A meeting request email is highly necessary if you have plans to meet up with an individual or group of people for an interview, business, personal hook-up, or work-related issues. The need to meet up with someone might be for different reasons but you need to understand the fact that people have busy schedules, so the ideal thing to do first is to notify them before arranging a meeting date.
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One good way to notify someone you want to hold a meeting with is by sending a "meeting request email". That will give the person the chance to fit the meeting date into their daily schedule and also help them prepare ahead of time for the meetup. When you send a meeting request email to people, you need to understand that some will say "Yes" while some will reject your request. For those who reject your meeting request, it might be due to a busy schedule. However, a well-written meeting request email can make an individual consider your request.
In this guide, we will look at how to write a unique meeting request via email.
A Meeting Request Email is a written form of message that is sent via email to inform an individual or group of people about a proposed meeting that is fixed for a particular period. This is an email used to request an appointment with someone in a more structured manner and with a defined purpose.
Sending a meeting request via email is a good way to communicate with the person you're planning to meet. It is mostly used in professional settings to arrange business dates and work-related hangouts. It also helps the sender and recipient to keep track of their messages without hassles.
This is a seamless way of arranging meetings with strangers, colleagues, and business associates. There are general meeting request email templates you can work with if you find yourself planning to hold a meeting with someone.
There are important factors you need to know when writing a meeting request via email. These factors are in form of easy steps that will guide you in writing a unique meeting request email that is highly effective.
The first thing to do before drafting your meeting request letter is to do a proper background check on the recipient of the email. This involves conducting good research on individuals involved in the bid to know more about them and their interests. For instance, you can check out their social media page which might show you their favorite relaxation spot. With this info, you can schedule to meet with them there. That can compel them to say yes to your meeting request.
Writing a clear subject line is a vital step you need to focus on when sending a professional meeting request via email. The subject line will state the reason behind the request to have a meeting in a clear sentence, and the recipient can easily have an idea about the purpose before reading the email.
When you have good knowledge about the recipient, you can start the email by introducing yourself. This involves telling the recipient your name whether you share a close relationship with them or not. A recipient could be a colleague at work, business associate, member of a group, or even a stranger. Whoever they might be, you will do well to explain who you are before telling your purpose.
The next thing to do is to state your purpose which is to schedule a meeting. Write this email in a polite and official tone. Explain the reason(s) why you want to schedule the meeting, and state any benefits they stand to enjoy if they decide to honor the request. Ensure your email is highly convincing and enticing.
As discussed earlier, the purpose of this type of email varies but it is mostly used in professional settings. Hence, it is important to describe your work experience and skills briefly so that the recipient will know more about you and what you have to offer. Tailor this to your field and attach your resume if it's necessary.
This section of the meeting request email is where you propose a meeting date and arrange a suitable location. Ensure you make this flexible for the recipient by allowing them to adjust the proposed date and location. Suggesting different times, dates and locations will give the recipient a chance to choose what's best for them.
You should close your meeting request email by asking the recipient to give you feedback on their decision. This is a way of getting a confirmation reply. It also allows the recipient to arrange a different date and location if there's a need to.
There are situations where people are too busy to reply to emails, you should send another follow-up email if you don't get a response after a week or two. If you finally get a confirmation, ensure you send a reminder a few days before the date. That will keep the recipient aware of the meeting date and time.
Here are several examples of Meeting Request Email samples and templates;
From,
[Name of Sender]
[Address of Sender]
Date:
To,
[Name of Recipient]
[Address of Recipient]
[Recipient's Contact Information]
SUBJECT: […………………………………]
Dear Sir/Madam,
My name is …………………. [Name of Sender] and I am the ………………………… [Mention Position] at [Name of Organization] in ……………... [Name of City/State]. I have had a wonderful opportunity of working with my team in this role for ………. [Number of Years], and I have been working in this field for over a decade.
I have been following some of your social media pages (i.e. Twitter and Instagram) for some time now, and I have to say I am impressed by the transition you recently made from data analysis to content creation. I know you're probably very busy at this time, but I will sincerely appreciate an opportunity to meet with you to discuss the strategy you deployed to make the transition a successful one. I will also like to learn more about the company you are working with currently.
Will you be available sometime next month? We could meet for a quick cup of tea, or if you prefer to have lunch, we could meet at …………………… [Name of Restaurant]. I am also open to other suggestions and recommendations. Let me know when it will be convenient for you.
Sincerely,
[Name of Sender]
Sample Professional Meeting Request Email
From,
Jonathan Bliss
2748 Petunia Way, Birmingham AL 35209
Date: 7th July 2020
To,
Tonya Kerns
1320 Oak Avenue, Chicago IL 60606
SUBJECT: [………………………………]
Dear Tonya Kerns,
I, Jonathan Bliss is writing this letter to inform you about the scheduled meeting on …………… [Mention the Subject of the Meeting] that is going to take place on ……………………….. [Mention Scheduled Date] at …………………….. [Mention Meeting Location].
The purpose of the meeting is to discuss extensively…………………………. [Mention the Topic of Discussion], so your presence at the meeting will be greatly appreciated. Hence, we are inviting you to attend the meeting and share your inputs on the topic.
Below are the details of the meeting schedule:
Date:
Time:
Venue:
Subject:
Please, feel free to contact me if you have any doubts or update regarding the meeting.
Sincerely,
Jonathan Bliss
How to Increase the Chance of Getting a Positive Response
There are factors you need to consider if you want to boost the chance of getting a positive response after sending a meeting request via email. These tips will increase the response rate, which in turn helps to convince a recipient to say yes.
You need to keep in mind that everyone probably has a busy schedule, so sending a follow-up email if you don't get a response after a week or two is the right thing to do. Let's have a look at another example of a meeting request email.
From,
Matthew McGuffin
3865 Mount Tabor, Westbury, NY 11590
914-565-5430
Date: 15th August 2020
To,
Rodney Hillis
2310 Conaway Street, Columbus IN 47201
SUBJECT: [………………………………]
Dear Mr. Hillis,
My name is Matthew McGuffin and my director, Jerry Kinsey at [Name of Company], suggested I request a meeting with you during my upcoming trip to Texas, to learn more about the work you are doing with artificial intelligence. I have experience working in the media and IT fields.
I have attached my resume alongside this email so that you can get a better understanding of my professional skills and career background. I would welcome the opportunity to gain more in-depth knowledge about your company, and how you are implementing AI technology.
I am planning a trip to Texas next month, from 10th September to 20th September, and can make myself available at any time that will be convenient for you. During my visit, I will be glad to have the chance to speak with you, or even another member of your team.
I will contact your office in the first week of September to arrange a meeting date and time.
Sincerely,
Matthew McGuffin
A good way to arrange a meeting with someone professionally is to send them a meeting request via email. We've provided several templates you can work it in the guide. The templates will help you write effective meeting requests via email.
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