Securing a meeting with someone requires skill and careful wording. Each request needs the right mix of respect, clarity, and purpose to get that desired “yes” response. Success often depends on how you write the request.
These samples show different approaches that work in various situations. From casual catch-ups to major business meetings, these templates help craft the perfect request. Check out these proven ways to ask for time on someone’s schedule.
Email Samples for Appointment Request
Here are carefully prepared email templates to help secure your next meeting.
1. Quick Business Meeting Request
Subject: Meeting Request – Business Partnership Discussion
Dear Mr. Thompson,
As the Marketing Director at ABC Solutions, we’ve noticed the excellent work your company has done in digital advertising. Your recent campaign for Tech Innovators caught our attention, and we believe there could be valuable opportunities for collaboration between our organizations.
Would you have 30 minutes this week for a brief meeting to discuss potential partnership opportunities? We could meet at your office or schedule a video call at your convenience.
Looking forward to your response.
Best regards, Sarah Chen Marketing Director, ABC Solutions
2. Follow-Up After Conference
Subject: Great Meeting You at Digital Summit – Coffee Chat?
Dear Ms. Rodriguez,
Your presentation about social media analytics at last week’s Digital Summit was fascinating. The strategies you shared about measuring engagement really connected with the challenges we’re facing at my company.
Could we schedule a short coffee meeting to discuss your insights further? Your expertise would be invaluable as we reshape our social media strategy. Any time that works for you in the next two weeks would be great.
Thank you for considering this request.
Warm regards, Michael Park
3. Professional Service Consultation
Subject: Initial Consultation Request – Financial Planning Services
Dear Mr. Johnson,
Your firm came highly recommended by my colleague, David Miller. He spoke very positively about how you helped structure his retirement planning, and mentioned you might be taking new clients.
As someone approaching retirement planning, would you have availability for an initial consultation? A 45-minute meeting would give us time to discuss my financial goals and see if your services align with my needs.
Thanks for your consideration.
Best regards, Patricia Wong
4. Academic Advisory Meeting
Subject: Student Advisory Meeting Request – Thesis Discussion
Dear Professor Williams,
Your research on renewable energy technologies closely aligns with my thesis direction. After reading your recent paper on solar panel efficiency, published in the Energy Journal, several questions came to mind that could help shape my research.
Would it be possible to schedule a 30-minute meeting to discuss these questions and get your guidance on my thesis approach? Any time during your office hours next week would work well for me.
Thank you for your time.
Sincerely, Robert Chen PhD Candidate
5. Sales Presentation Request
Subject: Product Demo Request – Cost-Saving Solution for Your Team
Dear Ms. Thompson,
Through our research, we learned that your company has been looking for ways to streamline customer service operations. Our software has helped similar companies reduce response times by 40% while cutting operational costs.
May we schedule a 45-minute online demo to show you how these results could apply to your team? We can focus specifically on the features most relevant to your needs.
Thank you for considering this request.
Best regards, James Wilson Solutions Consultant
6. Medical Appointment Request
Subject: Request for Medical Consultation – Follow-up Care
Dear Dr. Martinez,
After my recent annual check-up with Dr. Smith, she suggested consulting with you about the treatment options for my chronic back pain. She mentioned your specialized approach might be particularly helpful for my condition.
Could you please schedule me for a consultation at your earliest convenience? My schedule is flexible, and any time in the next two weeks would work well.
Thank you for your attention to this request.
Kind regards, Susan Brown
7. Networking Meeting Request
Subject: Coffee Chat Request – Marketing Industry Insights
Dear Ms. Anderson,
Your LinkedIn posts about marketing strategy have been incredibly insightful. As someone new to the field, your perspective on building brand awareness through social media particularly resonates with me.
Would you be open to a brief coffee meeting or virtual chat? Twenty minutes of your time would be incredibly valuable to learn about your career path and get advice for someone starting in marketing.
Thank you for considering my request.
Best wishes, Alex Turner
8. Project Kickoff Meeting
Subject: Project Kickoff Meeting – Website Redesign
Dear Team Leaders,
As we prepare to start the website redesign project, bringing all stakeholders together will ensure we begin with clear alignment. The scope and timeline documents are ready for review.
Please let me know your availability for a 60-minute kickoff meeting next week. This session will cover project goals, roles, and key milestones. A morning time slot would be ideal.
Looking forward to getting started.
Best regards, Rachel Lee Project Manager
9. Client Review Meeting
Subject: Quarterly Performance Review Meeting Request
Dear Mr. Garcia,
The third quarter results for your investment portfolio are ready for review. We’ve seen some interesting market movements that warrant discussion regarding potential strategy adjustments.
Could we schedule a 45-minute meeting next week to go through the performance details and discuss any changes you’d like to make? Tuesday or Thursday afternoon would work well.
Thank you for your time.
Best regards, David Chang Financial Advisor
10. Vendor Meeting Request
Subject: Supply Chain Discussion – New Partnership Opportunity
Dear Ms. Peterson,
Your company’s reputation for quality manufacturing and reliable delivery times has caught our attention. As we expand our product line, we’re seeking reliable partners who can meet our growing demands.
Would you have time for a meeting to discuss a potential supply partnership? We can share our requirements and learn more about your capabilities. A 45-minute session would be ideal.
Thank you for considering this opportunity.
Best regards, Mark Stevens Procurement Manager
11. Interview Schedule Request
Subject: Interview Scheduling for Marketing Manager Position
Dear Mr. Roberts,
Thank you for considering my application for the Marketing Manager position at Digital Dynamics. The initial phone screening with HR was very encouraging, and they suggested scheduling an in-person interview with you.
Would you have any availability next Tuesday or Wednesday for a one-hour interview? My schedule is open both days, and can accommodate any time that works best for you.
Looking forward to meeting you.
Best regards, Lisa Chen
12. Board Meeting Schedule
Subject: Q4 Board Meeting Schedule Request
Dear Board Members,
The fourth quarter board meeting requires scheduling, with several key strategic decisions pending discussion. The financial reports and strategic planning documents will be ready for review next week.
Please indicate your availability for a two-hour meeting during the week of October 15th. Morning sessions typically work best for most members, but we can accommodate afternoon times if needed.
Thank you for your prompt response.
Regards, Samuel Wright Board Secretary
13. Training Session Request
Subject: Team Training Session – New Software Implementation
Dear Department Heads,
The new project management software rollout requires a training session for all team leads. This session will cover essential features and best practices for daily use.
Please select a preferred time slot for a 90-minute training session next week. We have availability on Monday morning or Wednesday afternoon. The session will be held in the main conference room.
Thank you for coordinating with your teams.
Best regards, Jennifer Lopez IT Training Coordinator
14. Alumni Mentorship Meeting
Subject: Alumni Mentorship Program – Initial Meeting Request
Dear Mr. Davidson,
Through the University Alumni Mentorship Program, we were matched based on our shared background in environmental engineering. Your experience in sustainable building design perfectly aligns with my career interests.
Could we arrange a first meeting to discuss your career path and any advice you might have? A 30-minute chat, either in person or virtually, would be greatly appreciated.
Thank you for participating in the mentorship program.
Best regards, Thomas Lee
15. Legal Consultation Request
Subject: Legal Consultation – Business Contract Review
Dear Attorney Wilson,
Our company needs legal guidance on a new international partnership agreement. The contract has several complex clauses that require expert review before signing.
Would you have availability for a consultation this week? We estimate needing about an hour to go through the key points and discuss any potential issues.
Thank you for your consideration.
Best regards, Maria Santos Business Development Director
16. Charity Partnership Meeting
Subject: Meeting Request – Community Outreach Partnership
Dear Ms. Thompson,
Your organization’s work in youth education has created remarkable changes in our community. As the local business association chair, we’re seeking ways to support and amplify these efforts.
Could we schedule a meeting to discuss potential partnership opportunities? A 45-minute session would give us time to explore how local businesses might support your programs.
Thank you for the important work you do.
Warm regards, Robert Chen Business Association Chair
17. Property Viewing Request
Subject: Property Viewing Request – Commercial Space
Dear Mr. Anderson,
The commercial property listed at 123 Business Avenue matches our company’s expansion needs perfectly. The location and square footage align well with our requirements.
Would it be possible to schedule a viewing this week? We’d need about 45 minutes to properly assess the space and discuss terms. Any afternoon time would work for our team.
Looking forward to your response.
Best regards, Michelle Park Operations Manager
18. Government Official Meeting
Subject: Meeting Request – Small Business Development Discussion
Dear Council Member Johnson,
As president of the Local Small Business Alliance, we seek your insights on the new downtown development plan. Our members have valuable feedback about how the proposed changes might affect small businesses.
Could we arrange a meeting to discuss these concerns? A 30-minute session would allow us to present key points and explore potential solutions.
Thank you for your public service.
Respectfully, Daniel Kim Small Business Alliance President
19. Expert Consultation Request
Subject: Technical Consultation Request – AI Implementation
Dear Dr. Roberts,
Your recent publications on artificial intelligence applications in healthcare caught our attention. Our medical research facility is starting a similar project and would benefit greatly from your expertise.
Would you be available for a consultation meeting? We’d value an hour of your time to discuss implementation strategies and potential challenges.
Thank you for considering this request.
Best regards, Sarah Johnson Research Director
20. Partnership Review Meeting
Subject: Annual Partnership Review Meeting Request
Dear Ms. Anderson,
As we approach the one-year mark of our successful collaboration, a review meeting would help us assess our progress and plan future initiatives. The data shows strong results that warrant discussion.
Could we schedule a 90-minute session next week to review our partnership’s performance and set new goals? Tuesday or Thursday morning would work well for our team.
Looking forward to our discussion.
Best regards, Christopher Lee Partnership Manager
Finishing Up
These email templates work well as starting points for your own appointment requests. Focus on being clear about your purpose, respectful of time, and specific about what you need. Modify these samples to match your situation, keeping the tone professional and the message focused. With this approach, you’ll boost your chances of getting that important meeting scheduled.