Writing an upcoming meeting email might make you feel nervous. The right email can set the tone, create a great first impression, and start building a strong connection before you even meet.
Some people think these emails are simple tasks, but finding the sweet spot between professional and friendly takes practice. Each situation calls for its own approach. These proven examples will help you write the perfect pre-meeting message and make your next interaction a success.
“Looking Forward to Our Meeting” Email Samples
These carefully written email templates will help you express your enthusiasm while maintaining professionalism for any type of meeting.
1. First-Time Client Meeting
Subject: Looking Forward to Our Strategy Discussion – [Company Name]
Dear Ms. Thompson,
Thank you for scheduling time to discuss your marketing goals this Thursday at 2 PM. Based on our brief chat last week, your company’s vision for expanding into new markets perfectly aligns with our expertise.
During our meeting, we’ll explore specific strategies that have worked well for similar businesses in your industry. To make the most of our time together, please bring any questions about your current marketing approach and any data you’d like to review.
Looking forward to meeting you and learning more about [Company Name]’s growth plans.
Best regards, Sarah Martinez
2. Job Interview Follow-up
Subject: Excited About Our Upcoming Interview – [Position] Role
Dear Mr. Chen,
Thank you for inviting me to interview for the Senior Project Manager position. As requested, this email confirms our meeting scheduled for Tuesday, October 3rd, at 10 AM at your downtown office.
Your company’s recent work on sustainable energy projects caught my attention, and my experience leading similar initiatives could bring valuable insights to your team. Please let me know if you’d like me to prepare any additional materials or case studies for our discussion.
Looking forward to meeting you and the team next week.
Best regards, Michael Thompson
3. Team Introduction Meeting
Subject: Team Meeting Next Week – Getting to Know You
Hi everyone,
As your new department head, meeting each of you next Monday at 11 AM will be a highlight of my first week. The conference room is booked for a casual discussion about your roles, experiences, and ideas for the future.
Please come ready to share a brief overview of your current projects and any suggestions you might have. This meeting will help us establish open communication and set the foundation for our work together.
Looking forward to getting to know each of you.
Best wishes, David Rodriguez
4. Business Partnership Discussion
Subject: Partnership Meeting Confirmation – [Date]
Dear Ms. Anderson,
Thank you for agreeing to meet next Friday at 3 PM to explore potential collaboration opportunities between our companies. Your innovative approach to customer service perfectly complements our product development strategy.
For our discussion, my team has prepared an overview of how our services could create mutual benefits. We’re particularly excited to hear your thoughts on joint market expansion possibilities.
Looking forward to what could be the start of a successful partnership.
Kind regards, Robert Chang
5. Educational Workshop Preparation
Subject: Workshop Details – Creative Writing Fundamentals
Dear Workshop Participants,
Our first creative writing session starts next Wednesday at 6 PM in Room 204 of the Community Center. The two-hour workshop will focus on character development and story structure through hands-on exercises.
Please bring your favorite notebook and writing tools. You might also want to think about a story idea you’d like to develop during our sessions. The group size will be small to ensure everyone gets personal attention.
Looking forward to starting this creative journey with you.
Warmly, Emily Foster
6. Vendor Meeting
Subject: Meeting to Review Service Proposals – [Date]
Dear Mr. Peterson,
This message confirms our meeting scheduled for Thursday at 1 PM to discuss your IT support services proposal. We appreciate the detailed documentation you sent earlier this week.
To help focus our discussion, we’ve identified several key areas we’d like to explore further, especially regarding response times and service level agreements. Please feel free to bring any additional information about similar implementations you’ve done.
Looking forward to a productive discussion about working together.
Best regards, Lisa Chen
7. Networking Follow-up
Subject: Great Meeting You Yesterday – Coffee Next Week?
Dear Alex,
Your insights about digital marketing at yesterday’s conference were fascinating. As mentioned, my team faces similar challenges with social media analytics, and meeting for coffee next Tuesday would give us a chance to share experiences.
The coffee shop on 5th Street at 10 AM works perfectly for my schedule. They have great pastries and quiet corners perfect for good conversation about industry trends.
Looking forward to continuing our discussion.
Best, James Wilson
8. Project Kickoff Meeting
Subject: Project Alpha Kickoff – Team Meeting [Date]
Hello Team,
Next Monday’s kickoff meeting at 9 AM marks the start of Project Alpha. We’ll gather in Meeting Room A to outline project goals, assign roles, and create our initial timeline.
Please review the project brief shared last week and come prepared with questions. Each team member will have time to share their expertise and suggest approaches for their area of responsibility.
Looking forward to starting this exciting project together.
Best regards, Sarah Kim
9. Client Review Session
Subject: Quarterly Review Meeting – [Company Name]
Dear Mr. Johnson,
This confirms our quarterly review meeting next Thursday at 2 PM. We’ll discuss the results from the past three months and plan adjustments for the upcoming quarter.
Our team has prepared detailed analytics showing the impact of recent campaigns. We’re excited to share several new opportunities we’ve identified that could boost your results even further.
Looking forward to showing you the progress we’ve made.
Best regards, Maria Garcia
10. Mentor Meeting
Subject: Mentorship Session – Career Development Discussion
Dear Rachel,
Thank you for agreeing to meet next Wednesday at 4 PM for our first mentorship session. Finding someone with your experience in software development will help guide my career decisions.
To make the most of your time, my main questions focus on transitioning from technical roles to team leadership. Any insights from your similar career path would be incredibly valuable.
Looking forward to learning from your experience.
Best regards, Tom Zhang
11. Sales Presentation
Subject: Product Demo Meeting – [Product Name]
Dear Ms. Williams,
This email confirms our product demonstration meeting next Monday at 11 AM. We’ll show you how [Product Name] can streamline your current processes and reduce operational costs.
Based on our previous conversation, we’ve customized the demo to address your specific needs. We’ll focus particularly on the automation features you mentioned would help your team.
Looking forward to showing you what our solution can do.
Best regards, Daniel Lee
12. Conference Speaker Meeting
Subject: Speaker Coordination Meeting – [Conference Name]
Dear Dr. Martinez,
Thank you for agreeing to speak at next month’s conference. Meeting this Friday at 3 PM will help us finalize the details of your keynote presentation.
We can discuss your technical requirements, presentation timing, and any specific topics you’d like to emphasize. The conference theme resonates perfectly with your expertise in sustainable technology.
Looking forward to planning your contribution to the event.
Best regards, Jennifer Taylor
13. Property Viewing Appointment
Subject: Property Viewing Confirmation – [Address]
Dear Mr. and Mrs. Brown,
This confirms your appointment to view the Cedar Street property tomorrow at 2 PM. The house matches your criteria for a family home with its four bedrooms and large backyard.
Please bring any questions about the neighborhood, schools, or recent renovations. We can also discuss current market conditions and similar properties in the area during our meeting.
Looking forward to showing you this wonderful home.
Best regards, Amanda White
14. Consultation Meeting
Subject: Initial Consultation – Financial Planning Session
Dear Mr. Roberts,
Thank you for scheduling a financial planning consultation for next Tuesday at 9 AM. This first meeting will help us understand your goals and create a personalized strategy.
Please bring recent financial statements and any specific questions about retirement planning or investment options. This information will help us make the most of our discussion.
Looking forward to helping you plan your financial future.
Best regards, Mark Stevens
15. Training Session
Subject: New Software Training – Team Session [Date]
Hello Team,
Our training session for the new project management software starts next Monday at 10 AM in the main conference room. This hands-on session will cover all essential features you’ll need daily.
Please bring your laptops and make sure you have the software installed using the guide sent yesterday. We’ll practice with real scenarios from your current projects.
Looking forward to helping you master these new tools.
Best regards, Kevin Park
16. Board Meeting
Subject: Board Meeting Agenda – Q4 Strategy Review
Dear Board Members,
This confirms our Q4 strategy review meeting next Friday at 1 PM. The meeting will focus on our expansion plans and budget allocations for the upcoming year.
The complete agenda and supporting documents will arrive tomorrow. Please review them before our meeting to ensure productive discussions about our strategic direction.
Looking forward to our strategic planning session.
Best regards, Patricia Chen
17. Alumni Networking Event
Subject: Alumni Mixer – Class of 2010 Reunion Planning
Dear Fellow Alumni,
Meeting next Saturday at 4 PM at the University Club will give us a chance to plan our upcoming class reunion. As committee members, your input will shape this special event.
Please bring your ideas for venues, activities, and ways to reach out to classmates. We’ll also discuss budget considerations and potential dates.
Looking forward to planning this meaningful celebration together.
Warm regards, Michael Foster
18. Design Review
Subject: Website Design Review Meeting – Final Changes
Dear Client Team,
Our design review meeting happens this Thursday at 3 PM through video conference. We’ll go through the latest website updates based on your feedback.
The design team has implemented all requested changes and added several suggestions to enhance user experience. We’re ready to show you these improvements and gather final thoughts.
Looking forward to perfecting your website design.
Best regards, Sophie Chen
19. Volunteer Orientation
Subject: New Volunteer Orientation – Community Garden Project
Dear New Volunteers,
Welcome to the Community Garden Project! Our orientation meeting starts this Saturday at 10 AM at the garden site. You’ll meet fellow volunteers and learn about our various programs.
Wear comfortable clothes and bring water. We’ll tour the gardens and match your interests with available volunteer opportunities.
Looking forward to welcoming you to our volunteer family.
Warm regards, Janet Miller
20. Research Collaboration
Subject: Research Project Discussion – [Topic]
Dear Dr. Thompson,
Thank you for agreeing to discuss potential collaboration on the renewable energy research project. Our meeting next Wednesday at 2 PM will give us time to explore combining our research efforts.
My team has prepared a brief overview of our current findings and proposed methodology. We’re particularly interested in your perspective on sustainable implementation strategies.
Looking forward to exploring this research partnership.
Best regards, Dr. Sarah Lee
Wrap-up
These email templates serve as starting points for your own pre-meeting messages. Each situation needs a personal touch, so modify these examples to match your voice and the specific meeting context. Clear, friendly, and professional communication sets the stage for successful meetings and stronger professional relationships.