Meeting Letter

How to Schedule Meeting via Email Efficiently and Practically

Sending an email is a common corporate communication to create a meeting. For a variety of reasons, you may need to send out a meeting email request, such as setting up an interview, following up on a business lead or exploring a project with a potential client. The ability to accurately and clearly plan a meeting is a communication skill that are going to need in your career.

The purpose of an email for scheduling a meeting can be for you and the receiver to arrange a time, date and location. Sometimes you may confirm a pre-arranged time, or other details that you may have agreed upon. You and the receiver can additionally refer to the email later for details on the meeting. Both parties may also benefit from the option to be able to move the meeting information quickly to a calendar or scheduling app with couple of clicks. If you have a

The Elements of a Good Scheduling Email

Firstly, do your research about the person you’re emailing to make sure you don’t send the email to the wrong individual. Then, if you are confident that you have the right person, check their name, pronunciation, job description and contact information. Inaccurate contact data leads to emails that go to the wrong person and may mean that they don’t get a response. They can make your reputation take a hit as well.

Choose your subject line carefully

Subject lines are the core part of your text, but they are viewed as an afterthought all too often. The topic of you mail should be descriptive, simple and contain an important or personal information for the recipient. You can include the word “meeting” or “schedule” when the recipient does not expect your email to intrigue them to open it.

Use greeting phrases

You can never go wrong, in a work environment, to use a business format, so start your Email with a greeting same as a business letter. Generally, “Dear Mr./Ms.” and the last name of the recipient is sufficient.



If required, introduce yourself

In some cases, there will be a meeting with someone who doesn’t expect your e-mail and perhaps doesn’t even know you. Introduce yourself in the email and include the relevant details so that they can be assured that the email is authentic.

Clarify the meeting’s objective

Explain the objective and the necessity of the meeting to help the other party understand the importance of organizing a meeting. Knowing precisely why you’re meeting would also help them to plan and allocate the required time and resources.

Show flexibility for time and place

Give your recipient options for the meeting if you have the flexibility to do so. The flexibility can increase the chance of reaching a agreed time. In your Email, you can list a few different times and places as well.

And finally, “Request a reply or confirmation”. A confirmation will set the meeting in motion.

Free Samples of the Email Template


Dear [Mr. /Ms. Last Name],

My name is [Full Name], and I am writing to you because [describe why you require to set up a conference. If you have a mutual friend who introduced you, this is a great time to notice that name.]

I would like to meet for [some meal/somewhere] sometimes [nominate…