Meeting Request Email Template: 10 Subject Lines + 6 Examples

Professional meeting request email templates for different situations. This guide provides meeting request email template examples you can use, along with subject lines and best practices. Learn what to include and how to request meetings effectively.

What to Include in a Meeting Request

A good meeting request email should include:

Essential elements:

• Clear purpose: Why you want to meet
• Proposed duration: How long the meeting will be
• Your availability: Specific time options
• Location or format: In-person, video call, or phone
• Agenda (optional): What you'll discuss

Helpful additions:

• Relevant context or background
• Preparation needed (if any)
• Alternative times if your first options don't work
• Calendar invite (after they confirm)

Subject Lines for Meeting Requests

Standard format:

• "Meeting Request - [Topic]"
• "Quick Sync - [Topic]"
• "Re: [Previous Topic] - Meeting Request"

With urgency:

• "Urgent: Meeting Request - [Topic]"
• "Time-Sensitive: Meeting - [Topic]"

Follow-up:

• "Re: [Previous Email] - Meeting Request"
• "Following Up - Meeting Request"

Team meetings:

• "Team Meeting - [Topic]"
• "All-Hands: [Topic]"

Best practices:

• Be specific about the topic
• Keep it concise
• Make it easy to find in their inbox
• Use "Re:" for follow-ups

When to Use Each Template

Standard Meeting Request: Use for most professional meeting requests.

Quick Sync Request: Use for brief, informal meetings (15-30 minutes).

Formal Meeting Request: Use for important meetings with senior stakeholders or clients.

Follow-Up Meeting Request: Use when scheduling a meeting related to a previous conversation.

Team Meeting Request: Use when scheduling meetings with multiple people.

Client Meeting Request: Use for professional client meetings with formal tone.

Short vs Long Meeting Requests

Short requests (good for):

• Quick syncs or check-ins
• Internal team meetings
• Casual or informal meetings
• When you have an established relationship

Long requests (good for):

• Important or formal meetings
• Client or external meetings
• Meetings requiring preparation
• First-time meetings

When to be brief:

• Internal team members
• Quick 15-minute syncs
• Regular check-ins
• Established relationships

When to be detailed:

• Important stakeholders
• Client meetings
• Complex topics requiring preparation
• First-time meetings

Best Practices

• Be specific: Clearly state the purpose and agenda
• Offer options: Provide 2-3 time options
• Be flexible: Show willingness to accommodate their schedule
• Send calendar invite: After they confirm, send a calendar invite
• Follow up: If no response, send one polite follow-up after 2-3 days

Related Resources

For more guidance on professional email communication:

• Meeting Templates Hub - Browse all meeting email templates
• Cancel Meeting Email - Templates for canceling meetings
• Reschedule Meeting Email - Templates for rescheduling
• Inbox Zero Guide - Learn email management strategies
• Follow-up Email Templates - Professional follow-up templates