How to Ask for a Meeting Politely: 15 Email Templates

To ask for a meeting politely, say what it’s for and how long it will take, then offer two or three specific times or your scheduling link, or both. Offer to work around their schedule if none of the times suit them. The less they owe you, the more of the work you should take on.

Below are templates you can copy and change as you like:

• Five short templates for clients
• General meeting request email
• Meeting request email from a mutual connection
• Informal meeting request for someone you already know
• Cold sales email meeting request
• Corporate meeting request
• Follow-up meeting request after meeting someone at an event or conference
• Sales demo meeting request
• Podcast recording meeting request
• Informational interview meeting request
• A meeting request email for agencies

Placeholders are in square brackets, like [first name]. Replace them before you send.

How do I ask a client to book a time?

Client messages can be short, because the client already knows you. Say what the call is for, then send your link or a few times. Each template below has a line for each.

A new client who asked to talk

Subject line: Booking our call

Hi [first name],

Thanks for reaching out. Let’s set up a [length] call to talk through [what they asked about] and what working together would look like.

With your link: You can pick a time that suits you here: [your scheduling link]

With a few times: Would [time 1], [time 2], or [time 3] work for you? These are in [their time zone].

Talk soon,

[your name]

An existing client, for a check-in or a review

Subject line: Time for our [monthly / quarterly] check-in

Hi [first name],

It’s about time for our check-in. I’d like to go over [what you’ll review] and plan [what’s next]. It should take about [length].

With your link: Grab whatever time suits you: [your scheduling link]

With a few times: Are you free [time 1] or [time 2]? Happy to find another time if neither works.

Thanks,

[your name]

After sending a proposal or a quote

Subject line: Questions about the proposal?

Hi [first name],

I sent over the proposal for [project] on [day]. If it would help to talk it through, I’m happy to walk you through it and answer any questions. It shouldn’t take more than [length].

With your link: If that sounds useful, pick a time here: [your scheduling link]

With a few times: Would [time 1] or [time 2] work? If you’d rather reply by email, that’s fine too.

Thanks,

[your name]

A follow-up when a client hasn’t booked yet

Subject line: Still want to meet about [topic]?

Hi [first name],

Just checking in on the call about [topic]. No rush if now isn’t a good time.

With your link: My calendar is here whenever you’re ready: [your scheduling link]

With a few times: I still have [time 1] and [time 2] open this week, if either suits you.

Thanks,

[your name]

Asking a client to reschedule

Subject line: Can we move our call?

Hi [first name],

I’m sorry, but something came up and I can’t make our call on [day and time]. Could we move it?

With your link: You can choose a new time here: [your scheduling link]

With a few times: Would [time 1] or [time 2] work instead? Sorry for the shuffle.

Thanks,

[your name]

Tips for writing meeting request emails

Before the rest of the templates, here are a few things to keep in mind when you ask someone for a meeting.

• Write like a person. Use your own words and your own voice. A message that sounds generated is easy to ignore.
• Keep it short. Assume the person you’re writing to is busy. Be clear, and don’t bury your ask.
• Offer value. The less you know someone, the more you need to give them a reason to meet.
• Be honest about your intentions. Nobody likes to feel tricked, so don’t bait and switch them on the call.
• Don’t be overly friendly with people you don’t know. Most people see through it. If you’re asking a stranger for a sales call, don’t write as if you’re old friends.
• Follow up, politely. People are busy, so one follow-up after a few days is a good idea. Five emails in a week is not.

Should I send my scheduling link or suggest times?

A link is the fastest way to book when the other person asked to meet. When you’re asking for their time, offer to work around them first: paste two or three times that suit you, and offer your link as an option. For more on when a link is polite, see our guide to scheduling link etiquette.

General meeting request email

This is a standard meeting request email that you can use for a wide variety of meetings.

Subject line: [first name], have time to meet?

Hi [first name],

I read about [an interesting detail about them or their company, or a recent award or accomplishment].

I’m a [your title] at [your company]. Your company’s focus on [the detail or accomplishment] got me thinking about ways we could work together on [the goal of the meeting].

Would you be open to a [length] call to talk it over? I could do [time 1] or [time 2], or I’m happy to work around your schedule.

Thank you,

[your name]

Meeting request email from a mutual connection

If you have a connection in common with the person, this is a good email to send.

Subject line: [first name], have time for a quick chat?

Hi [first name],

[Name of a mutual connection] recommended you as a [what they do].

I was interested in [one of their accomplishments, something they published, or something in their portfolio]. I liked how you [what you liked].

As the [your title] at [your company], I’m always looking to build connections with [what they do]. Based on the work you’ve done, I think we could work together now or in the future on [the goal of the meeting].

Would you be open to a quick chat? I could do [time 1] or [time 2], or let me know what suits you.

Thank you,

[your name]

Informal meeting request for someone you already know

The easiest meetings to book are with people you already know well. Here is an informal template you can use.

Subject line: Free to chat about [topic]?

Hi [first name],

How have you been?

I was reading about [something related to them or the topic], and I’d love to get your thoughts on it.

Would you be free on [time 1], [time 2], or [time 3]?

Or, if you’d rather, here is a link to my calendar: [your scheduling link]

Looking forward to catching up.

Thank you,

[your name]

Cold sales email meeting request

Here is a cold email template you can use. In a first cold email, ask a question or offer a few times rather than sending a link.

Subject line: Let’s meet about [topic]

Hi [first name],

I read your recent post about [topic you genuinely liked or that relates to what you do]. I liked how you [what you liked about it].

While reading it, I also noticed [what you noticed, ideally a problem you can help with].

As a [what you do], I help businesses like yours, such as [a similar company you’ve worked with], solve [the problem you mentioned].

Would you be free for a quick call sometime in the next week or so to talk about [topic]?

Thank you,

[your name]

Corporate meeting request

If you’re trying to schedule a meeting at a large company, this template has a more formal tone.

Subject line: Available to talk about [topic]?

Hi [first name],

I saw [something they or their company did recently, ideally related to why you want to meet].

I’d like to talk with you about [the reason for the meeting]. Would you have [length] for a call on [time 1] or [time 2]? If neither works, I’m happy to fit around your calendar.

Thank you,

[email signature]

Follow-up meeting request after meeting someone at an event or conference

Whether you met someone at a happy hour, a meetup, or a conference, this is an email you can send to set up a follow-up call.

Subject line: We spoke at [event]

Hi [first name],

We met at [event] during [when you talked].

I enjoyed talking with you about [topic]. Would you be free to chat more about it this week?

Here’s a link to my calendar so you can book a 20-minute call at a time that works for you: [your scheduling link]

Looking forward to talking more.

Thank you,

[your name]

Sales demo meeting request

This is a standard sales demo email. If the person hasn’t asked for a demo, offer a few times and keep your link as a backup.

Subject line: See how [product] can [problem it solves]

Hi [first name],

I’m [your name] with [your company]. We help [type of business] with [problem you solve].

[Businesses like theirs] turn to us for [topic]. Our [product or service] has helped them:

• [benefit 1]
• [benefit 2]
• [benefit 3]

Would you be open to a [length] demo? I could do [time 1] or [time 2]. If neither works, you can pick another time here: [your scheduling link]

Thank you,

[your name]

Podcast recording meeting request

Hosting a podcast and want to interview someone? Here is a template you can use. You’re asking a favor, so offer to work around their schedule.

Subject line: Available to be interviewed on [podcast name]?

Hi [first name],

I’m the host of [podcast name, with a link]. We talk about [the podcast’s main topic, which should relate to the person you’re emailing].

I’ve been following you on [social media or their blog]. I love your views on [topic], and I think my listeners would get a lot from hearing from you.

Would you be up for a 30-minute interview in the next few weeks? I’m happy to work around your schedule. If it’s easier, you can also pick a time on my calendar: [your scheduling link]

Thank you,

[your name]

Informational interview meeting request

If you’re job hunting or exploring a new career, this is a template you can use to ask for an informational interview.

Subject line: [Name of mutual connection] suggested I contact you

Hi [first name],

I’m working as a [your title] at [your company], and I’m hoping to learn more about [the company or type of work you want to discuss].

My colleague [their name] thought you could give me some insight into [topic].

Would you have 15 to 20 minutes in the next few weeks to talk about your experience, by phone or video call? I’m happy to work around your schedule.

Thank you for your time,

[your name]

A meeting request email for agencies

Here is a sales meeting request email for agency owners and consultants.

Subject line: [first name], let’s talk about [topic]

Hello [first name],

Congratulations on [something they recently achieved or launched].

I love how your [product or achievement] [something positive related to why you’re reaching out].

As a [your title] at [your company], I help companies like yours [what you help with].

Would you be open to a chat sometime next week about how we could help with [problem or benefit]?

Thank you,

[your name]

How do I offer times without the back-and-forth?

If you use SavvyCal, these features take the work out of the templates above.

Propose times. Pick open times from one of your scheduling links and copy them as a snippet to paste into your email. Each time links to your booking page with that time selected, so the other person can book it in a couple of clicks, and the snippet ends with a link to the rest of your times. Nothing is held until someone books. Propose times is in the menu next to each link on your Links page, and in the SavvyCal Chrome extension. See Proposing times.

A link for one person. Duplicate a link, add the person’s name and email so they’re filled in on the booking form, and set it to single-use. It’s archived after they book. See Single-use links.

Overlay. The person booking can click Overlay my calendar on your link and sign in with Google, Microsoft, or Fastmail to see their own events next to your open times. See how calendar overlay works.

Scheduling links need SavvyCal Basic, $10 per user per month billed annually or $12 monthly. Meeting polls are free.

FAQs

Does a scheduling link in a cold email hurt replies?

It can. Many people won’t click a link in an email from someone they don’t know. In a first cold email, ask a question or paste two or three times instead, and send your link once they reply.

How many times should I offer?

Two or three specific times, shown in their time zone. More than that is harder to choose from. If none of them work, your scheduling link can show the rest of your open times.

Is it rude to send a scheduling link?

Usually not. A link is polite when the other person wants the meeting and it saves them a round of emails. When you’re the one asking for their time, offer to work around their schedule first. See our guide to scheduling link etiquette.

How do I follow up if they don’t book?

Send one short follow-up after a few days, with two or three specific times. If they still don’t reply, let it go for now.

Start sending better meeting request emails today

Good meeting request emails are clear, short, and personal, and they make it easy to say yes. Use the templates above as a starting point.

To make booking easier for you and the people you meet with, try SavvyCal. Propose times from your calendar, send a single-use link to one person, or let them overlay their own calendar on your link. Get started with SavvyCal.