Professional Meeting Request Letter & Email

Whether you’re scheduling a meeting with a new client or touching base with a coworker, email is usually the most effective way to request an appointment. But how do you write a successful meeting request email that gets the response you’re looking for?

What is a Professional Meeting Request Letter & Email?

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A professional meeting request email is a formal email you can use to request a meeting with someone. This type of email can be sent to colleagues, clients, or others with whom you have a business relationship.

Things to Remember when writing a Letter & Email for Professional Meeting

Following a few simple guidelines, you can write a precise and professional meeting request email to help you get the meeting you need. First, let’s look at what to include in your email.

  1. The subject line should be brief and to the point. Something like “Meeting request for [date]” or “Quick catch-up on [project Name]” will work perfectly.
  2. In the body of the email, begin by specifying when and where you’d like to meet. Try to be as flexible as possible to accommodate your recipient’s schedule. You might say, “I’m free at 10 AM or 2 PM on Tuesday. Would either of those times work for you?”
  3. Next, explain why you’re requesting a meeting. Keep it brief—one or two sentences should suffice. For example, “I wanted to catch up with you about the progress we’re making on our project.”
  4. Finally, close your email with a polite sign-off and your Name, such as “Best,” “Thanks,” or “Thank you.”

Sample Request Letter & Email for Professional Meeting?

To Whom It May Concern,

I am writing to request a meeting with you to discuss XYZ matter. I believe that a meeting would be the best way to resolve this issue.

Please let me know if you are available for a meeting on ABC date and time. If you are not available, please let me know what other times would be convenient for you.

Thank you for your time and consideration.


Your Name

Email Signature


By following the simple guidelines, you can write a precise and professional meeting request email that will increase your chances of getting the meeting you need. Remember to keep the subject line brief, specify when and where you’d like to meet (and be flexible), explain why you’re requesting the meeting, and close with a polite sign-off. With just a little effort, your following meeting request email will surely get results!

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