Meeting Request Letter Template

A meeting-request letter asks for time with a colleague, manager, or external contact.

Copy this template

[[Sender Name]]
[[Date]]

[[Recipient Name]]
[[Recipient Title]]

Dear [[Recipient Name]],

I'd like to meet to discuss [[topic]]. It should take about [[duration]] and works best by [[date or sooner]].

Suggested times:
- [[option 1]]
- [[option 2]]

If none suit, please propose one. The goal is [[outcome you want from the meeting]].

Thank you,
[[Sender Name]]

What to fill in

The meeting topic and desired outcome
Two or three concrete time options
The expected duration
Your availability

Tips

Offer times, don't ask "when are you free?".

State the purpose so they can prepare.

Keep it short and actionable.

FAQ

Email or calendar invite?

Send the request by email first, then a calendar invite once they pick a time.

By Tracy Walsh, business writing coach

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