A meeting request email states why you want to meet in the first sentence, says how long it will take, and offers two or three specific times with a time zone. Keep it under 120 words. When the person doesn't know you, open with how you're connected and what they get out of the conversation.
This page is for asking for a meeting. If someone asked you and you're replying with times, use sharing your availability. To move a meeting that's already booked, use reschedule a meeting.
Meeting request to a colleague
Internal, low stakes. Say what the meeting is for and what you need them to bring.
Hi [Name], Could we get 30 minutes this week to [decide / review / plan] [topic]? I want to [outcome] before [deadline or event]. I'm free [Day] at [time] or [Day] at [time] ([time zone]). If neither works, send me a time and I'll move things around. It would help if you could look at [doc link] beforehand. Thanks, [Your name]
Meeting request to someone you haven't met
For a cold or warm outreach. Lead with the connection, keep the ask small, and make it easy to say no.
Hi [Name], [Mutual contact] mentioned you [relevant thing they did or know]. I'm [one line on who you are], working on [project]. Would you be open to a 20-minute call to talk about [specific question]? I'm flexible, but [Day] or [Day] afternoon ([time zone]) would work well. If now isn't a good time, no problem at all. Best, [Your name] [Title, company]
Formal meeting request to a senior stakeholder or client
More structure, same length. Put the purpose and the proposed agenda up front, and copy their assistant if they have one.
Dear [Name], I'd like to request a 45-minute meeting to review [topic] before [milestone]. We need your input on [decision] to keep [project] on schedule. Proposed agenda: 1. [Item] 2. [Item] 3. Decision on [item] Would any of these times suit you? [Date, time], [Date, time], or [Date, time] ([time zone]). I'm happy to work around your calendar. Kind regards, [Your name] [Title]
When to send a meeting request, and when an email will do
- Ask for a meeting when there's a decision with trade-offs, a sensitive topic, or several people who need to agree.
- Don't ask for one when the question has a short answer. Ask the question in the email instead.
- For a first meeting with someone senior, ask for less time than you think you need. Twenty minutes is easier to say yes to than an hour.
What to avoid
- "Let me know when works for you." It hands the scheduling work to the other person.
- Times without a time zone, especially with anyone outside your office.
- A vague subject like "Quick chat?" Put the topic in the subject line.
- Sending a calendar invite before they've agreed, unless it's a colleague who expects that.
How Synced drafts a meeting request
When a message says something like "we should get time on this," Synced checks your Google Calendar, picks open slots, and drafts the request with the times already written in. The draft goes to Decide, where you edit or approve it before it's sent. More on scheduling in Synced.