Meeting Scheduling Email

Meeting Scheduling Email Template — Get Meetings Scheduled Fast

Schedule calls and meetings efficiently. Our templates make it easy for clients to find time and show up prepared.

Email Template

Subject Line:

Quick Call Request: [Topic/Purpose]

Email Body:

Hi [Client Name],

I hope you're doing well! I'd love to schedule a quick call to discuss [specific topic/purpose].

**Meeting Purpose:**
[Brief explanation of what you want to discuss: e.g., "review the Q1 results and plan for Q2" or "walk through the design concepts and gather your feedback"]

**Proposed Agenda:**
1. [Agenda item 1]
2. [Agenda item 2]
3. [Agenda item 3]
4. Q&A and next steps

**Duration:** [X] minutes

**Available Times:**
I'm flexible, but here are some options that work for me:
- [Day], [Date] at [Time] [Time Zone]
- [Day], [Date] at [Time] [Time Zone]
- [Day], [Date] at [Time] [Time Zone]

**Or Book Directly:**
If none of these work, feel free to book a time that's convenient for you:
[Calendar booking link]

**Meeting Details:**
- Platform: [Zoom/Google Meet/Teams/etc.]
- Meeting Link: [Link] (will be sent upon confirmation)
- Dial-in: [Phone number if applicable]

Please let me know which time works best, or if you'd prefer to use the calendar link. I'll send the meeting details once confirmed.

Looking forward to connecting!

Best,
[Your Name]
[Your Company]
[Phone]

How to use: Copy the template above and replace the placeholders (like [Client Name], [Project Name], etc.) with your actual information.

When to Use This Template

Scheduling meetings with clients should be frictionless, yet many agencies turn it into an email chain of 5-10 messages just to find a mutually available time. This template streamlines the process by providing clear options and removing ambiguity. Use this template whenever you need to schedule a call, review session, or strategy meeting with a client. It works for both initial meetings with prospects and regular check-ins with existing clients. The key is presenting 2-3 specific time options rather than the vague "When are you free?" that leads to endless back-and-forth. For recurring meetings (weekly standups, monthly reviews), use this template once to establish the cadence, then set up calendar invites. For one-off meetings, consider using a scheduling tool link alongside your proposed times to give the client maximum flexibility while minimizing the coordination effort.

Best Practices

Offer Specific Times, Not Open Availability

Saying "I am available Tuesday at 2pm, Wednesday at 10am, or Thursday at 3pm" is far more effective than "Let me know when you are free." Specific options reduce decision fatigue and typically lead to scheduling confirmation in one exchange instead of three or four.

Include the Meeting Purpose and Duration

Always state why you are meeting and how long it will take. "30-minute call to review the Q1 campaign results and discuss Q2 strategy" helps the client prepare appropriately and block the right amount of time. Vague meeting requests get deprioritized or forgotten.

Account for Time Zones

If you work with clients in different time zones, always specify the time zone when proposing times. Better yet, present times in both your time zone and theirs. This small detail prevents no-shows caused by timezone confusion and demonstrates attention to detail.

Send a Calendar Invite Immediately

As soon as a time is confirmed, send a calendar invite with a video call link, agenda, and any preparation notes. Do not wait for the client to ask. Proactive calendar management reduces no-shows and demonstrates the organizational professionalism clients expect from their agency.

Pro Tips

Send meeting requests 1-2 weeks in advance when possible
Always include a clear purpose and agenda so they can prepare
Provide 3-4 time options or a calendar booking link
Specify duration to set expectations
Send calendar invites immediately after confirmation
Send a reminder 24 hours before the meeting

What Makes This Template Effective

Clear Purpose

Explains why the meeting is needed and what will be discussed.

Time Options

Provides multiple time slots or links to calendar booking.

Agenda Included

Shares meeting agenda so attendees can prepare.

Duration Specified

Sets clear expectations for how long the meeting will take.

Platform Details

Includes meeting link, dial-in info, or location details.

Confirmation Request

Asks for confirmation to ensure attendance.

Frequently Asked Questions

How far in advance should I request meetings?

Request meetings 1-2 weeks in advance for best availability. For urgent matters, same-week scheduling is fine, but be flexible. Always provide multiple time options or a calendar link.

Should I include an agenda in the scheduling email?

Yes, always include a brief agenda. It helps attendees prepare, shows you respect their time, and ensures productive meetings. Keep it concise—3-5 bullet points is ideal.

What if they don't respond to my meeting request?

Follow up after 3-5 days with a gentle reminder and additional time options. If still no response after 2 follow-ups, consider if the meeting is truly necessary or if email/async communication would work better.

Should I use calendar booking tools?

Yes, calendar booking tools (Calendly, Acuity, etc.) reduce back-and-forth and let clients choose times that work. Include both options: specific times and a booking link for maximum flexibility.

Streamline Meeting Scheduling

Automate meeting requests with calendar integrations, automated reminders, and meeting preparation materials that ensure productive calls.

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