5 Great Schedule A Meeting Email Templates To Copy & Paste

Getting a meeting scheduled shouldn't be the hardest part of your day. We're breaking down five different email templates to help you get the time you need on the calendar.

Having a go-to template means you can send a clear, effective request in moments, not minutes.

Tips for Writing Schedule A Meeting Emails

• Craft a clear subject line. Make it easy for them to see what you need at a glance. Something like “Meeting Request: [Topic]” or “Catch up on [Project]?” works well.
• State your purpose immediately. Your first sentence should say you want to meet and why. No need for a long wind-up; just get to it.
• Suggest a few specific times. Instead of asking “When are you free?”, offer two or three slots that work for you. This makes it much easier for them to say yes. It’s also a good idea to include a scheduling link as a backup.
• Include a brief agenda. Let them know what you want to cover. It shows you respect their time and helps them come prepared. A sentence or two is all you need.

Types of Schedule A Meeting Email Templates We Will Cover

1. Team Meeting Email Template
2. Client Meeting Email Template
3. Project Update Email Template
4. Sales Pitch Email Template
5. Interview Request Email Template

5 Schedule A Meeting Email Templates

1) Team Meeting Email Template

<template>

Subject: Team Sync: [Project/Topic]

Hi Team,

Let's get a meeting on the calendar to discuss [Meeting Goal]. It's a good time to make sure we're all aligned on [Project Name] and clear any roadblocks before moving forward.

I've set up a few potential times. Please let me know what works for you by voting here: [Scheduling Link].

Here’s a quick look at what we’ll cover:

• [Agenda Item 1]
• [Agenda Item 2]
• [Agenda Item 3]

Please come prepared to share your thoughts on [Specific Topic].

Thanks,

[Your Name]

[Your Position]

</template>

2) Client Meeting Email Template

<template>

Subject: Checking in on [Project Name]

Hi [Client Name],

I'm writing to schedule a brief meeting to [Meeting Goal, e.g., review our progress and discuss next steps]. I'd like to share some updates on [Project Name] and ensure we're aligned on the plan for the upcoming [Milestone or Phase].

Are you available for a [Duration, e.g., 30-minute] call next week? Here are a few times that work on my end:

• [Date and Time 1]
• [Date and Time 2]
• [Date and Time 3]

If none of those work, feel free to book a time directly on my calendar here: [Scheduling Link].

Looking forward to connecting,

[Your Name]

[Your Position]

[Company Name]

</template>

3) Project Update Email Template

<template>

Subject: Update & Next Steps for [Project Name]

Hi [Recipient Name],

I'm writing to share an update on [Project Name]. We've made solid progress on [Specific Milestone or Task], and I'd like to schedule a brief meeting to walk you through the details and align on our next steps.

Are you available for a [Duration, e.g., 20-minute] call next week? Here are a few times that work for me:

• [Date and Time 1]
• [Date and Time 2]
• [Date and Time 3]

If none of those work, feel free to book a time directly on my calendar here: [Scheduling Link].

During the call, we can quickly cover our recent progress and confirm the plan for [Upcoming Phase or Goal].

Talk soon,

[Your Name]

[Your Position]

</template>

4) Sales Pitch Email Template

<template>

Subject: Idea for [Their Company Name]

Hi [Prospect Name],

I came across [Their Company Name] and was impressed with [Specific Compliment or Observation]. It got me thinking about how you approach [Relevant Business Area, e.g., email marketing].

At [Your Company Name], we help businesses like yours [Achieve a Specific Outcome, e.g., design beautiful emails that convert]. I have an idea for how you could [Benefit, e.g., elevate your email marketing] without the usual complexity.

Would you be open to a brief [Duration, e.g., 15-minute] call next week? I can walk you through it and show you how other [Their Industry] companies are using it to [Achieve Specific Result].

If that sounds interesting, feel free to book a time directly on my calendar: [Scheduling Link].

Best,

[Your Name]

[Your Position]

[Your Company Name]

</template>

5) Interview Request Email Template

<template>

Subject: Interview for the [Job Title] Position at [Company Name]

Hi [Candidate Name],

Thanks for your interest in the [Job Title] position at [Company Name]. We reviewed your application and would like to invite you to an interview.

The next step is a [Duration, e.g., 30-minute] [Interview Type, e.g., video call] with me to discuss your experience and learn more about what you're looking for in your next role.

Please use the link below to schedule a time that works best for you:

[Scheduling Link]

We look forward to speaking with you.

Best,

[Your Name]

[Your Position]

[Company Name]

</template>

What About Using Flodesk?

While these templates are great for scheduling meetings, effective communication is key to every part of your business. Flodesk provides intuitive email marketing tools for small businesses, helping you grow and manage your email list without the hassle. You can create, send, and automate emails that engage your audience and drive results, with no coding or design skills required.

Our platform includes a straightforward email builder, powerful automation features, and well-designed forms, giving you everything you need for your email marketing without the usual complexity. Trusted by over 100,000 businesses, Flodesk empowers both beginners and experts to send high-converting emails in a radically simple way.

Wrapping Up

These templates streamline your meeting requests, clearing the way for more important work. Effective communication across your entire business can be just as straightforward.

Flodesk gives you the tools to create and send emails that look good and get results. Sign up to see how simple your email marketing can be.