The right way to Write Assembly Request E-mail That Will get Replies

It’s no secret: In knowledgeable setup, you need to ship assembly request emails fairly often.

You would possibly want to achieve out to a shopper, a teammate, or anybody you’re employed with to get a gathering booked on their calendar.

And irrespective of who it’s for, electronic mail continues to be probably the most efficient methods to request and schedule a gathering.

However writing that electronic mail?

That’s the place most individuals get caught.

Since you’re left questioning:

• What precisely ought to I say?
• How a lot context ought to I present?
• Ought to I sound formal or preserve it informal?
• And the way ought to I persuade them to say sure?

Properly, in the event you’ve ever opened a clean draft to jot down a gathering request electronic mail and had no concept find out how to begin, this weblog is for you.

Right here’s what you’ll discover:

• A step-by-step course of to jot down a gathering request electronic mail
• One of the best assembly request electronic mail templates you should utilize

Let’s get began! 🤩

The right way to Write a Assembly Request E-mail? (Step-By-Step Course of)

Let’s be sincere — individuals are busy, and your prospects already get too many generic emails.

So if you wish to stand out and really e-book that assembly, your electronic mail must be clear, considerate, and well-structured.

Right here’s the straightforward electronic mail construction I like to recommend for writing a powerful assembly request electronic mail:

👇

With a purpose to write an efficient assembly request electronic mail, you must first have a correct concept about your Supreme Buyer Profile (ICP) and Purchaser Persona. 

After that, comply with these steps, the place I’ve achieved an in depth breakdown of every part:

1. Have a Clear Topic Line
2. Open With a Personalised Greeting and Introduction 
3. State the aim of the E-mail 
4. Ask for Their Availability
5. Shut With a Name to Motion
6. Signature and Contact Information
7. Proofread Earlier than Hitting the Ship Button

1. Have a Clear Topic Line

You might need already heard this – First impressions are the most effective impression! 

For emails, the topic is the very first thing your recipient sees of their inbox.

This decides whether or not your electronic mail ought to be opened… or ignored.

Subsequently, write a topic line that sparks curiosity and solutions this query:

Why ought to I open this electronic mail?

Right here’s an instance for a hookworthy topic line👇

Now, to jot down such compelling electronic mail topic strains, you possibly can comply with this guidelines✅

• Be clear and particular about your objective.
• Handle the recipient’s curiosity, function, or ache factors.
• Maintain it brief and direct (normally 5 to 9 phrases works finest).
• Solely add urgency or curiosity if wanted.

And most significantly, AVOID SPAM WORDS!

Utilizing phrases like free, purchase now, restricted time provide, assured, or something that feels salesy or clickbait gained’t do you any good.

Get extra right here: 200+ examples for chilly electronic mail topic strains!

Maintain your topic strains brief and on level. That’s it!

2. Open With a Personalised Greeting and Introduction

As soon as your recipient opens the e-mail (Because of the efficient topic line), 

The subsequent factor they see is the e-mail greeting.

Many professionals don’t know the significance of this part and go along with generic greetings for his or her meeing electronic mail like:

Expensive Sir/Madam, To whom it could concern, Greetings, Hello there,….

These generic greetings negatively impacts the recipient, and provides the impression that it was not written for them.

To keep away from this, personalize your greetings. Listed below are some examples:

After greeting them, it’s time to start out your electronic mail with a superb intro.

For intros, I’ll all the time counsel personalizing them.

This can preserve them inquisitive about studying forward and improve their probability of replying to your electronic mail.

Attempt to embrace these pointers for personalization in your emails:

• Reference latest exercise or particulars
• Handle the recipient’s job function or firm 
• Speak about their ache factors

Belief me, a customized greeting and intro may have a huge effect on the best way they reply.

3. State the aim of the E-mail

Be it you, me, or your recipients, all of us ask the identical factor once we get an electronic mail:

What’s in it for me?

In order for you somebody to comply with a gathering, you must reply that query upfront. Give them a transparent cause to fulfill you — one thing that advantages them, not simply you.

Right here’s find out how to do it properly:

• Spotlight how the assembly will assist them (trace: communicate to their ache factors)
• Present how one can resolve a particular drawback or add worth
• Again it up with outcomes, examples, or case research
• Be clear about how a lot time the assembly will take

Right here’s a fast instance:
“I’d love to point out you the way our chilly electronic mail platform may also help enhance your outbound conversions. Most groups utilizing it have seen as much as a 30% elevate in replies with much less effort.”

That’s the form of message that makes your recipient suppose, “This sounds price my time.”

And bear in mind — to get a sure, you first have to construct belief.

4. Ask for Their Availability

This can be a large mistake many professionals make!

You’ve written a powerful electronic mail and obtained them inquisitive about a gathering.

But when the time slots you counsel don’t work for them, all that effort might go down the drain.

As an alternative of asking them to counsel a time, strive providing just a few time slots they’ll decide from.

This makes it simpler for them to say sure with out having to do the back-and-forth.

It’s also possible to use scheduling instruments that permit recipients e-book a slot immediately out of your calendar.

Keep away from utilizing strains like “Are you able to please share an appropriate time?” — it places the burden on them to determine it out.

Your aim ought to be to make the method as easy and low-effort as doable.

5. Shut With a Name to Motion

The decision to motion comes on the finish of your electronic mail. Right here, you information your recipients to take the subsequent steps.

So it’s fairly clear that it’s essential. 

Therefore, reasonably than going with imprecise electronic mail closing strains like let’s join quickly, Don’t Miss Out, and many others.

You may go along with CTAs that make it straightforward in your recipients to say sure, like:

• You need to use this hyperlink to e-book immediately on the calendar.
• Is there any free slot in your calendar for a fast name this week?
• Do any of those time slots give you the results you want? Comfortable to regulate if wanted.

In case your call-to-action is evident, your recipient will know precisely what to do subsequent. This additionally makes it extra possible that they’ll say sure to your assembly.

6. Signature and Contact Information

The e-mail signature comes on the finish of your electronic mail. It normally incorporates: 

• Your title
• Firm
• Different related particulars

Whereas it’s on the finish of the e-mail, don’t assume that it’s not essential. 

Including an in depth signature will make you look credible, skilled, and actual. 

It helps the recipient to belief you, and in addition will increase the prospect of getting a reply.

7. Proofread Earlier than Hitting the Ship Button

A flawed comma could make you find yourself in jail! 

Have a look at these two sentences:

• Pardon, inconceivable to be despatched to jail.
• Pardon inconceivable, to be despatched to jail.

The primary one saves a life. The second ruins it… all due to a tiny comma.

Equally, typos can have an effect on the recipient’s impression of you – proofreading will allow you to keep away from this.

So, after writing an electronic mail, all the time make certain to proofread earlier than hitting the ship button.

A sophisticated electronic mail exhibits professionalism and can play an enormous function in constructing belief and reinforcing your message.ntext about who you’re, and that alone can improve their willingness to answer.

Ideas for Avoiding Spam Filters and Boosting Open Charges

• Maintain your topic line brief and punchy ​
• At all times personalize by including names, firm, or context ​
• Concentrate on worth by displaying what’s in it for them ​
• Keep away from spammy phrases  like FREE, Act Now, Hurry, or Restricted Provide ​
• Use sentence case to keep away from triggering spam filters ​

Assembly Request E-mail Templates for Totally different Functions

I’ve proven you find out how to write assembly request emails that get replies. 

Now, let me share some ready-to-use templates for various situations. 

I’ve categorized the templates into the next:

Listed below are the classes:

1. Generic Assembly Request

Generic Assembly Request Template

Topic:Request to Join on {{matter}}

Hello {{First Title}},

I would wish to schedule a {{size}} assembly with you on {{date}} at {{time}}. This may permit us to debate {{matter}}.

The aim is to {{desired end result}}. I believe the assembly could be useful to [benefit to recipient}}.
Please let me know if you are free at that time. If not, I'm happy to reschedule for a more convenient time.

Looking forward to connecting.

Regards,
{{Your Full Name}}
{{Your Position}}
{{Your Company}}
{{Your Contact Information}}

2. Professional Meeting Request Email

Professional Meeting Request Email Template 

Subject:Meeting Request to Discuss {{Specific Topic}}

Dear {{Recipient's First Name}},

I hope you're doing well. My name is {{Your Name}}, and I am the {{Your Position}} at {{Your Company}}.

I wanted to reach out and request a brief meeting to discuss {{specific reason - project, partnership opportunity, consultation, etc.}}. 

I believe this could be valuable as {{brief reason of benefit to the recipient}}.Would you be available for a quick call or meeting on {{propose 2-3 time slots}}?

Looking forward to hearing from you.

Best regards,
{{Your Full Name}}
{{Your Position}}
{{Your Company}}
{{Your Contact Information}}

3. Polite Meeting Request Email

Polite Meeting Request Email Template

Subject:Catch-up on {{topic}},  Are You Available This Week?

Hi {{First Name}},

I hope you're having a wonderful week!I’m reaching out because I'd love to schedule some time to catch up and hear about what you've been working on lately.

No big agenda items - just looking to check in and hear what's new.Let me know if Tuesday at 10 a.m. or Wednesday at 2 p.m. works for you. 

Or if there's another time that fits your schedule better, I'm happy to make it work.

Best,
{{Your Full Name}}
{{Your Position}}
{{Your Company}}
{{Your Contact Information}}

4. Follow-up Email

Follow-up Email Template

Subject:Just following up on my previous email about {{topic}}

Hi {{First Name}},

Just checking in to see if you had a chance to go through my previous email regarding {{mention the topic briefly}}.

Would love to hear your thoughts or if you'd like to explore this further. Please let me know if you'd like me to resend any details.Looking forward to hearing from you.

Best,
{{Your Full Name}}
{{Your Position}}
{{Your Company}}
{{Your Contact Information}}

5. Request to Reschedule a Meeting Email

Request to Reschedule a Meeting Email Template

Subject:Request to Reschedule Our Meeting{{topic}}

Hi {{First Name}},

I hope you're doing well. I wanted to reach out regarding our upcoming meeting scheduled for {{original date and time}}.

Unfortunately, due to {{brief reasons like an unforeseen commitment}}, I won’t be able to make it at that time.

Would it be possible to reschedule our meeting to {{propose 2-3 new time slots}}?

Apologies for the inconvenience, and I appreciate your understanding.

Looking forward to your response.

Best regards,
{{Your Full Name}}
{{Your Position}}
{{Your Company}}
{{Your Contact Information}}

6. Thank You for Meeting with Me Email

Thank You for Meeting with Me Email Template

Subject:Request to Reschedule Our Meeting{{topic}}

Hi {{First Name}},

Thank you so much for taking the time to meet with me today. I really appreciated the opportunity to learn more about {{specific topic discussed}} and to share insights about {{your role/company/project}}.

As discussed, I’ll {{mention any follow-up actions like sending resources, setting up the next steps, or waiting for their feedback}}.

Looking forward to staying in touch and continuing our conversation.

Best regards,
{{Your Full Name}}
{{Your Position}}
{{Your Company}}
{{Your Contact Information}}

Templates for Internal Workplace Meeting Requests

When compared to meeting request emails to clients or prospects, internal meeting request emails don’t require personalization elements since the recipients already have a connection with the sender.

Still, there are different scenarios for internal meeting emails, and I have ensured to add a template for almost all of them:

1. Meeting Request Email to Colleagues
2. Request a Meeting with Your Boss/Superior Email
3. Team Meeting Request Email
4. Urgent Meeting Request Email
5. Lunch Meeting Request Email
6. Request a Phone Call Meeting Email

1. Meeting Request Email to Colleagues 

Meeting Request Email to Colleagues Template 

Subject:Are You Free This Week to Discuss {{topic}}?

Hey {{First Name}},

Hope you're doing great! I was wondering if we could catch up sometime this week to discuss {{brief reasons like project updates, next steps, or brainstorming ideas}}.

Would {{propose 2-3 time slots}} work for you?Let me know what works best. 

Looking forward to chatting!

Cheers,
{{Your Full Name}}
{{Your Position}}
{{Your Company}}
{{Your Contact Information}}

2. Request a Meeting with Your Boss/Superior Email

Request a Meeting with Your Boss/Superior Email Template

Subject:Can we have a meeting to discuss about {{topic}}

Hi {{First Name}},

I hope you're doing well. I wanted to check if you would be available for a quick meeting sometime this week to discuss {{mention the purpose}}.

Would {{propose 2-3 time slots}} work for you?Let me know your availability, and I’ll be happy to adjust accordingly.

Thank you for your time.

Best regards,
{{Your Full Name}}
{{Your Position}}
{{Your Company}}
{{Your Contact Information}}

3. Team Meeting Request Email

Team Meeting Request Email Template

Subject:Team Meeting: Discussing {{Key Agenda}}

Hi Team,

I wanted to set up a quick meeting so we can discuss {{ key agenda}}.

Would {{propose 2-3 time slots}} work for everyone?Feel free to suggest an alternative if these don't work. 

Looking forward to syncing up with you all.

Best,
{{Your Full Name}}
{{Your Position}}
{{Your Company}}
{{Your Contact Information}}

4. Urgent Meeting Request Email

Urgent Meeting Request Email Template

Subject:Urgent! Need Meeting Regarding {{Specific Issue}}

Hi {{First Name}},

Apologies for the short notice, but I would like to request a quick meeting to discuss {{briefly mention the urgent issue or reason}}. 

It’s important that we align on this as soon as possible.Would you be available today or tomorrow at {{propose 2-3 time slots}}?

Please let me know if any of these work, or feel free to suggest another time.Appreciate your time and quick response.

Best,
{{Your Full Name}}
{{Your Position}}
{{Your Company}}
{{Your Contact Information}}

5. Lunch Meeting Request Email

Lunch Meeting Request Email Template

Subject:Lunch Meeting - Let's Catch Up!

Hi {{First Name}},

Hope you're doing well! I was wondering if you'd be available to grab lunch sometime this week or next. 

It would be great to catch up and discuss {{mention the purpose}}.

Would {{propose 2-3 dates/times}} work for you?

Looking forward to it!

Best,
{{Your Full Name}}
{{Your Position}}
{{Your Company}}
{{Your Contact Information}}

6. Request a Phone Call Meeting Email

Request a Phone Call Meeting Email Template

Subject:Available for a quick Phone Call to discuss {{topic}}?

Hi {{First Name}},

I was hoping we could connect over a quick phone call to discuss {{briefly mention the topic}}.

Would you be available for a quick call on {{propose 2-3 time slots}}?

Let me know what works best for you. Looking forward to hearing from you!

Best,
{{Your Full Name}}
{{Your Position}}
{{Your Company}}
{{Your Contact Information}}

Email Templates to Request a Meeting for HR & Recruitment

HR & recruitment emails require a different tone altogether. These templates are best suited for scenarios like scheduling interviews, coordinating with HR teams, or reaching out to candidates and recruiters.

 Clarity, professionalism, and respect for the recipient’s time are key when sending these emails.:

1. Interview Meeting Request Email
2. Email Template to Request a Meeting with HR
3. Request for a Meeting with a Job Candidate Email
4. Request for a Meeting with a Recruiter Email

1. Interview Meeting Request Email

Interview Meeting Request Email Template 

Subject:Interview Invitation for {{Job Title}} Role at {{Company}}

Hi {{Candidate's First Name}},

Thank you for applying for the {{Job Title}} role at {{Your Company}}. 

We were impressed with your profile and would love to invite you for an interview to learn more about you and share details about the role.

Would you be available for an interview on any of the following slots?{{Propose 2-3 date & time options}}The interview will be conducted {{mention format: virtual/in-person}} and is expected to last around {{duration}}.

If none of these times work for you, feel free to suggest an alternative that fits your schedule, we’ll be happy to accommodate.

Looking forward to hearing from you soon!

Best regards,
{{Your Full Name}}
{{Your Position}}
{{Your Company}}
{{Your Contact Information}}

2. Email Template to Request a Meeting with HR

Email Template to Request a Meeting with HR Template

Subject:Need Your Time to discuss on {{HR Topic}}

Hi {{HR's First Name}},

Hope you're doing well. I’m reaching out to check if we could have a quick meeting to discuss {{briefly mention purpose – policy clarification, benefits, HR concern, etc.}}.

Would any of the following time slots work for you?
{{Propose 2-3 date & time options}} If not, I’m happy to adjust based on your availability — please let me know what works best for you.

Appreciate your time and support as always!

Best regards,
{{Your Full Name}}
{{Your Position}}
{{Your Company}}

3. Request for a Meeting with a Job Candidate Email

Request for a Meeting with a Job Candidate Email Template

Subject:Discussion on Next Steps for Your Application

Hi {{Candidate's First Name}},

Hope you’re doing well!I wanted to check if you’d be available for a quick meeting to discuss {{specific reason – interview preparation, document clarification, or the next steps in the hiring process}}.

Would any of the following time slots work for you?
{{Propose 2-3 date & time options}} If none of these work, feel free to suggest a time that’s more convenient for you.

Looking forward to connecting with you and moving things forward!

Best regards,
{{Your Full Name}}
{{Your Position}}
{{Your Company}}
{{Your Contact Information}}

4. Request for a Meeting with a Recruiter Email

Request for a Meeting with a Recruiter Email Template

Subject:Meeting Request to Discuss {{Role Name}} Opportunity

Hi {{Recruiter's First Name}},Hope you’re doing well.I wanted to check if we could connect for a quick meeting to discuss {{mention the purpose — the job opportunity, candidate feedback, or any clarifications regarding the role or hiring process}}.Would any of these time slots work for you?
{{Propose 2-3 date & time options}}If not, happy to work around your availability — feel free to suggest a convenient time.Looking forward to your response.Best regards,
{{Your Full Name}}
{{Your Position}}
{{Your Company}}
{{Your Contact Information}}

Sales & Business Development Meeting Request Templates

Sales emails need to be sharp, personalized and focused on the value you bring to the table. Whether you’re booking a discovery call, pitching a product demo, or reaching out to decision-makers, these templates are crafted to help you get that all-important ‘yes.’:

1. Sales Meeting Request Email
2. Product Demo Meeting Request Email
3. Meeting Request for SaaS Companies

1. Sales Meeting Request Email

Sales Meeting Request Email Template

Subject:Let's Talk About {{Pain Point or Opportunity}}

Hi {{Recipient's First Name}},

Hope you're doing well. I'm reaching out to see if you'd be open to a quick call to discuss how {{Your Company/Product}} can help {{Recipient's Company}} with {{specific challenge or goal}}.

Would you be available for a quick 15-20 minute call on {{propose 2-3 date and time options}}?

Happy to tailor the conversation based on your current priorities.

Looking forward to hearing from you.

Best,
{{Your Full Name}}
{{Your Position}}
{{Your Company}}
{{Your Contact Information}}

2. Product Demo Meeting Request Email

Product Demo Meeting Request Email Template

Subject:See How {{Your Tool}} Can Help {{Their Company}} in Just 15 Mins

Hi {{Recipient's First Name}},

I was wondering if you'd be open to a quick product demo of {{Your Product}}. 

I believe it could help {{Their Company}} with {{specific pain point or challenge}}.

Would you be available for a short 15-20 min call on {{propose 2-3 date and time options}}?

Happy to customize the demo around your needs and focus on what matters most to you.

Looking forward to hearing from you!

Best,{{Your Full Name}}
{{Your Position}}
{{Your Company}}
{{Your Contact Information}}

3. Meeting Request for SaaS Companies

Meeting Request for SaaS Companies Template

Subject:Here’s How {{Your Product}} Can Help {{Their Company}} Grow Faster

Hi {{Recipient's First Name}},

Hope you're doing well! I came across {{Their Company}} and was genuinely impressed with the work you're doing in the SaaS space.

I’d love to connect for a quick chat to explore how {{Your Company/Product}} could help {{Their Company}} with {{specific pain point}}.

Would {{propose 2-3 date and time options}} work for a short 15-20 min conversation?

Let me know if that works for you or feel free to suggest a time that fits your schedule better.

Looking forward to hearing from you!

Best,
{{Your Full Name}}
{{Your Position}}
{{Your Company}}
{{Your Contact Information}}

Templates for Partnerships, Investors, & Networking

These types of emails require a balance between professionalism and warmth.

The key here is to show mutual benefit, establish relevance quickly, and keep the tone conversational but respectful.

Below are templates for a few different scenarios to help you start these conversations on the right note:

1. Partnership Request
2. Collaboration Meeting Request Email
3. Request for a Meeting with an Investor Email
4. Meeting with Someone You Met at an Event/Conference Email

1. Partnership Request

Partnership Request Template

Subject:Partnership Idea for {{Their Company}}

Hi {{Recipient's First Name}},

I hope you're doing well. I wanted to reach out to explore potential partnership opportunities between {{Your Company}} and {{Their Company}}.

Given the work your team is doing in {{industry/niche}}, I believe there could be strong alignment and mutual benefits if we explore working together.

Would you be open to a quick call or meeting to discuss this further? I'm happy to work around your schedule and can propose {{2-3 date/time options}}.

Looking forward to hearing from you!

Best regards,
{{Your Full Name}}
{{Your Position}}
{{Your Company}}
{{Your Contact Information}}

2. Collaboration Meeting Request Email

Collaboration Meeting Request Email Template

Subject:I Have a Collaboration Idea for {{Their Company}}

Hi {{Recipient's First Name}},

I came across {{Their Company/Work}} and felt there might be a great opportunity for us to collaborate on {{briefly mention the idea — a project, content piece, event, or campaign}}.

Would you be available for a quick call to brainstorm how we could potentially work together?

Let me know if {{propose 2-3 time slots}} work for you, or feel free to suggest a time that suits you best.

Looking forward to hearing from you!

Best regards,
{{Your Full Name}}
{{Your Position}}
{{Your Company}}
{{Your Contact Information}}

3. Request for a Meeting with an Investor Email

Request for a Meeting with an Investor Email Template

Subject:Potential Investment Discussion with {{Your Company}}

Hi {{Investor's First Name}},

Hope you're doing well.I wanted to reach out to see if you'd be open to a quick meeting to explore potential investment opportunities with {{Your Company}}.

We’re currently working on {{briefly mention your product/service or recent traction}}, and I believe this aligns well with your investment interests in {{industry/niche}}.

Would you be available for a quick 15-20 min call on {{propose 2-3 date/time options}}?

Happy to share more details, answer any questions, and explore how this could be a valuable partnership.

Looking forward to hearing from you!

Best regards,
{{Your Full Name}}
{{Your Position}}
{{Your Company}}
{{Your Contact Information}}

4. Meeting with Someone You Met at an Event/Conference Email

Meeting with Someone You Met at an Event/Conference Email Template

Subject:Great Meeting You at {{Event Name}}! Let’s Catch Up?

Hi {{Recipient's First Name}},

It was great connecting with you at {{Event Name}}! I really enjoyed our conversation about {{briefly mention the topic discussed}}.

Would you be open to catching up further over a quick call or meeting to discuss {{mention potential collaboration, idea, or follow-up point}}?

Would {{propose 2-3 date/time options}} work for you? Feel free to suggest a time that works best for you.

Looking forward to staying in touch!

Best regards,
{{Your Full Name}}
{{Your Position}}
{{Your Company}}
{{Your Contact Information}}

Tips To Increase Reply Rates For Your Meeting Request Emails

Writing a good meeting request email is just half the game. To actually get a reply, you need to make it easy for your recipient to say yes.

Here’s how you can do that:

• Offer multiple time slots: Give 2-3 options so they can pick what works best for them
• Keep it under 100 words (when possible): Short, clear, and straight to the point always wins attention
• Always follow up: If you don’t get a reply to the first email, don’t give up. There can be many reasons for that. Do follow-ups at regular occasions before deciding anything.
• Use mobile-friendly formatting:  Most people check emails on their phones, so make sure your content is clean, scannable, and easy to reply to.
• Add credibility: Mention social proof, authority, or mutual connections to instantly build trust

Writing the perfect meeting request email is one thing. But managing, sending, and tracking them at scale? That’s where tools can save your time (and sanity).

Here are some of the best tools that can help you automate and streamline your meeting request emails while making the whole process faster, smarter, and more personalized.

These tools take care of the heavy lifting so you can focus on building real conversations:

Saleshandy: All-in-One Cold Outreach Platform

Sure, you can always send meeting request emails… if the recipients are only one or two people. 

But manually sending emails for more than that… I can pray for your sanity or recommend a better option.

With the help of an email automation tool like Saleshandy, you will be able to find leads and set up outreach automation campaigns. 

Thus, you will be able to reach more prospects and book more meetings (without the manual chaos).

But why Saleshandy?

Because it’s not just a tool for sending emails, it’s an all-in-one tool where you will be able to find and manage leads, personalize your emails based on them, get detailed analytics on your campaigns, and will help to make your campaign in general, a success.

Here are some of my favorite features of Saleshandy:

• Advanced Personalization: Easily personalize every email with merge tags, and video personalization, and even get a Personalization Score to improve your copy.
• Better Email Deliverability: Features like sender rotation, Spintax, warm-ups, and smart sending ensure your emails avoid spam folders and land right where they should –  in the inbox.
• AI-Powered Features: It comes with features like AI variant generation, which can create multiple variants based on the initial email, smart reply categorization, auto-pausing on bounces, smart rescheduling, and many more.
• Analytics & Reporting: Get detailed insights on what’s working, A/Z test your campaigns and optimize every touchpoint for better conversions.
• Easy Integrations: Connect with tools like HubSpot, Zoho, Pipedrive, Zapier, and more for a fully automated workflow.
• Built-in Lead Finder: Access a massive database of over 700M+ verified B2B leads from 60M+ companies to fuel your outreach.

If scaling your outreach, improving deliverability, and booking more meetings is your goal, then Saleshandy should be on your list.

→ Check out our full review of Saleshandy here.

Calendly: Organize Your Meetings in One Place

Like I said earlier, it’s always best to offer multiple time slots in your meeting emails. Well, Calendly will take it a step further by helping you manage your meeting easily.

It makes it easy to schedule your meetings effortlessly, without the constant back and forth.

Calendly lets your prospects pick a time that works for them while syncing directly with your calendar. Thus, both you and your recipients will be on the same page!

Some of my favorite features of Calendly:

• Auto-Schedule Meetings: Syncs with Google Calendar, Outlook, Microsoft Teams, and more. Just share your link and let people book time directly.
• Seamless Integrations: Works well with tools like Google, Microsoft, Zapier, Slack, HubSpot, CRMs, and more,  so you don’t have to juggle between platforms.
• Automated Reminders & Follow-ups: Reduce no-shows with automatic email and SMS reminders and even follow-up messages post-meeting.
• Workflows & Routing: Customize booking flows, ask qualifying questions, and even auto-assign meetings to team members based on availability.

So yeah. If booking meetings is eating up your time, Calendly helps you automate it, while offering a frictionless experience for your prospects.

HubSpot: Manage pipelines + CRM automation

As your business grows, managing prospects manually is not just tough but totally impossible!

You can easily manage your leads with the help of CRM software like HubSpot. It offers features like tracking leads and even managing pipelines.

Here’s why I use HubSpot:

• Centralized CRM Workflow: Track every customer interaction, their progress and keep your sales team fully aligned.
• AI Features: Predict lead quality, analyze customer behavior, automate follow-ups, and even personalize emails using HubSpot’s smart AI tools.
• Easy Integrations: Hubspot makes it easy to integrate tech stacks like Saleshandy, Calendly, Gmail, Slack, and many.

A CRM software will ensure to keep track of leaks from your pipeline and thus improve your campaign’s efficiency.

Turns Out… Writing Meeting Request Emails That Get Replies Isn’t That Hard After All!

While yes, it can get quite hard to convince a person to accept your meeting request email, I think we all now know that it’s not impossible.

Following the steps that I have shared here, along with the examples and templates, will make it easier for you to approach a new client with your meeting request.

While you are at it, make sure to respect their time, show clear value, and make it ridiculously easy for them to say yes.

Also, don’t forget to use tools as they can make your life far easier!

I always use Saleshandy for my outreach campaigns as well as for lead generations. And it has always been helpful.

All the best for your outreach campaigns!

Meeting Request Email: FAQs

1. How to reply to a meeting request email

Confirm your availability if the suggested time works, or propose an alternative that suits you better. Make sure to be polite and respectful. You can check these examples on how to respond to a meeting request email.
“Sounds great! I’m available at 3 PM on Tuesday. Looking forward to it!”
or
“Unfortunately, I’m not available at that time. Would Wednesday at 11 AM work instead?”

2. How can I make my meeting request email stand out?

Do proper research about your prospects, and make sure to personalize your email. You can address the recipient by name, mention something specific about them or their work, and show exactly what they’ll gain from the meeting. Ensure to do all this while keeping the email short and easy to read.

3. How can I politely request a meeting in an email?

Be clear about your agenda, share how it will be useful for them, and do not use any pushy language. Ultimately, offer multiple time slots to show that you respect their time, or use the help of tools that let the recipient choose a suitable time.

4. Can I use humor in a meeting request email?

Yes, but it depends on the tone of you or your brand or based on the connection with the recipient. If you are mailing someone for the first time, I would always suggest using humour lightly only.

5. When is the best time to send one?

Based on multiple studies and industry experience, the best time to send a meeting request email is between Tuesday to Thursday mornings (8 AM to 10 AM). During these hours, people are more active, clear-headed, and responsive to their inbox.