Cold Emailing

5 Ready-to-Use Professional Meeting Request Email Templates

Noel Bouwmeester
LAST UPDATED
April 29, 2024
READING TIME
7 min.

Most meeting request emails are ignored… completely.

That's because most of them are non-personalized, cookie-cutter mass emails, and most of us have already seen thousands of those.

If you want to book more meetings and generate more revenue, you must do things differently.

This post will teach you how to write meeting request emails that book meetings.

And…if you can’t or won’t write the emails yourself, use one of the templates below as a starting point.

Elements of a Compelling Meeting Request Email 📧

Before we get to the templates, first let’s look at some of the elements that make a good meeting request email:

1. Curiosity evoking subject line

The first hurdle to booking more meetings is your subject line.

A standard subject line will likely give you poor open rates.

Use short subject lines that evoke curiosity to increase the chances of your emails being opened.

Here are some examples:

  • Let's connect and grow together
  • Would this work for you?
  • Opportunity to connect

If you want to boost open rates even more, add their first name to the subject line, like this:

  • John, let's connect and grow together
  • Would this work for you, John?
  • Opportunity to connect for John

2. Clear purpose and CTA

Your outreach email must have a single call-to-action.

If your email is ambiguous and unclear about what you want the recipient to do, they will do…nothing!

Well, maybe they’ll hit the spam button on your email! ;-)

Make it crystal clear what the next potential step is without being rude.

How do you do that?

Simple: write a few versions of your email, wait a day or two, and then return to them with fresh eyes.

Now review your emails and ask yourself: is it clear what the sender (you) is asking from the recipient?

This works because if you write the email and then evaluate it for clarity, you’ll be overly positive about your own writing.

Taking a break and revisiting the emails later allows you to approach them with a more critical mindset. It’s almost as if you’re looking at your email through the eyes of the recipient.

3. Personalization

With so many cookie-cutter emails flooding your prospects' inboxes, it's essential to personalize your emails and make them stand out.

Cold email tools can help you do that.

Most email outreach tools stop personalization at first name and company name, but lemlist takes cold email to the next level.

Not only can you add the usual text replacements to your emails, but you can also use:

  • Personalized images: Imagine a meme in which text changes based on your prospect’s info!
  • Liquid syntax: Custom code variables that automatically adapt to your lead’s specific info or position in your campaign. This allows you to hyper-customize your messages. Your leads will think you sent them manual emails!
  • Personalized video: Personalized videos allow you to stand out in your prospect’s inbox.

4. Relevance

These are some of the questions you must ask yourself if you want to ensure your outreach is relevant.

  • Is your offer relevant to your prospects?
  • Are your prospects well selected to match your offer?
  • Is the language used in your emails relevant to your prospects?

Here’s why relevance is essential for your outreach:

  • Even the best outreach email won't book a meeting if you want to set up a meeting to pitch trees to someone living in the woods.
  • But setting up a meeting to pitch water to someone living in the desert will likely lead to a conversion, no matter how bad your email is.

In short, make sure there’s a match between your prospects and what you offer.

4. Concision

No one wants to read long-winded emails… especially if they’re cold emails!

Your prospect’s spam button is too close by for your emails to be lengthy.

Additionally, and this ties back into point 2, wordy messages tend to lack the clarity that’s so crucial to book meetings.

So cut out redundancy and make your emails nice and lean.

5. Politeness and Professionalism

Yes! There’s room for humor in your emails. In fact, if done tastefully, we recommend it.

However, remember that being polite and professional is of the utmost importance.

You are NOT entitled to them jumping on a call with you.

So don’t be aggressive. Instead, give them a kind suggestion that could help them out.

Ensure you maintain a level of courtesy and professionalism throughout your email. It goes a long way in establishing fruitful connections with your prospects.

Meeting request email template

Here are some ready-to-use meeting request email templates you can customize for your outreach.

1. General meeting request

Hey {{firstName}},
{{icebreaker}}*
I’m {{your-name}} and I’m the {{your-job-title}} at {{your-company}}.
We know how hard {{pain-point}} can be, and we have a solution that can benefit {{companyName}}.
Our solution has already helped {{past-customer}} achieve {{results}}.
Do you have some time this Thursday to discuss this further?
{{signature}}

*lemlist uses A.I. to generate icebreakers for you automatically

2. Problem-first

Hey {{firstName}},
Struggling with {{pain-point} at {{companyName}}?
(Personalized meme about the pain point)
Here at {{your-company}}, we’ve helped {{other-company-name1}}, {{other-company-name2}}, and many more companies deal with this problem by (explanation of solution).
The companies we’ve worked with have seen an increase in (previous results) as a result of (solution).
Are you open to joining me for a quick 10-minute call on Wednesday to discuss how we can help move {{companyName}} forward?
{{signature}}

3. Hijack company event email

Hey {{firstName}},
{{icebreaker}}
Btw, congrats on {{companyEvent}}!
When companies go through {{companyEvent}} they’re often plagued by {{paintPoint}}.
At {{yourCompanyName}}, we’ve helped many businesses navigate this challenging situation and helped them achieve {{results}}.
I’d love to jump on a quick 10-minute call to see if we can help {{companyName}} too!
Are you available next Tuesday?
{{signature}}

4. Highlight their experience

Hey {{firstName}},
{{icebreaker}}
Having followed your work closely, I’m particularly impressed by your expertise in {{expertise}}. I believe that a potential collaboration between us could produce existing results.
At {{yourCompanyName}}, we have been working with similar companies to {{companyName}} and have helped them achieve (goals).
I’d love to jump on a quick 15-minute call and discuss collaboration opportunities.
Would you be available tomorrow?
{{signature}}

5. Humor

Hey {{firstName}},
(Humorous personalized picture about receiving cold email)
I know receiving cold emails can be about as exciting as finding a sock without its pair. But bear with me, I promise there’s something in it for you. ;-)
You see, I wonder if {{companyName}} has a hard time going through {{painPoint}}?
At {{yourCompanyName}}, we’ve been helping other companies like {{customer1}} and {{customer2}}, achieve {{result}} in spite of {{painPoint}}.
I’d love to discuss our solution with you in more detail.
Are you available for a call on Monday?
{{signature}}
P.S.:
(another funny image)

Key takeaways 🗝️

Booking meetings doesn’t have to be that hard.

Just remember to:

  • Have a subject line that evokes curiosity
  • Personalize your emails
  • Make your CTA crystal clear
  • Make sure your offer is relevant to your prospects
  • Use a template as a starting point if you lack inspiration
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