Sometimes if you want something, it’s best just to ask.

Likewise, small business owners shouldn’t be shy about requesting meetings.

Because doing so could be the difference between your next client and an empty calendar.

The catch, though?

Putting together a meeting request can be daunting if you don’t consider yourself much of a wordsmith.

Whether it’s writer’s block or butterflies in your stomach, we totally understand why business owners stress out about asking for meetings.

That’s exactly why we put together these meeting request templates to help you make the first move without having to worry about what to say.

Steal These 5 Templates to Score More Appointments!

Food for thought: 81% of small businesses cite email as their top customer acquisition channel.

Sending emails is a must-do for small businesses, which is all the more reason to work smarter, not harder.

Easy to adapt based on your business, each of these messages is optimized for responses whether you’re reaching out to cold prospects or current clients!

Note: Anything in these templates written in [brackets] needs to be plugged-in yourself! We’ll do 95% of the heavy lifting, just make sure to take care of the rest 😉

Meeting Request Template #1 –
The Warm Introduction

Target Audience: Potential clients you haven’t met before.

Sample Subject Lines:

  • “Quick question for [client name]”
  • “Heard you were looking for help!”
  • “Available tomorrow?”

Hi there [client name],

I’m [your name] with [your company] and I’ll cut to the chase!

Right now I’m looking to reach out to new clients dealing with [pain point] in [city, county, neighborhood].

We’ve served [# of clients, dozens or hundreds] of local clients and wanted to make sure everyone in the community is covered when it comes to [your industry]

Do you have a couple of minutes to hop on a call to discuss [pain point] or any other help you might need related to [your industry]?

We promise to keep it brief! Either way, thanks for your time.

Kind regards,


Tips for This Template:

When you’re reaching out to someone for the first time, it’s tempting to overload your prospect with information. Don’t! Instead, keep it simple and focus on making a positive first impression. Remember: the purpose of your outreach is to pique their interest enough to book a meeting. They can always ask questions if they have ‘em!

Meeting Request Template #2 –
The Friendly Follow-Up

Target Audience: Potential clients you’ve met in-person.

Sample Subject Lines:

  • Hey [client name], following up”
  • “Looking to get together”
  • “Time for coffee?”

Hey [client name],

Hope you’ve been well since [event, place and/or time you previously met]!

Just wanted to follow up to see if you were still interested in learning more about [your company] and how we can help with [pain point]. Are you still looking for someone to help you with [your service]?

If so, I’d love to talk! We can grab a coffee or hop on a quick call to discuss further – whatever works for you works for me!

Thanks and have a great one!


Tips for This Template:

Personalizing your message with details about your prior engagement is crucial here. Instead of a straight-up sales pitch, frame your message as a friendly “Hey, remember me?” Your goal here is to be conversational yet straightforward.

Meeting Request Template #3 –
The Proposition

Target Audience: Potential business partners and people you’re looking to work with.

Sample Subject Lines:

  • “We should totally work together”
  • “Looking for fellow [your industry] experts”
  • “[Their company] + [your company] = ?”

Hi [partner’s name],

For starters, I just wanted to say congrats on [their company]’s [major milestone such as a new hire, product launch or press mention]!

I’m [your name] from [your company] and we’re looking to get in touch with other experts in [your industry].

We actually just achieved [your company milestone] and wanted to explore working together. Given our common goals and customers, I think it’d be a win-win!

Is tomorrow a good time to hop on a call and discuss a couple of ideas? If you have any other questions, feel free to let me know.



Tips for This Template:

Again, don’t overload your cold prospects with information. Instead, your goal is to highlight the benefits and explain what’s in it for them to warrant a reply. Asking questions is a brilliant way to encourage a response, while a friendly tone doesn’t lead your reader to believe there’s a catch.

Meeting Request Template #4 –
The Corporate Pitch

Target Audience: Representatives from big companies or brands.

Sample Subject Lines:

  • “Something of interest for [rep name]”
  • “Would [company name] be interested?”

Hi [rep name],

I know you’re probably busy with everything going on at [their company] so I’ll keep it brief!

I’m [your name] with [your company] and am looking to get in contact with industry leaders in [your industry].

We actually just achieved [company milestone] and wanted to explore how we could work with [their company] to get in front of more local customers.

Is there a time that works best for you to have a quick chat? Also, I wanted to double-check that you were the right decision-maker to get in touch with at [their company].

Thanks for your time,


Tips for This Template:

Keep it simple and friendly. Most points of contact who work at big brands are bombarded with messages, so cut to the chase. Anything you can say to signal that you’re reaching out to them specifically (mentioning their name, something unique to their company) is a major plus.

Meeting Request Template #5 –
The Big Story

Target Audience: Journalists and bloggers you’re looking to cover your business.

Sample Subject Lines:

  • “I found a story for [journalist name]”
  • “Interview for tomorrow?”

Hey [journalist name],

Reaching out as I’m a big fan of [publication] and actually had a story that might interest you.

I’m [your name] with [your company], a local [industry] company that serves [your audience or community].

We recently achieved a [company milestone such a product launch or unique promotion] and thought your audience would be interested in hearing about it. If we could put something together, you bet we’d promote it to our customers as well.

I’d love to get together on a call tomorrow and talk it over. I know you’re probably busy so I’ll make sure to keep it brief!

Either way, let me know and thanks for your time!



Tips for This Template:

Journalists and bloggers likewise have crowded inboxes, so again be positive and highlight what’s in it for them. Writers are eager for new stories but don’t let them mistake your message for a sales pitch! Throwing in a compliment is a smart move to hold someone’s interest, granted it’s sincere.

How to Make Sure Your Meeting Requests Click with Clients

To wrap things up, let’s talk about some quick tips to increase the number of responses from your outreach and score those ever-so-important meetings!

Optimize Your Messages for Readability

When sending your outreach messages, keep in mind that the smallest details make a big difference when it comes to winning a reply. Whether you’re using our templates or freestyling your own meeting request emails, make sure your messages tick the following boxes:

  • They’re short. Fun fact: the ideal length of a business-related email is between 50 and 125 words. This range offers you some freedom but speaks to the need to take a “less is more” approach to your copy. Translation? Your email should be easy to understand at a glance.
  • They’re scroll-friendly. On a related note, emails are most often read on mobile devices. Rather than hit your prospects with a wall of text, make sure your messages are broken up line-by-line that someone can quickly tap through.
  • They’re personalized. Personalizing your outreach (think: including someone’s name in the subject line) is noted to increase open and engagement rates substantially. In short, try to make your messages feel “for your eyes only” versus “one-size-fits-all.”

Empower Your Contacts to Book a Call or Meeting Directly from Your Emails

Your end-game is to get meetings, right?

That’s why it makes sense to make it as quick and simple as possible for clients to book a time to call or meet with you, straight from your email.

Our advice? Add to any email you send a scheduling link that will land potential clients / buisness partners straight on your booking calendar.

If they’re interested in meeting with you, they’ll be able to click on the link, see when you’re avilable, and set up a meeting with you without worrying about all the back-and-forth emails and hassles.

Eliminating needless back-and-forth, adding an online scheduling link to your outreach emails helps you signal that you mean business and lets your clients know you’re only a click away.

Ready to Fill Your Calendar with New Meetings?

Hopefully this guide served as some much-needed motivation to get out there and win more meetings. With these templates, tips and online tools like vcita, you can start asking with confidence!