How to Write the Perfect Meeting Request Email (Examples and Templates Included)

Cold emailing may seem intrusive, but it has great potential when done thoughtfully and professionally. A well-crafted email can stand out and spark genuine interest.

Sales professionals might question the effectiveness of cold emailing. However, email outreach remains a powerful method for connecting with potential clients. The key is crafting messages that resonate and offer real value.

In this article, we’ll explore why email remains the go-to outreach method and how you can leverage it to schedule more meetings and build meaningful connections with your prospects.

Should You Use Emails to Book Meetings?

Yes! The key is sending the right message to the right person at the right time.

Email is the most common and convenient way to book meetings. Unlike cold calling, it's less intrusive and better aligned with how people typically schedule and attend meetings—on their computers.

While exploring other outreach methods like social media can be beneficial, especially if your audience is more active there, email remains the standard for business communications and booking meetings.

Who to Reach Out To: Laser-Focused Prospecting with Skrapp

To book meetings through email, start with precise prospecting. Identifying the right contacts is crucial—more so than crafting the perfect email. Even the best emails go unnoticed if sent to the wrong people, while the right recipients see them as timely and relevant.

Effective emails target individuals with the right responsibilities in a company—the decision-makers.

To identify the right decision-makers, consider:

1. Responsibility Alignment: Ensure the recipient handles the area related to your offer. For example, if you're offering sales software, contact someone in the sales department.
2. Position Relevance: If multiple people share responsibility in your target area, focus on the ones with decision-making power. In a sales team, this often means reaching out to VPs or managers, who are more likely to be involved in purchasing decisions.

By focusing on these criteria, you can ensure your emails reach those who can take action on your proposals.

If you know the person

Once you've identified your target contact, use Skrapp’s Email Finder to get their email address and send your meeting request. Follow these steps:

1. Log in to your Skrapp.io dashboard.
2. Navigate to Email Finder in the header menu and select Unit Email Finder.
3. Enter the First Name, Last Name, and Company Website of your prospect.
4. Choose the correct company from the drop-down menu.
5. Select a list to save the prospect's email and click Save.
6. Go to your list to access and export the prospect's email to your marketing tool or CRM.

How to find an email address by name | Skrapp.io

Find the professional email address of anyone by name.

Skrapp.io

If you don't know the person

If you haven't pinpointed the exact person to reach out to, use Skrapp’s extensive database of over 150 million profiles and 20 million companies. Here's how to search and find the right contacts:

1. Log in to your Skrapp.io dashboard.
2. Navigate to 'Database Search' and select 'People Search.'
3. Select 'Leads' and 'Company Filters' to refine your search results.
4. Apply filters: Fill in as many filters and fields as needed based on your criteria, then click 'Search.'
5. View results: Click 'Get Email' next to contacts that match your criteria to fetch their work emails.
6. Bulk extraction: Use 'Get Emails' to extract emails for multiple leads. Choose the number of emails and the list where the data will be saved. You can create a new list by selecting 'New List.'
7. Save your selections by clicking 'Save.'

People Search: Find emails of your prospects | Skrapp.io

Discover prospect emails with Skrapp’s People Search, utilizing diverse filters and a 20 million-strong company database.

Skrapp.io

Anatomy of the Perfect Meeting Request Email

Crafting an effective meeting request email involves several key elements. Here’s how to structure your email for maximum impact:

Subject Line

The subject line is crucial. It can determine whether your email is opened or sent to spam. Aim for a subject line that compels the recipient to open your email.

• Statistics to Consider:
  • 69% of people send emails to spam based on the subject line.
  • 47% open emails because of the subject line.

You can choose a formal or informal approach but ensure consistency in tone throughout the email. Strive for a balanced tone, neither too formal nor too casual.

Scenario #1: Formal Subject Line

For a formal approach, include the topic of discussion, the recipient's first name, and their company name. This personalizes your email and clarifies the meeting agenda. Keep it concise, ideally under 50 characters, to fit within the preview pane of the inbox.

Example: “Rayn, let’s discuss sales at Product.io”

Scenario #2: Informal Subject Line

Informal subject lines can be effective if you know the recipient's tone from their social media. Use subtlety to spark interest without appearing too friendly. If you share a common interest, use it to your advantage, especially for in-person meeting invitations.

Example: “Alex, attending the Masters Tournament this weekend?”

This approach can pique their curiosity. However, be cautious not to jump straight into a pitch. Focus on building a relationship first.

Content of the Email

1. Opening: Start with a friendly greeting that aligns with the tone of your subject line.
2. Purpose: Clearly state the reason for reaching out and how it aligns with the recipient’s interests or business needs.
3. Value Proposition: Explain the benefits of the meeting for the recipient.
4. Call to Action: Suggest a specific time or date for the meeting and request a response.
5. Closing: End with a polite closing remark, reinforcing your willingness to discuss further.

By following these guidelines, you can craft meeting request emails that stand out and lead to meaningful connections.

Introduction

In your meeting request email, the introduction is crucial. It should briefly explain who you are and the purpose of the meeting, focusing on the value for the recipient rather than promoting your company or services. Here's how to make a compelling introduction:

1. Self-Introduction: Introduce yourself and your role succinctly.
2. Purpose of the Meeting: Explain the agenda briefly, emphasizing how it benefits the recipient.

Avoid boasting about your company. Instead, center the conversation on the recipient and how they can gain from the meeting.

Key Points to Address:

• What are their business priorities?
• Who is their target audience, and what is their communication style?
• What challenges do they face, and how are they addressing them?
• How can you assist them in overcoming these challenges?

Researching your prospect thoroughly will allow you to tailor your message to their specific needs and capture their attention by highlighting how you can help solve their problems.

Pro Tip: Leverage mutual connections. A mutual acquaintance's endorsement can significantly increase your chances of a positive response. Reach out to your shared contact and ask for a brief introduction or recommendation. Mentioning this mutual connection in your introduction adds credibility and familiarity.

Example introduction:

In this example, you can either continue the conversation to build rapport or subtly mention the meeting agenda in connection with the shared interest or mutual benefit.

By making the introduction personal and focused on the recipient’s needs, you increase the likelihood of engaging them and securing a meeting.

Request

Now is the time to clearly outline the value of your meeting request. Focus on demonstrating how you can help them achieve their goals and solve their challenges.

Key Points to Address:

1. Value Proposition: Clarify how this meeting will benefit them. Will it save them money or time? Can it increase their ROI or help close more deals?
2. Past Successes: Highlight any previous achievements or case studies that demonstrate your ability to deliver results similar to what they're seeking.
3. Conciseness: Keep your message short and to the point. Encourage further discussion on a call or in your next communication.

Example:

Pro Tip: If you know they're attending a conference or seminar, mentioning your mutual interest and suggesting a brief meetup can also be effective in building rapport and establishing a connection.

Example: You can offer your case study in the form of an engaging flipbook. This way you can also view whether your case study has been opened and viewed by the recipient.

By focusing on their current interests and needs, you can lay the groundwork for a productive meeting or future collaboration.

Call to Action and Availability

Having expressed your intention to meet, it’s crucial to guide your prospect on their next steps.

What You Want Them to Do: Specify what action you expect from them in response to your email:

• Schedule a call with you.
• Share a suitable time for a discussion.
• Connect you with the appropriate person in their organization.

The action should align with your meeting agenda, their expectations, and current priorities.

Two Approaches: Consider these options based on your strategy:

• Option 1: Provide your calendar link and encourage them to book a call at their convenience.
• Option 2: Invite them to reply with any questions they have about your proposal.

Be flexible with scheduling. Offer multiple dates and time slots to accommodate their availability. If none of the suggested times work, invite them to propose an alternative.

Meeting Duration: Specify a reasonable duration for the meeting. A concise initial call of around 15 minutes is often preferred for first-time meetings, avoiding longer commitments that might seem daunting.

By offering clear guidance and flexibility, you enhance the likelihood of securing a productive meeting that fits both parties’ schedules and expectations.

Email Signature

Your email signature plays a crucial role in establishing trust with your prospect. It provides essential information about you and your company, helping recipients understand your authority and credibility.

Key Elements to Include:

• Headshot: Adds a personal touch and shows you're a real person.
• Full Name: Clearly identifies who you are.
• Job Title and Department: Indicates your authority within the company.
• Company Name: Specifies who you represent.
• Phone Number: Provides a direct way to contact you.
• Social Profiles: Offers insights into your professional network and interests.
• Call to Action (CTA): Encourages prospects to connect or take further action.
• Booking Links: Facilitates quick scheduling of meetings.

Example:

Customization Tips:

• Placement: Arrange these elements naturally to maintain a clean and professional appearance.
• Social Profiles: Select profiles based on the email’s tone. For informal engagements like a golf chat, include Instagram or Facebook. For formal communications, LinkedIn or Twitter are suitable.
• Professional Headshot: Consider using SnapHeadshots, an AI tool, for a polished headshot from casual selfies.

Your email signature should not only convey professionalism but also reflect your personality and interests appropriately, enhancing your prospect’s trust and engagement.

Follow-Up

After sending your meeting request, you may not receive an immediate response. Here’s how to handle the follow-up effectively:

Options to Consider:

• Wait for a Response: Give the prospect time to reply, though this may risk being forgotten.
• Send a Reminder: Politely remind them of your request, increasing the chance of a reply.

The latter option often yields results, particularly with the second or third follow-up email. It’s crucial to maintain a friendly tone and choose your words carefully.

Example Follow-Up:

“Hi [Recipient’s Name],

I haven’t heard from you since I contacted you on Monday at 11 a.m. I wanted to check if you are attending the Sales Conference next week in Chicago.

I’d love to meet you for a brief chat over a cup of coffee.”

Turning Cold Outreach into Warm Relationships: Inviting them to live events or commitment-free demo demonstrates legitimacy and transforms initial outreach into a more personalized, engaging interaction.

By maintaining a positive and inviting tone, you increase the likelihood of re-engagement and fostering a productive connection.

Meeting Request Email Templates and Examples

Effective meeting request emails are timely and focused on delivering value to the recipient. Understanding their current interests and needs is key to crafting a compelling email.

Here’s an excellent example of a meeting request email sent to a VP of Marketing:

The above example demonstrates that a cold email can succeed if it captures the recipient's interest, even if it deviates from some discussed points. To provide you with inspiration on structuring your meeting request email, we’ve included some templates below:

Template #1: 

Subject Line:

"John, let's boost your sales at [Prospect's Company]"

Email:

Hi John,

I’m [Your Name] from [Your Company], and I’ve been following [Prospect's Company] for a while now. Your recent achievement in [mention specific achievement] caught my attention.

At [Your Company], we have helped businesses like yours achieve [mention specific results, e.g., 20% increase in sales] with our [mention your product/service]. I believe we can bring similar value to your team.

Could we schedule a brief 15-minute call to discuss how we can assist [Prospect's Company] in achieving even greater success?

Please let me know your availability, or book a slot directly on my calendar: [Insert Calendar Link].

Thank you, and I look forward to speaking with you.

Best,

[Your Email Signature]

Template #2: 

Subject Line:

"Rayn, a mutual connection recommended we connect"

Email:

Hi Rayn,

I hope this email finds you well. [Mutual Connection's Name] suggested I reach out to you as he/she believes there could be a great opportunity for collaboration between [Prospect's Company] and [Your Company].

Given your expertise in [mention their area of expertise], I’d love to discuss how our solution, [mention your product/service], can help you [mention specific benefit].

Would you be available for a quick 15-minute call this week? Please let me know a time that works best for you, or feel free to book a slot on my calendar: [Insert Calendar Link].

Thank you, and looking forward to your response.

Best,

[Your Email Signature]

Template #3: 

Subject Line:

"John, let’s discuss partnership opportunities with InnovateTech"

Email:

Hi John,

My name is [Your Name], and I am the [Your Position] at [Your Company]. We specialize in [briefly describe your company’s services or products].

I have been following [Prospect's Company] and was particularly impressed by [mention something specific about the company or their recent achievements]. Given your role as the [Prospect's Position], I believe there are significant synergies between our companies that we could explore.

I would love to schedule a brief 15-minute call to discuss how we can potentially collaborate to [mention a specific benefit or solution you offer].

Please let me know your availability, or you can book a slot directly on my calendar here: [Insert Calendar Link].

Looking forward to your response.

Best regards,

[Your Email Signature]

Template #4: 

Subject Line:

"Follow-up: Potential collaboration between [Your Company] and [Prospect's Company]"

Email:

Hi [Prospect's Name],

I hope you’re doing well. I wanted to follow up on my previous email regarding a potential collaboration between [Your Company] and [Prospect's Company]. I understand you might be busy, but I believe there are exciting opportunities for us to explore together.

If you’re open to it, I’d love to schedule a brief call at your convenience to discuss this further. You can book a time directly on my calendar here: [Insert Calendar Link].

Looking forward to your response.

Best regards,

[Your Email Signature]

Template #5: 

Subject Line:

"Tom, let's discuss how to save [Prospect's Company] time and resources"

Email:

Hi Tom,

I’m [Your Name] from [Your Company], and I’ve been impressed with the innovative work [Prospect's Company] is doing in [industry/field]. I understand that managing [specific process] can be time-consuming and resource-intensive.

Our solution, [mention your product/service], has helped companies like yours streamline [specific process] and save up to [specific amount of time/resources]. I believe we can provide the same advantage to your team.

Could we schedule a brief 15-minute call to explore this further? Feel free to book a slot directly on my calendar: [Insert Calendar Link].

Thank you, and I look forward to your response.

Best,

[Your Email Signature]

Turn Prospects into Paying Customers

By investing effort in reaching out to the right people at the right time and personalizing your message, you can transform email outreach into a powerful tool for scheduling more meetings. Effective prospecting is key; targeting those already interested in your offer makes them easier to persuade. Ensure your prospecting is top-notch.

Next, craft a highly relevant message tailored to their needs and preferences. Remember the key points discussed in this article to create a message that deeply resonates with your target audience.