you. Below is an example if you are sending a meeting request to your team:
- I am available anytime after 12.30 PM on Thursday so that you can reserve the meeting room as per your availability. And also, add a calendar invite along with your email that clearly states the day, time, and place for the meeting.
Request for confirmation or reply
Once you complete the mandate details in the meeting request email, always end it by asking the recipient to confirm their availability or a reply. This will help you make further reservations about the meeting place, snacks, etc.
Below are examples of that:
- Please RSVP to the attached meeting invite.
- Please confirm your availability for the meeting by Tuesday at 9 AM so I can proceed with further preparations accordingly.
- Proofread your email before sending it.
A professional message with some typing, grammatical, or spelling errors reflects the recipient's lack of professionalism and sincerity. Ensure that any messages you send are proofread and do not appear to be cold emails. You can refer to the most fantastic email software, SmartLead AI, and the challenging email checklist.
Finally, if you believe any part of the mail is unclear or may cause confusion, edit it to ensure clarity for the recipients.
Send follow-ups or reminders.
Depending upon the importance and urgency of the meeting, first, you can wait for the recipient to respond and confirm. And if that does not happen within your requested days or time, make sure you send them a reminder or a follow-up email for the meeting. Below is a basic example of that:
- Dear Manish Mehta, I just wanted to remind you about our meeting tomorrow at noon. You already have the link and other details of the meeting. Please let me know if you will change the suitable date or time.
The positive benefits of creating meeting requests through emails
Below are some reasons why it is beneficial to create and send meeting requests:
- Control: When you request a meeting by email, you have complete control over how you want it to proceed. You can do it professionally, which is impossible if done over the phone.
- Record-keeping: it makes it easy for both parties to keep the record and refer to the email or the old messages to check the details of the meeting.
- Convenience: sending meeting requests this way is the most convenient as you have all the meeting details in one place for both parties. And even you can make changes in date, time, or place whenever you wish to before the meeting starts.
- Accuracy: There are high chances of noticing an incorrect day, time, and place for the meeting, but in the meeting request messages, all these details are accurate in your calendar.
As we all know, sending emails is an art because email is the most valuable tool for requesting meetings these days, so it has to be pretty straightforward and organized. After going through all the above best practices and templates for meeting request emails, you can slay your meeting messages in your professional life.
You have to familiarize yourself with all these elements and things to be included in your meeting request messages, and you are good to go then.
Tanmay is a SEO Content Writer at Smartlead. His zeal and enthusiasm in writing led him to the path of being a Content Writer. He has been advancing in this field by possessing more knowledge and skills. His constant endeavor has made him a whiz in SEO, Creative Writing, and driving sales through writing.