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Proposing a Meeting via Email: Tips for Effective Formulation

Richard Gödel
CTO @ meetergo
2 minutes reading time
Table of contents
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When you want to suggest a meeting or send a meeting request via email, effective communication is crucial. After all, you want to make sure that your proposal is received positively by the other person.

In this section, we will provide you with helpful tips on how to optimize your email wording. We will show you how to create a meaningful subject line and what to consider when structuring your meeting request.

Choosing the Right Subject Line

The subject line of an email is the first thing the recipient sees and is therefore important for capturing their attention. A meaningful subject line is the key to getting a response to your meeting request.

An important tip is to keep the content of the subject line short and precise. Avoid writing long sentences or using abstract terms. Instead, get straight to the point and clearly state the reason for your email. For example, use "Meeting Request for a Strategy Meeting on July 15, 2021, at 2 PM" instead of simply "Meeting Request."

Additionally, you can use specific keywords to grab the recipient's attention. Include terms like "urgent," "important," "update," and "confirmation" in your subject line to motivate the recipient to open and respond to your email.

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Formulating a Clear Meeting Request

When proposing a meeting, it's important to formulate your email in a clear and precise manner. The following elements should be included in your message:

  • Purpose of the meeting: Start by clearly stating the purpose of the planned meeting. Provide as much information as possible to ensure your conversation partner has a clear understanding of your request.
  • Selection of possible dates: Do you have any preferred days or times? If so, make it clear. If you are flexible, provide the recipient with some options to choose from.
  • Details: Are there any specific requirements for the meeting? Do you need any special materials? If yes, indicate these in your email to ensure all participants are well-prepared.

The following text is an example of a clear meeting request:

Dear Mr./Ms. [Recipient's Name],
I would like to arrange a meeting to discuss [purpose of the meeting]. My preferred days would be [Tuesday or Wednesday] next week between [9 and 11 a.m.], but I am also willing to consider other days and times if they work better for you. If you require any specific materials or information, please let me know. I look forward to hearing from you.
Best regards,
[Your Name]

By formulating these elements clearly and precisely, you increase the likelihood of receiving a positive response from your conversation partner.

Confirming the Agreed-upon Meeting

After a meeting has been arranged via email, it's important to confirm the appointment to ensure that all parties are on the same page.

The confirmation should be brief, polite, and precise. The content should include the agreed-upon date, time, and location of the meeting, as well as any specific instructions or requirements. The following template can serve as a guide:

Dear [Name],
Thank you for promptly confirming our meeting on [date] at [time] at [location].
I look forward to meeting you there and discussing [purpose of the meeting and/or any special instructions or requirements].
Please let me know if you have any further questions or requests.
Best regards,
[Your Name]

By providing a clear and professional confirmation via email, the risk of misunderstandings can be minimized, and the trust and precision of future collaboration can be improved.

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Suggesting Additional Meeting Dates

It's possible that the proposed meeting dates may not be suitable for all parties involved. In such cases, it's important to offer alternative dates to achieve a successful scheduling.

If there are multiple people involved, sharing a meeting poll to find a suitable date may also be helpful.

When formulating new meeting suggestions, it's important to maintain politeness and flexibility. Avoid suggesting too many dates, as it may lead to confusion. Focus on the most important options.

By offering alternative dates, you demonstrate your willingness to collaborate and improve your chances of successfully scheduling the meeting.

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Automated Meeting Scheduling with meetergo

meetergo is an efficient tool for automated appointment scheduling that simplifies and speeds up the entire process. By integrating meetergo into your email communication, you can automatically sync the calendars of all participants and find the best available meeting times. The tool also allows you to automatically send confirmations, reminders, and follow-ups to ensure that all participants stay informed about the meeting.

With meetergo, you have the option to specify the right meeting location, whether it's a physical venue or a virtual setting through an online platform. The tool ensures that all participants receive the necessary information to seamlessly join the meeting or navigate to the correct location.

Using meetergo not only saves time and effort but also ensures smooth coordination among all participants. Thanks to automation, scheduling appointments has never been easier, and it ensures that all participants are on the same page.

If you want to propose a meeting and ensure that the entire process runs efficiently and smoothly, meetergo is an excellent solution to optimize your appointment scheduling.

Requesting Business Meetings via Email

When arranging business meetings via email, it's important to consider some key aspects to leave a professional impression. The formulation of the meeting request should be polite and precise to respect the recipient's time and attention.

The Subject Line

The subject line should clearly indicate the purpose of the meeting request. A concise summary of the matter at hand helps generate interest and grab the recipient's attention. For example, the subject line for a meeting request could be: "Proposal for a meeting to discuss the new project on June 15th."

The Meeting Request

When making the actual meeting request, it's important to provide all relevant information. This includes the date, time, location of the meeting, and the reason for the discussion. A clear and precise formulation makes it easier for the recipient to make a decision and minimizes follow-up questions.

The Language

The language should always be friendly and polite. It is recommended to use a personal salutation. Avoid using templates or boilerplate language to leave an authentic impression. Also, clear and engaging language can increase the success of the meeting request.

By following these recommendations, you can professionally arrange business meetings via email and build successful business relationships.

Tips for a Successful Meeting Request via Email

Arranging meetings via email can be an effective and time-saving method. However, there are some important rules to follow to ensure that your meeting request is clear, precise, and receives a positive response. In the following section, you'll find some useful tips:

Formulate the Meeting Request Clearly and Precisely

When formulating your meeting request, it's important to be clear and precise. Clearly state the purpose of the meeting and your availability. If you already have some proposed meeting dates, include them. It's also helpful to attach any relevant background information or documents.

Confirmation of the Agreed-upon Meeting

Once you have arranged a meeting, it's polite to confirm it via email. Avoid long emails and instead write a brief confirmation with the key information such as the date, time, and location. Also, express gratitude for the recipient's time.

Suggesting Additional Meeting Dates

It's possible that your proposed meeting dates may not work for all participants. In such cases, it's helpful to suggest alternative dates. Offer one or more possible options and ask for feedback on which date works best.

Business Meeting Requests

When making business meeting requests, it's important to use a professional tone. Avoid slang or informal language and stick to a formal way of speaking. It's also important to politely ask the recipient to confirm or decline the meeting.


When arranging meetings via email, it's important to be precise and polite. Use clear subject lines and provide all relevant information in the email. Confirm the agreed-upon meeting politely via email and offer alternative dates if necessary. With these tips, you can effectively and successfully schedule meetings via email.


Frequently Asked Questions (FAQs)

Here are some frequently asked questions related to scheduling appointments via email.

What is a reasonable timeframe for responding to an email appointment request?

It is recommended to respond to a meeting request within two to three business days. If there is urgency, it should be mentioned in the email to clarify the priority and timeframe for the response.

How should the email be structured to formulate a meeting proposal?

The email should start with a polite greeting and introduction, followed by the reasons for the meeting and the desired options for the appointment. Make sure to clearly state all necessary information, such as the location, time, and purpose of the meeting.

What subject line should be chosen to increase the email's open rate?

The subject line should be short and concise, clearly conveying the purpose of the email. Avoid confusing words or phrases. Examples of suitable subject lines are "Meeting Request: [Meeting Name]," "Meeting Proposal for [Date and Time]," or "Meeting Invitation: [Meeting Topic]."

What should be included in an email confirming an agreed-upon meeting?

The email should include a brief thank-you message confirming the agreed-upon meeting and providing the details of the appointment. It is also helpful to mention that a reminder email will be sent shortly before the meeting.

Should a reminder email or a calendar invitation be sent before the appointment?

It is recommended to send a reminder email at least one day before the meeting and, if necessary, send a calendar invitation. This ensures that all involved parties are aware of the time and location of the meeting in advance.

How can one politely indicate that a response to the meeting request is expected?

It is appropriate to politely mention in the email that a response is desired and that a follow-up is planned if no response is received within a certain timeframe. Phrases like "I would appreciate a prompt response" or "Please let me know by [date] if this appointment works for you" can help convey politeness and assertiveness.

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