What Is the Effective Way to Write an Email for Scheduling a Meeting?

2 min readJun 23, 2023

Important Points Remembered When Scheduling a Meeting

The subject line should be the summarized message of the topic on which you want to schedule a meeting.

e.g., Invitation: Project Review Meeting

Always start your email with a greeting.

e.g., Hello, Hi, Hi everyone, Hi All, Hi Team, Dear <Name of Person>

Starting statement of your email.

e.g., I wanted to touch base with you about setting up a new meeting.

Clearly mention the meeting location and duration of the meeting.

e.g., a. We will meet in the Pearl conference room for an hour.

b. We will meet by video conference for 30 minutes.

Mention the possible dates and times on which you are planning to schedule a meeting.

e.g., a. For your convenience, I’ve included a list of possible meeting dates and times:

b. Below is a list of possible dates and times for the meeting:

Clearly mention the deadline for accepting the invitations or changing the meeting time if any of the members is having any concerns.

e.g., a. Please confirm which days work for you by Thursday, 5th June.

Please reply by Thursday, 5th June if any of these days and times conflict with your schedule.

Add a thanks statement at the end to make your invitation as polite as you can.

e.g., a. I’d really appreciate your…(help, input, feedback)

Always end your email with a thank you note.

e.g., Thanks &Regards, Thanks, Sincerely, Best Regard

Originally published at https://www.devstringx.com on June 23, 2023