45 Official Meeting Request Email Templates


In this article, you can get some best quality editable meeting request email templates, but first of all, let’s briefly look at what it actually is. A meeting request email is an official email that is sent to a person in order to schedule a meeting with him. Such an email can be sent to an existing client or it can be sent to any other person for business purposes. 

In order to request a person for a meeting, both meeting request emails and letters are used. In case you are requesting a government official for a meeting, then you will have to write a formal meeting request letter. However, in order to communicate with a client for the same purpose, you can use a meeting request email. For more clear understanding, make sure to scroll down and check out the given below meeting request email templates provided for you.

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Simple Meeting Request Email Templates

Meeting Request Email Template

Meeting Request Email Template

Meeting Request Email Template

Meeting Request Email Template

Meeting Request Email Template

Meeting Request Email Template

Meeting Request Email Template

Meeting Request Email Template

Meeting Request Email Template

Meeting Request Email Template

Meeting Request Email Template

Meeting Request Email Template

Meeting Request Email Template

Meeting Request Email Template

Meeting Request Email Template

How to write and send a Meeting Request Email?

In order to write an effective meeting request email, make sure to follow these given below steps:

  • Briefly introduce yourself at the start of the email, so that the recipient knows about you.
  • If someone suggested you about the meeting or provided you with the contact details of the recipient, make sure to mention the name of that person.
  • After that, directly state your purpose for requesting such a meeting. Try to persuade the client by clearly stating the benefits for him.
  • Suggest a suitable time and date for the meeting, but let the client decide about it. Try your best to adjust your schedule according to their availability.
  • Similarly, suggest a venue for the meeting and here too, prefer the client’s choice.
  • If possible, mention the expected time duration of the meeting.
  • Before signing off, make sure to request the client for his acknowledgement of your request. Doing so will formally confirm the meeting.

However, it is very important that before finally sending the email, you must:

  • Verify that the person, to whom you are sending such an email, is available or not. It can be done by simply making a phone call at his office.
  • Review your email and check that the name, job position and all other details of the recipient are mentioned correctly.
  • Review your schedule once again, and check if you already have an important appointment at the same date and time.

Standard Meeting Request Email Templates

Meeting Request Email Template

Meeting Request Email Template

Meeting Request Email Template

Meeting Request Email Template

Meeting Request Email Template

Meeting Request Email Template

Meeting Request Email Template

Meeting Request Email Template

Meeting Request Email Template

Meeting Request Email Template

Meeting Request Email Template

Meeting Request Email Template

Meeting Request Email Template

Meeting Request Email Template

Meeting Request Email Template

What to do after sending a Meeting Request Email?

After sending a meeting request email, you can possibly face any of the given below situations:

1. If the Meeting Request is accepted:

In this case, you must:

  • Reply to the person and thank him for accepting your request for the meeting.
  • If you wrote and sent the email to the client on behalf of someone else, i.e., your manager or any of your senior, then write an email to both the parties that confirms the schedule of the meeting.
  • Finally, get yourself prepared for the meeting.

2. If the Meeting Request is rejected:

In this case, you should:

  • Suggest other venue for him, if the client rejected your request due to the location.
  • Propose some other time, if the client rejected your request due to time related issues or if the previous time is no longer suitable for him, due to any reason.
  • Revise your reason for the meeting and make it more attractive and interesting.

Here, it is very important to note that you should not insist the client too much. Whatsoever is the reason for rejecting the request for the meeting, don’t forget to thank him for his valuable time.

3. If you receive no Reply:

It is perfectly possible that you have sent a meeting request email to a client and received no reply from him yet. The following could be the reasons for it:

  • The suggested time for the meeting was not suitable for the recipient. Or;
  • The proposed venue was not suitable to him. Or;
  • The reason for the meeting was not of much interest to him. Or;
  • Simply, the person has not received your request.

In this case, you should send a follow-up email to the client asking him:

  • Whether or not he received the first email.
  • Emphasize the importance of the meeting once again.
  • Ask the client to choose the time, date and venue for the meeting, according to their choice and suitability.

Formal Meeting Request Email Templates

Meeting Request Email Template

Meeting Request Email Template

Meeting Request Email Template

Meeting Request Email Template

Meeting Request Email Template

Meeting Request Email Template

Meeting Request Email Template

Meeting Request Email Template

Meeting Request Email Template

Meeting Request Email Template

Meeting Request Email Template

Meeting Request Email Template

Meeting Request Email Template

Meeting Request Email Template

Meeting Request Email Template

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