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Meeting Request Email Templates

A meeting request should answer three questions before they are asked: why, how long, and when. These templates do that in a few lines.

Highlighted [brackets] are the parts to replace. Use “Personalise with AI” to fill them from a short description of your situation.

Meeting request (internal)

Asking a colleague or manager for time.

Subject: 20 minutes on [topic] this week?

Hi [first name], Could we find 20 minutes this week to talk about [topic]? I'd like to [goal, e.g. agree on the launch date]. I'm free [slot 1] or [slot 2], or grab any time on my calendar: [link] Thanks, [your name]

Meeting request (external)

Asking a client, partner or prospect for a call.

Subject: Call about [topic] on [day]?

Hi [first name], I'd like to set up a short call to [purpose]. It should take about [duration]. Would [day, time, timezone] or [day, time, timezone] work? If not, feel free to pick a slot here: [link] Best, [your name]

Reschedule

When you need to move a meeting.

Subject: Moving our [day] meeting

Hi [first name], Sorry for the change: something came up and I can no longer make [original time]. Could we move to [option 1] or [option 2]? Happy to work around your schedule. Thanks for understanding, [your name]

Want a stronger subject line? Write one with the AI subject line generator and check it in the tester.

Frequently asked questions

What should a meeting request email subject line be?

State the topic and the time ask: “20 minutes on the Q3 plan this week?”. Specific beats “Meeting request”.

How do I politely ask for a meeting?

Give the purpose, the length and two or three concrete time options (with time zones), or a scheduling link.

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