Use our step by step instructions and scheduling a meeting email sample to write your perfect message

Scheduling a meeting email sample

There are many various ways you can write a professional email requesting fo a meeting with either your seniors, juniors or colleagues. No matter what relationship you have in the office or how close you are to them, it is important to keep it all professional. When scheduling any meeting in the office the tone we select should be very polite but direct. Depending on your relationship you have around the office, the language may change to fit them, but the sound remains the same. Remember to allow room for flexibility due to their availability. Whether you are addressing your juniors or colleagues, treat the matter with the utmost professionalism. This is critical in keeping boundaries well respected.

How to write a professional email to schedule a meeting

Paragraph 1
Always start by clearly explaining the whole purpose of your email. Your mission is reflected in the subject line of your email, but it is important to elaborate more at this point and include the topic of the meeting. For example - I would like to schedule a meeting this week to discuss our participation in the upcoming Expo.

Paragraph 2
The second paragraph is to suggest the time, day and place. As the writer, take it upon you to suggest a time, day and location rather than leaving it open to the reader. Remember to ask if they are available on the proposed dates if not they should advise otherwise. For example, I have personally booked meeting room 3 for our 4 pm meeting. Would tomorrow at 4 pm be convenient for you? Please let me know if this is a convenient time for you.

Paragraph 3
This is the closing of your email. "I look forward to hearing from you soon" or "I look forward to seeing you then."

Sample of a scheduling meeting email

To: This email address is being protected from spambots. You need JavaScript enabled to view it.
Subject: Scheduling a progress meeting
Dear Mr. Boot,
I would like to schedule a meeting to discuss the progress of your sales team and the newly launched marketing campaign.
I suggest we meet up this Friday afternoon from 2 to 3 pm, is that time and day convenient for you? Please do let me know of your availability.
If not available, kindly give me a couple of alternative dates and times this or coming week so we can reschedule when both of our schedules allow us. With the right date confirmed, I will then book the meeting room.
I look forward to your quick response.

Head of Sales Department

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