What is a meeting request email?
Simply put, a meeting request email is a document written to formally ask a co-worker or manager or any other individual to meet with you. In the email, you usually suggest an appropriate place of meeting, time, duration, date and topic of discussion. Traditionally this was done with regular letters but most businesses now use emails.
So if you want to know how to request a meeting via email, then read on. You may need to write an email to arrange a meeting with a client or an email to request a meeting with a manager or supervisor. You may even want to write an email to request a meeting with members of your team. Whatever the case, you can modify the sample meeting request email below to suit your particular need.
A meeting request email is typically written for a simple reason – to schedule a meeting. It can be seen as an invitation letter to a meeting.
The vocabulary and character of a typical meeting request email is dependent on who the recipient of the email is, and the purpose of the meeting in general – frequent recipients of a meeting request email include (but is not excluded to); Bosses, clients, colleagues and subordinates.
Before you start writing your invitation letter
Contents of a meeting request email
Again, the email structure may also be affected by the personal relationship the sender may/or may not have with the recipient; however, here are a few tips that a sender should consider including as part of the details contained in the email–
The Reason for the Meeting:
This should be immediately stated after the salutation, with emphasis on the importance of attending the meeting in the recipient’s interest.
The Date and Time of the Meeting:
The date, as well as the time of the meeting should be properly indicated for clarity sake; as well as to avoid misconceptions that could easily be avoided.
The Place of the Meeting
It is important that the venue for the meeting be communicated to the recipient; even if subsequent meetings have been held in the exact same place – leave no room for assumptions.
The Suggested Length of the Meeting
Stating the length of the meeting might help strengthen the resolve of the recipient to attend, as unnecessarily lengthy meetings cause a strain in productivity levels and are simply boring.
It is also important that the email subject is well written, in simple and understandable terms such as ‘ meeting request’
Depending on the recipient of the email, the following details could also be included;
- Request For Follow Up After the Meeting
- What the Recipient Would Gain From the Meeting
If the recipient of the email is a boss or client, it is also important to keep the meeting schedule flexible as they are likely to have it altered to suit their convenience.
Here are a few meeting request emails for varying situations.
MEETING REQUEST EMAIL TO CLIENT (SAMPLE)
*Clients are tricky, and as such the best way to go about an email in this category is to be concise and straight to the point, stating the purpose of the meeting and how it can benefit the client, also adding contact information in closing the email. It is important not to force a client to wade through unnecessary information that they may not even be patient enough to read through.
(Take note that meetings with clients should not be requested on first contact).
*Subsequent to sending an email in this format, a follow–up email could then be sent with details of a meeting venue, date and time after a response to the initial email sent; the clients may even provide their preferred arrangement, otherwise you may respond in this format;
MEETING REQUEST EMAIL TO SUBORDINATES (SAMPLE)
*Emails in this category are much easier to navigate as they are usually informational – you are the boss right?
MEETING REQUEST EMAIL TO COLLEAGUES (SAMPLE)
*Emails in this category are often permitted to be in a less formal tone than normal –depending on the information being relayed in the email; it may reflect the personality of the sender as he/she is known in the office environment
That said, while drafting emails may seem like no arduous task, it shouldn’t be taken lightly as it communicates the professionalism and competence of the sender – and since email communication has become an integral part of how businesses communicate, there is the apparent need to be properly skilled in the process.
While there are a varying number of purposes that an email message could serve, this article will focus on writing a professional meeting request email that would reflect a sender in his/her desired manner.