Business emails requesting a meeting may be sent to a person the sender doesn’t know, someone they met once at a conference or party or to their own boss or colleagues.
Some tips the sender should consider that may help them achieve success with their letter are:
- Researching the company and person to whom the letter is addressed
- Clearly stating the purpose of the meeting
- Enclosing some documents that may help should such as a bio of the sender, a brochure about the sender’s company
- Mentioning specific previous successes in the same field
- Including testimonials form satisfied customers on the same topic as the meeting request agenda
The email should follow business-letter format. It should be written in simple language with no slang.
Some reasons for requesting a meeting are for:
- Networking
- Presenting a business plan
- Making a sales pitch
- Talking to the boss
- Scheduling an interview
- Meeting a government official
- Meeting colleagues
There are several reasons for requesting a meeting to meet colleagues such as to discuss the progress of a project, to meet people from a different company with whom there is collaboration or simply because there is an issue that needs discussion.
An email to request a meeting doesn’t need to be long, but it does need to give the vital information.
It should state:
- Place of meeting
- Reason for the meeting in brief
- Potential dates for meeting
- Request for follow-up after the meeting
- Suggested length of the meeting
- Possible times for the meeting
- What the person or company would gain from the meeting
Here is a sample business meeting request email for meeting someone who is not in the same company or office of the sender. A brochure may also be attached if the meeting is for a business proposition or sale.
Sample Business Meeting Request Email
To: Jim@Business1.Com
Subject: Request For Meeting
Dear Mr. Voorhees,
I am the Sales Director of XYZ Company, and I met you at the ABC Sales Conference last month.
A representative of our sales team, Mark Jackson, will be in Los Angeles between April 20th and April 25th and would like to meet you on any of those days for 30 minutes if possible between 9am – 12pm.
He has done research on your company and believes he has a mutually beneficial business proposition he would like to discuss with you.
Would it be convenient for you, or someone you delegate, to meet Mark Jackson on one of these days? I will call you in a few days to discuss any details or questions you may have and arrange an alternative time if required.
Sincerely,
Susan Holmes
Sales Director
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Frequently Asked Questions (FAQs)
1. What should I include in a business meeting request email?
Answer: When writing a business meeting request email, it’s important to include the following information:
- The purpose of the meeting and what you hope to achieve
- The proposed date, time, and location of the meeting
- The duration of the meeting
- Any necessary background information or materials that attendees should review beforehand
- A request for confirmation or availability from the attendees
Your contact information, in case the recipient needs to reach out to you.
2. How should I format a business meeting request email?
Answer: When formatting a business meeting request email, it’s important to use a clear and professional tone. Here are a few tips:
- Use a clear and direct subject line that summarizes the purpose of the email
- Use a professional greeting and closing
- Use bullet points or numbered lists to organize the information
- Use a clear and easy to read font, and avoid using colored or overly stylized text
- Use a clear and easy to understand language
- Avoid using slang or overly casual language
3. How do I handle a decline of a business meeting request?
Answer: If a recipient declines your business meeting request, it’s important to remain professional and gracious. Here are a few tips:
- Thank the recipient for their time and consideration
- Acknowledge their reason for declining, if provided
- Offer to schedule another meeting at a different date and time, if appropriate
Remind them that you’re always available to answer any questions or provide more information, if they need it.
4. What are some common mistakes to avoid when writing a business meeting request email?
Answer: Here are a few common mistakes to avoid when writing a business meeting request email:
- Not being clear about the purpose of the meeting
- Scheduling the meeting at an inconvenient time for the attendees
- Not providing enough background information or materials for the attendees to review beforehand
- Not following up with the attendees to confirm or reschedule the meeting
- Using a casual or overly informal tone in the email.