Our inboxes have never been busier.

More than 280 billion emails were sent and received every single day in 2018. By 2023, that number is expected to reach 347 billion. For a bit of (terrifying) context, that’s more than three times the number of humans who have ever lived.

So it’s hardly surprising that a lot of emails get ignored – in fact, it’s a wonder we ever get around to responding to any of them. With all that competition around, it’s vital that your business meeting request emails cut through the noise. Here’s how to do it.

Time slot spacing determines the gap between the times that a customer can book. The minimum space is fifteen minutes, and the gap rises in increments of fifteen minutes until it reaches five hours. By using each of these three settings, it’s possible to control when your events begin.

Integration with staff’s Office calendar helps to quickly find available time to avoid double-booking, and an easy to navigate webpage lets your customers find and book appointments around the clock. Bookings helps you spend less time scheduling and more time meeting with customers. With technology, teachers across different schools (although Singapore is a very small country, and meeting face to face is not an issue, locating a common time slot for meeting still proved to be challenging) can share ideas and materials in a digital space. The calendar game – My rule of thumb is to ask for 2-3 time slots within the next 5 days. If they can’t meet any of the time slots, ask them for some alternatives. Target the morning – Try to get something first thing in the morning (e.g. A coffee meeting) so you are less likely to get bumped because one of their other meetings ran late.

What are the key elements of a business meeting request email?

First things first: let’s consider what we’re actually trying to achieve here.

When I use the phrase “business meeting request email,” I’m not talking about requesting a one-on-one with your line manager or a campaign debrief with your team. For that, you can use an internal email tracking tool. I’m talking specifically about reaching out to a prospect. You want to book a meeting – a phone call, a video conference, a screen sharing session or ideally in person – to discuss your product and how it’s relevant to their needs. You want to sell to them.

You might already have a relationship with that person, and if you do then you should be sending them text messages, or this might be the first time you’re reaching out to them. Perhaps you’ve been given their details by a mutual connection, met them at a networking event, or found them on LinkedIn. Having these 10 meeting request email templates allows you to scale your sales engagement outreach efficiently.

Whatever the status of your relationship with the prospect in question, there’s a simple rule you can follow to help you structure your meeting request email. It’s called the RAP model:

R – provide a reason for writing;
A – request a specific action;
P – end the message professionally

There are a couple of other principles to keep in mind, too. Endeavor to keep your sentences short and simple – you’re trying to communicate a clear message in the most concise way possible, not write War and Peace – and make your subject lines brief and to the point. Additionally, personalizing the email to your target recipient is generally more effective than mass email blasts.

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Examples of great business meeting request emails

So you’ve read my advice. That’s fine, but you’re probably still wondering what a great business meeting request email – one that gets you in front of your prospects – actually looks like. It’s definitely not the type of writing you are used to creating for social media. Also, it has nothing to do with your college assignments. And even if right now you’re thinking something like “writing my papers was as easy as ABC”, take your time and have a look at the emails below.

Never fear. I’ve put together ten examples of meeting request emails that get results. Feel free to adapt them to your own situations and recipients.

Example 1: Professional cold email #1

Dear [name of client],

I’m [your name], and I work in [your position] at [your company]. We’re specialists in [detail activities]. Given that you’re a leading [role of prospect’s company] within our niche, I believe a collaboration would be in both our interests. In particular, you’d benefit from being able to access our consulting team and our award-winning product suite.

I’d like to take this opportunity to invite you for a meeting at [location], at [proposed date and time], when we can discuss this further.

Feel free to suggest another time and location if that doesn’t work for you.

Kind regards,

[your name]

Example 2: Professional cold email #2

Dear [client name],

I’m [your name], and I work in [your position] at [your company]. Our companies work in the same niche, so I believe we could both benefit from cooperating with one another.

Our product suite is specifically tailored to [product purpose] and could really help with [prospect’s pain points], so I’d love to discuss how we could work together. Are you free to meet at [location] on [date and time] to talk this through?

I look forward to your response.

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Have a great day,

[your name]

Example 3: Cold email displaying your credentials

Available time slot for meeting email template

Hi [prospect’s first name],

I’m [your name] and I’m with [company name], which specializes in [what you do]. We’ve built a client base ranging from venture-backed startups to Fortune 500 companies like [big-name clients].

Unlike [other companies in your niche], we take a different approach to growing companies. We move fast – and if we don’t think we’re right for you, we’ll tell you upfront.

Are you free for a chat at [time options] to talk through how we could help you with [prospect pain points]?

Kind regards,

[your name]

Example 4: Reaching out to someone you’ve recently met

Hey [prospect’s first name]!

We met at [event] yesterday.

Sounded like you were interested in some of the [your services] we offer.

Want to book in a quick* meeting this week to see what we can do?

Let me know when you’re available.

Sincerely,

[your name]

*When I say quick, I actually mean it – we’ll keep it to 15 minutes tops. I know you’re busy!

Example 5: Cold email highlighting an issue

Hi [client’s first name],

I was on your website yesterday for [use case] when I noticed an issue. [Give brief details].

I’m a [job role] and I’ve fixed this same issue for lots of other companies, including [client names], so I could definitely do the same for you. It would help you to [benefits of fixing problem].

I’ve got some free time next week to talk this through. Here’s a link to my meeting scheduler [include link].

Best,

[your name]

Example 6: Cold email for SaaS companies

Hi [client’s first name],

You guys are doing some pretty great things in the [client’s industry] space.

I’m emailing you because my company, [company name], has helped lots of companies in similar positions by:

[Product benefit]

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