Suggest Time Slot For Meeting Email
What is a meeting request email?
Simply put, a meeting request email is a document written to formally ask a co-worker or manager or any other individual to meet with you. In the email, you usually suggest an appropriate place of meeting, time, duration, date and topic of discussion. Traditionally this was done with regular letters but most businesses now use emails.
So if you want to know how to request a meeting via email, then read on. You may need to write an email to arrange a meeting with a client or an email to request a meeting with a manager or supervisor. You may even want to write an email to request a meeting with members of your team. Whatever the case, you can modify the sample meeting request email below to suit your particular need.
Education and Training Evaluation Commission. Sunday 9:00 AM - 9:30 AM Riyadh (GMT+3) Sunday 12:00 noon - 12:30 noon Riyadh (GMT+3). Simply put, a meeting request email is a document written to formally ask a co-worker or manager or any other individual to meet with you. In the email, you usually suggest an appropriate place of meeting, time, duration, date and topic of discussion.
Find possible meeting times on the Outlook calendar. 6/26/2020; 4 minutes to read; M; A; O; J; In this article. In a workplace or school, looking for a common time and place to meet often incurs overhead.
A meeting request email is typically written for a simple reason – to schedule a meeting. It can be seen as an invitation letter to a meeting.
The vocabulary and character of a typical meeting request email is dependent on who the recipient of the email is, and the purpose of the meeting in general – frequent recipients of a meeting request email include (but is not excluded to); Bosses, clients, colleagues and subordinates.
Before you start writing your invitation letter
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Contents of a meeting request email
Again, the email structure may also be affected by the personal relationship the sender may/or may not have with the recipient; however, here are a few tips that a sender should consider including as part of the details contained in the email–
The Reason for the Meeting:
This should be immediately stated after the salutation, with emphasis on the importance of attending the meeting in the recipient’s interest.
The Date and Time of the Meeting:
The date, as well as the time of the meeting should be properly indicated for clarity sake; as well as to avoid misconceptions that could easily be avoided.
The Place of the Meeting
It is important that the venue for the meeting be communicated to the recipient; even if subsequent meetings have been held in the exact same place – leave no room for assumptions.
The Suggested Length of the Meeting
Stating the length of the meeting might help strengthen the resolve of the recipient to attend, as unnecessarily lengthy meetings cause a strain in productivity levels and are simply boring.
It is also important that the email subject is well written, in simple and understandable terms such as ‘ meeting request’
Depending on the recipient of the email, the following details could also be included;
- Request For Follow Up After the Meeting
- What the Recipient Would Gain From the Meeting
If the recipient of the email is a boss or client, it is also important to keep the meeting schedule flexible as they are likely to have it altered to suit their convenience.
Here are a few meeting request emails for varying situations.
MEETING REQUEST EMAIL TO CLIENT (SAMPLE)
*Clients are tricky, and as such the best way to go about an email in this category is to be concise and straight to the point, stating the purpose of the meeting and how it can benefit the client, also adding contact information in closing the email. It is important not to force a client to wade through unnecessary information that they may not even be patient enough to read through.
(Take note that meetings with clients should not be requested on first contact).
TO: johndoe@products.com
SUBJECT: ‘MEETING REQUEST: XYZ PRODUCT ADVERTISING ‘
Dear Mr. John,
I am writing with regard to our earlier discussion about launching an ad campaign for your new product – our company has an impressive portfolio with success stories of products quite similar to yours and we would be glad to set up a meeting where we can discuss the matter further.
Does this interest you?
Kindly let me know so that we can set up a date and time that suits your schedule.
Janet Manuel
*Subsequent to sending an email in this format, a follow–up email could then be sent with details of a meeting venue, date and time after a response to the initial email sent; the clients may even provide their preferred arrangement, otherwise you may respond in this format;
TO: johndoe@products.com
SUBJECT: ‘RE: MEETING REQUEST: XYZ PRODUCT ADVERTISING ‘
Dear Mr. John,
I am glad to have received your positive response to the meeting request.
Kindly let me know if the following arrangement works for you;
9:00 on Thursday 12th June 1763 at the Le-palm business place, opposite yellow bank – Citydale.
Thank you again for your time.
Janet Manuel
MEETING REQUEST EMAIL TO SUBORDINATES (SAMPLE)
*Emails in this category are much easier to navigate as they are usually informational – you are the boss right?
To: (Recipients)
From: JanetManuel
Subject: MEETING REQUEST: JOHNDOE PRODUCT ADVERTISING
Date: 8TH FEB. 1786
This notice is to inform you that there will be a meeting in (ROOM) on (DATE). The meeting will begin promptly at (TIME) and is expected to last approximately (TIME).
The main purpose of the meeting would be to strategize on ad campaign ideas for new johndoe product – Please bring any relevant data you have. You may wish to make copies prior to the meeting that we may all have them for reference.
I suggest also that you take the time to make a list of any questions or comments you wish to make during the meeting. Such a list will ensure a more efficient and effective discussion.
Please make every effort to attend. If you are unable to be present personally, please send a representative to take notes and/or present materials. Such a representative should be able to answer questions on your behalf.
I look forward to seeing you at our meeting.
Suggest Time Slot For Meeting Email Template
Thank you.
Best regards,
Janet Manuel
MEETING REQUEST EMAIL TO COLLEAGUES (SAMPLE)
*Emails in this category are often permitted to be in a less formal tone than normal –depending on the information being relayed in the email; it may reflect the personality of the sender as he/she is known in the office environment
To: (Recipients)
Subject: Meeting Request: Celebratory sign-off on JohnDoe Product Ad-campaign
Hello All,
As it was informed us in the last meeting that the johndoe product campaign launch is scheduled for the 15th December 1786 therefore a sign off meeting has been organized by the management for us before the kick start.
It marks the success of our new project significantly – Therefore we are required to be at the “Banquet hall” sharp at 4pm tomorrow, hopefully, this would serve to motivate us to make the upcoming project a grand success for our company.
Come dressed for entertainment.
Thank you!
Janet Manuel.
How to write a meeting request email – video
Conclusion
That said, while drafting emails may seem like no arduous task, it shouldn’t be taken lightly as it communicates the professionalism and competence of the sender – and since email communication has become an integral part of how businesses communicate, there is the apparent need to be properly skilled in the process.
While there are a varying number of purposes that an email message could serve, this article will focus on writing a professional meeting request email that would reflect a sender in his/her desired manner.
Sample letter for Meeting Appointment with managers, CEO, boss and office staff/employees within your company and other companies. Letter to client for meeting request for discussion of business matters.
Meeting Appointment Letter Sample Email
Dear Jack,
I hope that you will be fine and doing well. I am very thankful for your visit to our Cooperation.
As discussed I want to present you the overall plan/layout of our upcoming collaborative project launch.
I request you to spare me some time so that I can properly have a meeting regarding our work together. This meeting is essential for our project. Waiting for your reply as soon as possible.
Warm Regards,
Minahil
Letter for Meeting Appointment at Office of Construction Company
My name is Mr. Ali Shah and I am contacting you on behalf of X and R construction company, which has signed a site project with you. I want to keep you up to date regarding the project that is being held by our company. So I request you to to have some time with me. I hope your busy schedule will allow you to meet me for an hour. Please give me a ring after deciding when you are available.
Thanking You,
Manager Communication & Development
Students Seeking Appointment Letter Sample For Meeting
Dear Sir/Ma’am,
Suggest Time Slot For Meeting Emails
Appointment Letter For Meeting from School Director/Principal
Ms. Urooj
American Lyceum School System, NY
Subject: Request for Meeting Appointment
Dear Madam,
The WEDF School System is rendering its services in education sector with an approach of Learning with a Purpose, to bring out the best in our children catering their multiple intelligence and potentials. The school has four campuses in Lahore and other five campuses in different cities of Punjab.
Although, the school has been able to render quality services to our stakeholders however, we are planning to incorporate opportunities for those students who have special needs, believing in the philosophy of Inclusive Education. Therefore, we would like to join hands with your esteemed organisation to facilitate our existing students and open doors for apprentices. On behalf of my institution, I would like to request you for a meeting appointment as per your convenience to discuss the areas and options where your organization could assist us. Looking forward to a positive response from you soon.
Regards,
Saima
Director Academics WEDF School System
Personal Meeting Request Letter Format for Email
Subject: Letter to Request a Meeting with the CEO
Dear Concerns,
I am working for Khan Tareen who is interested to do something for the blind people of Pakistan through his NGO named TEF. We are in very initial phase and we seek your guidance in this process. I want to visit your organization to see which tools and mediums are used to educate the bind people and want to discuss new horizons we have in our mind for them. I shall be looking forward to your kind reply and appointment time in this regard.
Thank You with kind regards,
Dilshad Shoukat,
Project Manager
Meeting Request Email Letter Format for Internship
Dear Ms. Hira Iqbal,
Thank you very much for your detailed email for introducing your internship program. We request you to please visit AH Foundation DHA, Campus in working days for further proceedings. You can call this number 03001234567 before coming.
Warm Regards,
Muhammad Samiullah
Manager Resource Development
Request for Meeting Time for Consultant
Dear Sir,
We are a consultancy firm, Amir Jafri & Associates. Our CEO is Mr Amir Siraj Jafri. We are designing an institute with similar facilities to your institute, the ‘AHF Foundation.’ It would be a great help if you allow us to study the whole atmosphere of the institute. Any further input and information from your side would be greatly appreciated.
Please grant us a meeting time on the coming Monday. Waiting for your email reply asap.
Regards,
Yasmeen Amir Jafri
Short Meeting Request Letter after Phone Call/SMS
Dear Dr. Ayesha,
Further to our conversation on phone today I would like to request an appointment after Eid, I hope you will be able to get back with time and date asap. thanks
TAHIRA
From the above sample meeting appointment letters you will also learn how to write letter for meeting time, meeting appointment, meeting request and call for meeting of the company staff. detailed and short letters are available for download but republishing these letter not allowed in any case.