Even in today’s fast-paced world of quick calls and instant messaging, the old-school method of scheduling meetings via email certainly has its place. Whether it's an important catch-up with your boss, or scheduling a run-of-the-mill team Zoom meeting—we've got you covered with templates for every scenario.
Why use a ‘schedule a meeting’ email template?
Have you ever found yourself spending more time drafting an email to schedule a meeting than the meeting itself would last? If that strikes a chord, then a meeting email template is going to be your new best friend. Templates are efficient, hassle-free, and can help you maintain a consistent tone and style. Plus, it eliminates the need to craft a new email from scratch each time. Now that sounds like a win-win!
Key elements of an effective meeting email
So, what exactly goes into creating a rock-solid 'schedule a meeting' email? Picture it like a sandwich—you want to include all the necessary fillings:
- Objective: Be clear on why you're scheduling the meeting. No one likes mystery meat in their sandwich, after all.
- Proposed time: Cross-check your schedule (and theirs) before suggesting a time. We’re not wizards who can magically make time.
- Duration: Let’s be fair and set clear expectations about how long the meeting will likely take.
- Location: Are we meeting at the coffee shop down the street, or is it an online get-together? Let 'em know.
- Agenda: A quick sneak-peek into the topics to be discussed is always appreciated.
Oftentimes, you’ll include this information in both the email body and the calendar invite. Why in both places? The email is what people read initially before they agree to the meeting. The calendar invite is the thing people look at the day of the meeting, long after they’ve forgotten about what it is and why the heck they agreed to attend in the first place. Having the information in both places just makes it easier for everyone.
Meeting schedule email template generator
Want to create a custom email template for your meeting? Use this Magical template generator to create a one-of-a-kind template that sets up your meeting in exactly the right way. You can get specific with your prompt (for example, you can ask for 'an email template inviting a coworker to a meeting to discuss their poor performance’) and even choose the tone of voice you want to use. To generate an unlimited number of email templates, add the free Magical Chrome extension to your browser.
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General meeting scheduling email template
Need a go-to template for most scenarios? This handy scheduling email template got your back:
Subject: Proposed Time for [Meeting purpose]
Hi [Recipient's Name],
I was hoping we could meet to discuss [insert meeting purpose]. Would [insert date and time] work for you? We could cover [topics/agenda].
Look forward to hearing from you!
[Your Name]
This general meeting scheduling email template has all the right ingredients that make it effective yet disarmingly simple. First, the subject line is crystal clear, eliminating guesswork and immediately conveying the email's purpose, which is to propose a meeting time. Next, there's a direct but polite approach in the body of the email, stating the aim of the meeting—it's remarkably straightforward.
Crucially, while the template is professional, it isn't stiff or overly formal. It comes across as welcoming and respectful, which encourages open, effective communication – the hallmark of any successful meeting.
Scheduling a meeting for your boss template
Send a professional-looking sample email to schedule a meeting for the boss with this spruced-up template:
Subject: Request to Schedule [Meeting Purpose]
Dear [Recipient’s Name],
My boss [Boss’s name], is interested in discussing [Purpose]. Would you be available on [Date] at [Time]? He/she believes it would be beneficial to go over [Topics/Agenda].
Kindly confirm your availability.
Best Regards,
[Your Name]
The email body maintains a formal tone fitting for significant exchanges, such as scheduling a meeting for higher-ups. It mentions who is interested—the boss, in this case—and the purpose for the meeting, which provides necessary context. It seamlessly marries transparency, assertion, and formality, taking the guesswork out of scheduling meetings for your boss.
Scheduling a meeting with your coworker template
Meetings with coworkers are usually more casual. Here’s a template that might do the trick if you’re looking to set something up:
Subject: Quick catch-up on [Topic]
Hi [Coworker’s Name],
Could we have a brief discussion about [Topic] at around [Time] on [Date]? I would really love to get your feedback on the current state of the [Topic] and catch up on what’s going on with [Topic #2].
Cheers,
[Your Name]
This template excels in its casual tone which is appropriate for a coworker. It's termed as a "catch-up" giving it a more informal feel, and emphasizing the importance of their input creates a sense of value. Making it time-specific shows consideration for your coworker's schedule.
Setting up a meeting with a client template
When it comes to clients, booking a meeting is one of the most important steps in building a relationship. Here’s how you can do it in a straightforward manner:
Subject: Proposing a Meeting about [Project Name]
Dear [Client's Name],
I hope this email finds you well. May we schedule a meeting on [Date] at [Time] to discuss progress and next steps for [Project Name]?
Best,
[Your Name]
The professionalism of this template is top-tier, maintaining a respectful and considerate tone throughout. It gives the client a clear understanding of the meeting’s agenda and proposes a specific time, expediting the scheduling process.
Scheduling a team meeting template
Need to get together a department or even an entire company? No need to beat around the bushes, here’s what to say:
Subject: Team meeting about [Topic]
Hi team,
Let's meet on [Date] at [Time] to discuss [Topic]. The agenda is available in the calendar link. Looking forward to your participation.
Thanks,
[Your Name]
This template is effective due to its directness. It communicates the necessary details without wasting anyone's time, which is crucial in a team setting.
Scheduling a board meeting template
A board meeting is usually a pretty regular occurrence, so you’ll likely be sending an email like this again and again. That’s why you don’t want to get too fancy with it:
Subject: Board Meeting on [Date]
Dear Board Members,
Please join us for a board meeting on [Date] at [Time]. We'll discuss [Agenda Items].
Best regards,
[Your Name]
With the formal tone suitable for communicating with board members and clear details about when and why the meeting is taking place, this template leaves no room for ambiguity.
Scheduling a time-specific meeting template
Is there a ticking clock? Here’s a template you can use to book a more urgent meeting.
Subject: Meeting at [Time] on [Date] for [Purpose]
Dear [Recipient's Name],
I'd like to set up a meeting at exactly [Time] on [Date] to discuss [Purpose]. Does that work for you?
Kind regards,
[Your Name]
By being explicit about the meeting's exact timing, this template helps eliminate unnecessary back-and-forth about scheduling, showing your respect for the recipient's time.
Scheduling an optional meeting template
If you’re not requiring everyone to attend your meeting, here’s a template you can use that still suggests you would like them there, but they don’t have to come.
Subject: Optional Meeting about [Topic]
Hi [Recipient's Name],
We're holding a meeting about [Topic] on [Date] at [Time]. Your presence would be greatly appreciated, but if you're unable to attend, just let me know.
Best,
[Your Name]
The template's strength lies in its balance of inclusivity and understanding. By making it clear that the meeting is optional, it respects the recipient's autonomy and time.
5 best practices for scheduling meetings via email
The art of drafting the perfect email to schedule a meeting is nothing to sniff at. Here are five best practices to help you become a Picasso in the world of meeting scheduling.
- Include All Necessary Details: An email without the requisite details is like a cake without frosting. Be sure to include key details like the purpose of the meeting, date, time, and location. It saves the recipient the trouble of having to ask and makes you look like someone who really has their stuff together.
- Use Clear and Concise Language: In the world of emails, brevity is your best friend. Clear and concise language is more accessible and respectful of the recipient's time.
- Offer Multiple Time Options or Use a Scheduling Tool: When proposing meeting times, it’s best to give a few options — this increases the chances of finding a time suitable for everyone. Alternatively, using a scheduling tool can be a lifesaver. No more calendar Tetris!
- Respect Time Zones: Working in a global scenario? Remember, not everyone operates on your clock. Before setting a time, be mindful of the recipient's time zone to avoid any unnecessary confusion or 2 a.m. meeting invites.
- Follow-Up if Necessary: Haven’t heard back? Could be your email got buried under a pile of others, or perhaps the recipient simply forgot. Either way, sending a polite follow-up email is a good practice. Just avoid crossing into nagging territory — nobody likes a pest.
Send repetitive emails faster with Magical
If you set up regular meetings and want one less thing to worry about? Get the free Magical Chrome extension to automate your repetitive tasks—like having to send out scheduling emails and reminders. Magical uses AI to help you write and respond to emails faster, and has a host of other features like templates you can use anywhere, and instant data entry.
Give it a try today to see why over 500,000+ people at 20,000+ companies use it to save seven hours a week.
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