5 Great One On One Meeting Email Templates To Copy & Paste

One-on-one meetings are a cornerstone of great team communication, and the emails that set them up are just as important.

But figuring out what to write every time can be a drag. Referring to a template takes the guesswork out of crafting your message, helping you communicate clearly and get back to your day.

Tips for Writing One On One Meeting Emails

• Nail the subject line. Make it clear and searchable. Something like “1:1 for w/c Oct 23” or “Our weekly sync” works well. It helps both of you find it later.
• State the meeting's purpose. Give a heads-up on the main topic. A simple “Let’s chat about the Q4 launch” or “Wanted to check in on your career goals” sets clear expectations and helps the other person come prepared.
• Create a collaborative agenda. Suggest a few talking points, then invite them to add their own. This turns the meeting into a true partnership and ensures both people get what they need from the conversation.
• Keep it brief. Get straight to the point. Your email should be scannable. Use short sentences to propose a time, share the purpose, and link to an agenda. That’s it.

Types of One On One Meeting Email Templates We Will Cover

1. Performance Review Email Template
2. Project Update Email Template
3. Career Development Email Template
4. Feedback Session Email Template
5. Goal Setting Email Template

5 One On One Meeting Email Templates

1) Performance Review Email Template

<template>

Subject: Upcoming Performance Review

Hi [*Employee Name*],

It's time for our scheduled performance review. I've booked some time for us to connect on [*Date*] at [*Time*] to discuss your contributions and performance over the last [*Quarter/Year*].

The goal of this meeting is to reflect on your achievements, discuss areas for growth, and align on goals for the upcoming period. To help us have a productive conversation, please take some time beforehand to complete your self-assessment in [*HR Platform/Document Link*] by [*Date*].

I've started a draft agenda here: [*Link to Agenda*]. Please feel free to add any topics you'd like to discuss.

I'm looking forward to our conversation.

Best,

[*Your Name*]

[*Your Title*]

</template>

2) Project Update Email Template

<template>

Subject: Project Update: [*Project Name*]

Hi [*Team Member Name*],

Let's sync up on the [*Project Name*] project. I've scheduled some time for us on [*Date*] at [*Time*] to go over our progress and plan our next steps.

The goal is to review recent milestones, address any blockers, and align on priorities for the coming week. Please come prepared to discuss your progress on [*Specific Task or Milestone*].

I've put together a brief agenda here: [*Link to Agenda*]. Please add any topics you'd like to cover.

Looking forward to it,

[*Your Name*]

[*Your Title*]

</template>

3) Career Development Email Template

<template>

Subject: Let's talk about your career growth

Hi [*Employee Name*],

I'd like to set aside some time to focus specifically on your career development and long-term aspirations. I've booked a meeting for us on [*Date*] at [*Time*].

This conversation is all about you—where you see yourself going, what skills you want to build, and how I can support your growth here. To get us started, please spend some time thinking about what you'd like to achieve in the next year or two.

I've created a shared document for us to brainstorm and track ideas: [*Link to Document*]. Feel free to add your initial thoughts there before we meet.

I'm excited to hear your thoughts and plan your next steps together.

Best,

[*Your Name*]

[*Your Title*]

</template>

4) Feedback Session Email Template

<template>

Subject: Feedback & Growth Conversation

Hi [*Team Member Name*],

I'd like to schedule our next one-on-one to focus on feedback. I've set aside time for us on [*Date*] at [*Time*].

This is a dedicated space for us to exchange constructive feedback—what's working well and where we have opportunities to improve. My goal is to have an open, two-way conversation. Please come prepared to share your thoughts on your recent work, as well as any feedback you have for me or the team.

I've started a private agenda for us here: [*Link to Agenda*]. Please add anything you'd like to discuss.

Looking forward to our chat.

Best,

[*Your Name*]

[*Your Title*]

</template>

5) Goal Setting Email Template

<template>

Subject: Planning our goals for [*Quarter/Year*]

Hi [*Employee Name*],

Let's set aside some time to plan your goals for the upcoming [*Quarter/Year*]. I've scheduled a meeting for us on [*Date*] at [*Time*].

The aim of this session is to define clear, achievable objectives that align with our team's priorities and support your professional growth. We'll discuss what you want to accomplish and map out the key results to get there.

To help us prepare, I've created a shared document where you can start jotting down some initial ideas: [*Link to Document*]. Please add your thoughts before our meeting.

I'm looking forward to mapping out a successful [*Quarter/Year*] with you.

Best,

[*Your Name*]

[*Your Title*]

</template>

What About Using Flodesk?

While these one-on-one meeting email templates provide a great starting point, Flodesk offers intuitive tools to help small businesses streamline the entire process. We make it simple to grow and manage your email list, allowing you to create, send, and automate messages that connect with your audience. You don't need any coding or design experience to get started.

Thousands of businesses use Flodesk to send effective emails without the usual complexity. Our platform gives you access to an intuitive email builder, powerful automations, and well-designed forms. It’s everything you need for your email marketing, all in one place.

Wrapping Up

Clear communication is the foundation of effective one-on-one meetings. Use these templates as a starting point to set clear expectations and foster productive conversations.

Flodesk brings that same clarity to all your business communications. Sign up to create and send emails that connect with your audience.