10 Perfect Business Meeting Request Email Examples & Templates

To make more sales, you need to talk with people. So how do you get that coveted meeting? One simple way: just send a business meeting request email.

Send them a message and try to get a date on the calendar.

It all starts with a single email. In this guide, I’ll give you 10 perfect business meeting request email templates and examples you can use.

Ready to learn how to write a meeting request via email? Here we go.

What Is a Business Meeting Request Email?

A business meeting request email is a short, direct message to a prospect attempting to get them to meet with you, whether it’s via phone call, video chat, or in person.

It could be a cold email (where you haven’t connected with this person at all) or a warm email (where you’ve already reached this person in the past).

The point is, it’s your chance to land a meeting with an important person.

7 Keys to an Effective Business Meeting Request Email

So how can you make these types of emails effective?

1. A compelling subject line.

I’ve written a thorough guide on sales email subject lines, so I won’t repeat myself here – but you should know that your subject line is vital. With a dull, vague, or unoriginal subject line, people won’t even open your email – let alone voluntarily hop on a call with you. Keep it short, clear, and original.

2. Shortness.

Your prospects are probably busy. They don’t have time to read and process 10 paragraphs of information. And they probably don’t care about you or your business – at least not yet. Respect their time and hold their interest by keeping your message short. As you’ll see in the examples that follow, a few sentences is plenty to get your point across.

3. Personalization.

If your message seems vague and obviously sent en masse, it’s going to get deleted. Spice things up by personalizing the message however you can. Speak directly to this person, noting their first name and their role in the company if possible, and customize your message as much as you can.

4. Elements of persuasion.

Okay. Why should this person meet with you? You have to convince them that it’s worth their time to talk. You’re probably naturally very charming – but they don’t know that yet.

Instead, give them statistics, mention your credentials, or tell them how they’re going to benefit from talking to you. Try using these persuasion techniques.

5. Opportunities for more information.

Let’s face it. Your recipient is going to know you’re a salesperson. And that you’re trying to sell something. They probably want to know more before they even talk to you – so give them the chance.

Include a link to more info, your LinkedIn profile, or drop the name of your company so they can research you and your company before committing to a meeting.

6. Persistence.

You probably won’t get a meeting on the first attempt. But that’s okay. Persistence pays off. Wait a day or two if you don’t hear a response and send a follow-up email.

In fact, send a few follow-ups, spaced out a day or two, until you hear back. For help, see these sales email follow up templates and this guide to how to write a follow up email.

7. Optimization through testing.

It’s important to experiment. It’s hard telling what types of messages are going to work and which ones are going to fall flat. Try out multiple versions of your emails by using A/B testing, and keep the ones that see the best results.

Business Meeting Request Email Examples

Now let’s take a look at some examples of business meeting request emails – all of which are perfectly suited for email.

1. Cold (emphasis on statistics).

Dear [name],

Hello! I’m [name/information]. We specialize in helping businesses like yours grow their sales. In fact, on average, we’re able to boost sales by 15 percent after just 1 month of work.

I see you’re the [role] at [company]. I think collaborating with us could help you reach your goals this quarter, this year, and possibly beyond.

Are you available this Friday for a 15-minute call? How does 2 pm work for you?

If you’re unavailable, let me know when you’re free.

Thanks,

[closing]

Here we have the first of many cold emails. This one focuses heavily on statistics, which are a great persuasion tool for someone otherwise unfamiliar with your product. For help with ideas and examples for cold email subject lines, click that link.

2. Cold (emphasis on credentials).

Dear [name],

Hello! I’m [name/information]. For the past 10 years, we’ve been working hard to help businesses improve their marketing results. We’ve received multiple awards in the past few years for our work, including [awards], and we’ve been mentioned in [publications].

But enough about us. I want to talk about you.

I see you’re the [role] at [company], and I think our consultants could help you get even better results in your position.

Do you have time for a quick conversation so I can learn more about you and your efforts? How about tomorrow at 1 pm?

Kind regards,

[closing]

Here’s another cold email that puts the emphasis on your personal or company credentials. It’s an effective way to build trust with someone who’s never heard of your brand.

3. Cold (emphasis on product).

Dear [name],

Good afternoon! I’m [name/information]. Our company looks for people like you at companies like yours to see if we can help them be more productive.

I bet you’re busy, so I’ll keep this brief – we can make you less busy. Our product helps you automate some tasks, delegate others, and ultimately stay more organized so you can save hours of work every day.

Interested? I’d be happy to give you a free demo. Are you free this Wednesday at 11 am?

Let me know!

Have a great day,

[closing]

In this cold email, we focus more on the product itself. You’ll want to note some of the most impressive benefits and offer a demo of the product by the end.

4. Cold (emphasis on testimonials).

Dear [name],

Hi there! I’m [name/information]. And I think our company could help you improve how you handle customer service.

As a [role] at [company], you must be busy. And I’m sure you’ve heard a lot of pitches for products and services like ours. But ours is different. And you don’t just have to take my word for it:

[1-2 testimonials from major clients]

I’d love to learn more about your current business and the key challenges you face in the industry. Can you jump on a quick, 15-minute call tomorrow around 2 pm?

Looking forward to talking to you,

[closing]

There are few ways to build trust as effective as social proof. With a couple of reviews or testimonials, you can instantly make your work seem more legitimate. This cold email attempts to make that happen.

5. Cold (direct and to-the-point).

Dear [name],

I’ll keep this brief. I’m [name] and I want to help you achieve [result].

If you’re happy with your current results, feel free to delete this email. But if you’ve ever wanted something a little more – maybe we can help. I work for [company] and we offer [product/service], which can [statistic/benefits of product].

But I know you probably have a lot of questions. Can we talk on the phone briefly? How does Friday morning at 10 am sound?

Talk soon,

[closing]

This is a perfect template if you want to be as blunt and to-the-point as possible in your cold email. It works well for busy people.

6. Cold (with lots of questions).

Dear [name],

Are you happy with your sales last quarter? Are you on track to exceed your goals this quarter?

If so, congratulations.

But if not, I have to ask why?

I don’t claim to have all the answers. But I do know some of the right questions to ask. If you can spare just 15 minutes, I’d love to talk to you about your current efforts – and how we can pump those numbers up.

Are you free Thursday at 1 pm?

Thanks,

[closing]

Sometimes, meeting request emails work better when they’re more engaging. Try asking a few questions in the body of your message. It can lead to a higher response rate.

7. A follow-up to a previous interaction (in person).

Dear [name],

It was great meeting you at [event]. Just in case you don’t remember me, I’m [name] and I work for [company].

I wanted to spend a bit more time learning about your company (and what could help you be more effective in your current role).

Can we continue our conversation in the near future? Are you free for lunch or coffee this Wednesday?

Talk to you soon,

[closing]

Did you meet this prospect in person at a tradeshow or industry event? Try using this example as inspiration for what to do next.

8. A follow-up to a previous interaction (online).

Dear [name],

Thanks for connecting with me on [platform]! I saw on your profile that you’re a [role] at [company]. I know that’s a demanding role – and I might actually be able to help you.

I work for [company]. We specialize in helping people like you transform their departments and see better results.

Do you have a few minutes to talk about your current challenges? I’d love to learn more about your position and see if there’s any way our business can help you. How about Friday at 1 pm?

Thanks in advance,

[closing]

If you connected with this person on LinkedIn or another social media/online platform, this is a better follow-up approach to use.

9. A follow-up to a previous meeting request email.

Hi [name],

Sorry I missed you with my last email! If you’re like me, your inbox is likely overflowing at all times.

I’d still love the chance to talk to you about your current marketing efforts. If you have just 15 minutes, I’d like to learn more about your company, your role, and your current challenges. Maybe there’s a way we can help – and if not, I’d still be grateful for the information.

Do you have time later this week? Say, Thursday around 2 pm?

If that doesn’t work, let me know what time works best for you!

Hope to hear from you soon,

[closing]

If you’ve sent one or more meeting request emails to a prospect on your email list, it’s a good idea to send a follow-up message like this.

10. The last-ditch effort.

Hey [name],

I’ve sent you a few messages about our [product/service/company], and I wanted to try and reach you one last time. I haven’t heard back, so I’m guessing you’re either pretty busy or you don’t see a need for our help.

Even so, if you have a few minutes, I’d still like to talk to you and find out a little more about your company. The information could really help me out. Just let me know when you’re available.

And if you ever decide in the future that you want to hear more about our [product/service/company], we’ll be here.

Thanks for your time,

[closing]

After a few follow-up attempts, it’s often worth making one final effort to persuade this person to talk to you. After this, don’t send any more messages – at least not for a while.

Conclusion

So there you have it, 10 perfect business meeting request email examples and templates you can use.

Now that you know how to ask for a business meeting, if you want to be successful, you need to be prepared to measure and analyze your own performance.

And for that, you need the right tools.

Enter EmailAnalytics. It’s an analytics tool for Gmail. Plug in, load up, and in minutes, you’ll see a detailed, intuitively visual breakdown of your email activity.

You can study your successes, scrutinize your weaknesses, and ultimately build better habits.

Not sure about it? Try it for free and see how it works for yourself!