Networking can be hard, but killer emails can get you far. If you need a meeting email sample to get you started, you’re in the right place.
Reaching out to potential clients and people you want to meet with doesn’t always end in success, which can be discouraging.
We here at Priority Matrix are no different from you, and even we face occasional hiccups trying to get in touch with people.
Use our experience to your advantage, and check out our meeting email sample we’ve written for your benefit.
Meeting Email Sample
Here’s a meeting email sample – something you could write to request either a virtual or in-person meeting with someone.
This template is written under the assumption that you’ve contacted this person previously and you’d like to try and set-up a meeting with them.
It’s really hard to get a meeting set-up if you have had no prior correspondence with them, but doing your research, as explained below, can be a big help.
Our Meeting Email Sample Template:
Hi (Recipient’s Name),
It’s (Your Name) from (Your Company Name).
It was great to speak with you about (topic from last communication).
I’m getting in touch because I’m aware that you recently (something that they or their company is doing). I have some ideas about how you could implement (helpful related topic or resource), and I think that I might be able to help you out.
Do you have time next week to set up a call or grab a quick coffee together?
I promise not to take too much of your time. I really appreciate you taking your time to hear me out on this.
When you write your meeting email, change things around to fit your situation.
Meeting Email Tips
We’re going to go over some important facets of a successful email and some ways you can go about setting up a meeting.
1. Subject Lines
The most important part of sending out an email is getting your recipient to open it. If they don’t even bother to open the email, there’s no way you’ll get a response.
This is why it’s important to have a subject line that makes people want to open your message. A recent study by Fast Company showed that vague, curiosity-piquing subject lines led a to higher open rate than more specific ones.
For example, a subject line like “Quick question” is more likely to be successful than “Are you interested in a new productivity tool?”.
I’ve had the most success with the subject line:
Connecting [MYNAME] <> [NAME of person I want to Meet With]
Of course, a specific subject line may be more effective depending on your circumstances.
If you’re reaching out to someone you met previously, you may want to make a more personalized subject line to remind them who you are.
For example: “Hey, It’s Kate, from the So-And-So business conference”.
As long as your subject line makes the person curious about what you have to say or seems useful for them, there’s a much higher chance that they’ll open it.
2. Make It Personal
The person you’re contacting probably receives plenty of emails every day.
Even if they don’t, receiving a generic message that anyone could answer will make them less trustful of what you have to say and they’re less likely to engage with you.
Did their business recently accomplish something that you find impressive? Did this person mention something you wanted to learn more about the last time you spoke with them?
Let them know that you know who they are and what they do.
For example, I run a small clothing store online.
I recently received an email from someone, asking me to help sponsor a competition. This email seemed like it came out of nowhere, and I was immediately very distrusting of it. They didn’t mention my store, or how they heard of me. I decided to take a chance and reply, and I eventually learned that they contacted me because I was recommended to them by someone else. I almost ignored the email entirely, which could have been avoided if they had mentioned the recommendation in the first email.
Another reason they may not engage is that they don’t feel as much obligation to respond to you if they don’t feel like what they have to offer is something you really need.
When you send an email, emphasize why you’re reaching out to that person. Clearly state why you want to hear back specifically from them, and let them know how valuable they are to you.
When I was told that someone else recommended me, I felt like I was more obligated to help out with the competition sponsorship and that what I was able to give them had real value.
4. Do Your Research
This goes hand-in-hand with making an email personal.
If you’re emailing someone to ask them a question, make sure it’s one you can’t answer yourself by looking it up.
Let the person know that you’ve already looked into it, can’t find the answer, and you believe that they’re the person that can give you what you want.
Indicate what it is about them that makes you think so.
If you’re contacting them about something that you have to offer, talk about why you think they might find it helpful. Try to get as specific as you can, and make it clear that you’ve taken the time to learn about them. Don’t make the person you’re contacting feel like you’re wasting their time.
If you want to set up a meeting, you want to be as prepared as possible when you see them.
4. Give And Take
If you’re emailing someone to ask them for something, try to make it worth their while.
What you should offer changes depending on what you’re contacting them for. Figure out what makes sense.
Are you trying to get them interested in a product you’re selling? Give an example of a concrete way it will help them or their business. Are you trying to set up a meeting with them? What are they going to get out of the meeting?
Depending on the nature of your request, it might even be best if you don’t mention what you want from them in the first email.
Offer something to them like a resource that would be useful, or highlight something you have in common with them that will help you form a sense of goodwill.
Adam Grant does a great job of explaining this concept. What’s really important is to get across the idea that you aren’t just blindly contacting them, expecting something for nothing.
If you feel like there’s nothing you can offer them, word your message so that you don’t appear demanding.
Express gratitude as genuinely as possible, and communicate that you appreciate them taking the time to read your message.
5. Short And Simple
Long emails really turn people off.
With competing demands for time, no one wants to sit and read the equivalent of a short essay. Keep what you have to say short-and-sweet, and try to make your message curiosity-piquing.
You want your recipient to actually read your whole message. If they can’t be bothered to read the whole email, they probably can’t be bothered to respond to it, either.
Make it easy to read, and don’t be afraid to do short follow-up emails if you’re not receiving a response.
Watch a video on the topic:
Import the Email research template here.
Go Send Those Emails!
We hope this meeting email sample and tips were enough to get you started. Now get out there and put it to use!
If you’re looking for a way to keep your emails organized, try Priority Matrix! You can drag and drop emails in to the app to help you prioritize and get more done.