visit request email to customer

AI, Your Side Hustle Hero to Make Money from Home

Think AI is just for super-smart scientists? Nope! There are tons of ways you can use AI to make some serious cash from home.

Ready to turn your tech-love into a side hustle? Here are some amazing ideas:

1. The Content Creation Powerhouse

Ai, your writing buddy.

Imagine having a writing assistant that never gets tired, bored, or has writer’s block! AI tools like Jasper and Rytr help you crank out blog posts, website copy, product descriptions, and even creative stuff like poems or short stories.

You can write paid articles for websites or companies, or use AI to make your own online business shine with tons of fresh content. AI can even help you find ideas and make sure your writing is on point!

Pics in a Flash

Ever wish you could draw anything you imagine? AI image generators like DALL-E and Midjourney let you do just that!

Just type in what you want to see – like “a cat flying a spaceship” or “a watercolor landscape of a hidden waterfall” – and the AI will create it.

You can sell your images on stock photo sites, use them to make your blog posts stand out, or turn them into cool digital art pieces you can sell online.

Movie Magician

AI can help you become the next editing superstar! Services can cut and paste video clips, add background music, and even turn your dialogue into subtitles for different languages.

Imagine helping YouTubers make their videos snappier, or editing short videos for businesses– it’s a skill you could even be paid for!

2. AI Expert Services

The global chat champ.

If you know another language (or more!), AI translation tools become your BFFs. Instead of taking forever on translations, AI does the basic work, and you fine-tune it for accuracy and style.

Get gigs translating websites so they reach worldwide markets, translating important documents, or even adding subtitles so movies and videos can be enjoyed by everyone!

Meet Your Robot Assistant

Businesses want to offer help 24/7, but that’s impossible for humans! That’s where chatbots come in.

Platforms like Dialogflow let you “train” little AI assistants to answer common questions, take orders, or gather information from potential customers even when everyone’s asleep.

It’s like coding and customer service rolled into one cool job.

Data Detective

AI is amazing at spotting patterns way too huge for humans to see alone. You can offer services by using AI to analyze mountains of social media chatter to see what people really think about products or brands.

Investors might pay you to use AI to spot stock market trends. Businesses might want you to use AI to track their rivals and see what sneaky plans they might be hatching!

3. Affiliate Marketing with a Techy Twist

Ai reviewer: the ultimate comparison tool.

Imagine being able to gather tons of information on different products in a flash! That’s what AI lets you do. Let’s say you want to review the best robot vacuums.

AI tools can help you scrape customer reviews, compare features across different brands, and even summarize the pros and cons. You write awesome reviews, include your special affiliate links, and whenever someone clicks your link and buys, you earn cash.

It’s like being a super-helpful shopping guide and getting paid for it!

Super-Niche Websites: Your Secret Weapon

Sometimes the biggest money isn’t in the broadest topics, but the super-focused ones. Imagine a website not about pets, but all about the cutest outfits for teacup poodles! AI tools help you find these “micro-niches” – topics huge groups of people are obsessed with but might have fewer websites dedicated to them.

Once you’ve picked your niche, AI can help with everything else. It can find keywords that help people find your site, suggest tons of article ideas, and even help you write some of the content.

AI can also help you find products related to your niche to promote with affiliate links, making your awesome website into a money-making machine.

4. Build Your AI Empire

Tool time: coding for cash.

If you have some coding skills, you can build super-useful, bite-sized AI tools that people will happily pay for. Think of common problems people have: resizing a ton of images is a pain, long articles can be a drag to read, and catching every single grammar error is tough.

You could build simple tools that offer AI-powered solutions – a quick image resizer, an article summarizer, or an extra-smart grammar checker. Sell these tools on online marketplaces, and suddenly you’re not just using AI, you’re selling it!

Plugin Power: Supercharge Popular Programs

Do you know your way around popular software like Photoshop, Excel, or even game design programs? You can become a plugin superstar! Create little add-ons that use AI to do cool new things.

Maybe your plugin adds AI filters to Photoshop, or teaches Excel to predict future patterns based on the data. Find platforms that allow developers to sell plugins for their software, and your creations could make you money while helping others work smarter.

AI Business Sensei: The Ultimate Consultant

If you get really good with AI, and understand how businesses work, you could make serious money as a consultant. Companies often have no idea how to start using AI to their advantage.

You could be the expert that helps them! Teach them how AI can find them new customers, help them analyze huge amounts of data to make better decisions, or even automate some parts of their business to save them time and money.

As AI gets more important, companies will be desperate for consultants like you!

Things to Remember:

Humans still needed: the ai hype is real, but….

AI is a powerful tool, but it’s still just that – a tool. It can mess up, make stuff that’s just plain weird, or even be used for harmful things if we’re not careful. That’s where you come in!

Your job is to double-check AI’s work, make sure it sounds natural and makes sense, add your own creative spark, and be the one to make sure the AI is doing good, not harm.

Find Your Thing: Be the Specialist

Trying to be an expert in everything AI-related is a recipe for a headache. Instead, become known as THE person for something specific.

Are you the best AI product reviewer for tech gadgets? The go-to person for building customer service chatbots? The genius who finds hidden stock market patterns using AI?

Specializing makes it easier for clients to find you and know exactly what you can do for them.

Never Stop Learning: The AI Train Keeps Rolling

AI technology changes at lightning speed! New tools, techniques, and updates are happening all the time. To stay ahead of the game, you’ve got to be curious and willing to learn.

Subscribe to tech newsletters, mess around with new AI programs as they come out, and take online courses. The more you know about cutting-edge AI, the more valuable your skills become!

10 Great Examples of a Business Meeting Request

The majority of cold emails end up in the spam folder. Additionally, research indicates that only 40% of sales teams view cold emails as an effective method for boosting sales.

Due to Google’s rigorous email filtering and recipients’ short patience for irrelevant emails, it’s crucial to create business meeting request emails that stand out while also adhering to proper email etiquette.

This guide will demonstrate how to accomplish this task, as the most effective cold emails are the ones you create. Read on for a brief lesson on crafting business meeting requests that are opened, read, and answered in 2023.

*BUT FIRST*…… looking to book more meetings? Then find the email address of any business personal with Voila Norbert’s email finding tool which is 98% accurate! Try for FREE today

What are the key elements of a business meeting request email?

First things first: let’s consider what we’re actually trying to achieve here.

When I use the phrase “business meeting request email,” I’m not talking about requesting a one-on-one with your manager or a campaign debrief with your team.

(You can use an internal email tracking tool for that.)

I’m talking specifically about reaching out to a prospect .

A way to book a meeting – a phone call , a video conference, an informational interview – to discuss how your product can solve their problems… And then sell it to them.

You might already have a relationship with that person or perhaps this might be the first time reaching out to them…

Or perhaps you’ve been given their details by a mutual connection, met them at a networking event, or found them on LinkedIn …

It doesn’t matter, because as long as you have these 10 meeting request email templates by your hand you’ll be able to effectively scale your sales engagement outreach and close more deals faster.

The RAP Model

There’s a simple rule you can follow to structure your meeting request emails — regardless of your relationship with your prospect. It’s called the RAP model:

• R – provide a reason for writing
• A – request a specific action
• P – end the message professionally

Here’s how it looks like in action:

There are a couple of other principles to keep in mind, too. Like making your sentences short and simple, making your subject lines brief and to the point, and personalizing your email as much as possible.

All of these will help your email look authentic, and not like something that’s part of a mass email blast .

Now, before we dive into our email samples and get a better feeling for the powerful RAP formula, let’s discuss the #1 thing you should do before even thinking about writing an email .

What you need to do before writing a meeting request email

Find and validate the email address.

Imagine spending hours finding the perfect prospect, writing the perfect email, crafting the perfect subject line… Even waiting until Tuesday 10 a.m . — the time when meeting request emails have the highest chance of being opened…

Only to get hit with “address not found” at the end.

Not only have you wasted hours of your time, but you’ve also reduced your sender score — making it more likely that your emails will land in the spam folder in the future.

That’s why you should always validate your prospect’s email address with Voila Norbert – the best email finder tool on the market.

With Norbert, email validation is super easy. Simply copy and paste your emails in the magic box and click verify:

or import an entire CSV list:

Norbert will charge only $2 for 900 verifications. (To put it in another way, that’s one-third of a cent per email). A minuscule price to pay for ensuring your emails hit the correct inbox and keep your email sender’s reputation unharmed.

Oh, and if you don’t have any email addresses, you can give Norbert the name and the website URL of your prospects and Norbert will spit back a high-quality email address in less than a second.

Give it a try ! Click the button below to get 50 leads on the house! ADD_THIS_TEXT

Examples of great business meeting request emails

Here are 10 examples of business meeting request emails — ones that will  get you in front of your prospects and ensure booked meetings.

It’s definitely not the type of writing you’d see on social media. It’s also nothing similar to any college assignments you’ve ever done. But with a little practice, you’ll soon get a handle on what it means to write a killer meeting request email.

Feel free to adapt these to your own situation and recipients.

Example 1: Professional cold email #1

This is an ideal email for reaching out to someone who doesn’t know you. Here’s an idea of what it should look like. Try to notice the RAP formula:

Dear [ name of client ],

I’m [ your name ], and I work in [ your position ] at [ your company ]. We’re specialists in [ detail activities ]. Given that you’re a leading [ role of prospect’s company ] within our niche, I believe a collaboration would be in both our interests. In particular, you’d benefit from being able to access our consulting team and our award-winning product suite.

I’d like to take this opportunity to invite you for a meeting at [ location ], at [ proposed date and time ], when we can discuss this further.

Feel free to suggest another time and location if that doesn’t work for you.

Kind regards,

[ your name ]

This email is rather formal. You can adjust the level of formality depending on the situation. Notice, also, the closed-ended call-to-action. Having a CTA like this removes any decision-making your prospects have to do. If they have time, they can simply reply with “yes”.

Example 2: Professional cold email #2

Dear [ client name ],

I’m [ your name ], and I work in [ your position ] at [ your company ]. Our companies work in the same niche, so I believe we could both benefit from cooperating with one another.

Our product suite is specifically tailored to [ product purpose ] and could really help with [ prospect’s pain points ], so I’d love to discuss how we could work together. Are you free to meet at [ location ] on [ date and time ] to talk this through?

I look forward to your response.

Have a great day,

Example 3: Cold email displaying your credentials

Cold emails are the most difficult way to contact your prospect — and also one of the most powerful ones. To make it work you have to prove you’re someone worth their time. 

Hi [ prospect’s first name ],

I’m [ your name ] and I’m with [ company name ], which specializes in [ what you do ]. We’ve built a client base ranging from venture-backed startups to Fortune 500 companies like [ big-name clients ].

Unlike [ other companies in your niche ], we take a different approach to growing companies. We move fast – and if we don’t think we’re right for you, we’ll tell you upfront.

Are you free for a chat at [ time options ] to talk through how we could help you with [ prospect pain points ]?

Here we showcase some of our clients. Make sure you pick the ones that are similar to the company you’re reaching out to. You can also take a step further and, instead of name-dropping, write a one-sentence customer case study.

For example, if you’re pitching a pizza place, then showcase what you’ve done for some other pizza place: “ last month, we’ve increased Crusty Pizza average order value by 5.3%.”

Example 4: Reaching out to someone you’ve recently met

When reaching out to someone you’ve recently met, you can make the emails shorter and more casual. Chances are, they already know who you are, what you do, who you work for, and why you’re reaching out.

But if that’s not the case, feel free to make this next email appropriately longer.

Hey [ prospect’s first name ]!

We met at [ event ] yesterday.

Sounded like you were interested in some of the [ your services ] we offer.

Want to book in a quick* meeting this week to see what we can do?

Let me know when you’re available.

*When I say quick, I actually mean it – we’ll keep it to 15 minutes tops. I know you’re busy!

Depending on how long or memorable your conversation was, jog your prospect’s memory by describing the circumstances of your meeting in more detail.

But even if your conversation was fleeting and unmemorable, simply mentioning that you were on the same event evokes “association bias” that makes the prospect more likely to respond positively.

Example 5: Cold email highlighting an issue

If you can identify an issue your prospect is having, then send them an email like this:

Hi [ client’s first name ],

I was on your website yesterday for [ use case ] when I noticed an issue. [ Give brief details ].

I’m a [ job role ] and I’ve fixed this same issue for lots of other companies, including [ client names ], so I could definitely do the same for you. It would help you to [ benefits of fixing problem ].

I’ve got some free time next week to talk this through. Here’s a link to my meeting scheduler [ include link ].

This email can work wonders if you pick the right problems. Plus, without describing a clear solution, you create an open-loop in your prospect’s mind that causes slight discomfort — discomfort that can be eliminated by simply scheduling a meeting with you.

Example 6: Cold email for SaaS companies

Companies at a certain growth stage will almost always face the same obstacles. Group your prospects in categories by revenue and point out two or three ways your product or service can help them get to the next stage of growth.

You guys are doing some pretty great things in the [ client’s industry ] space.

I’m emailing you because my company, [ company name ], has helped lots of companies in similar positions by:

• [ Product benefit ]

We’ve worked with [ client names ] in the past, and would love to do the same for you

It’d be great to find out more about your business and see if we’d be a good fit. Do you have five minutes this week to talk?

The difference between this email and the previous one is that this one focuses on the positive benefits, while the previous one focuses on the negative issues. In some situations, it isn’t possible to highlight an issue for your prospect. (Think accounting: how on Earth are you going to find out if your prospect is filing their taxes correctly?) In cases like these, you’re better off with a solid benefit-driven cold email.

Example 7: Product demo request email

A product demo takes abstract ideas (like product features & benefits) and translates them into practice: making it easier for your prospects to imagine how to integrate the product in their lives.

When done right, an in-person demonstration can leave a lasting impression, and thus increases your chance of you closing the deal.

I’m [ your name ] from [ company name ]. We do [ company specialism ] for clients like [ client names ].

Growing companies rely on us day in, day out to handle their [ product area ]. By choosing us, they’ve enjoyed:

We’re currently offering 10-minute demos – would you like to schedule one? [ Link to scheduler ].

Make sure to showcase only the most relevant benefits of your product. Including non-relevant product benefits in your email makes your main benefits look secondary, and so lowering the perceived value of your product. ADD_THIS_TEXT

Example 8: Cold meeting request and customer testimonial

Social proof like case studies and client testimonials make your cold email as warm as it gets. Pick testimonials that directly talk about what you did for your client and what results you got them. Avoid testimonials with vague statements praising your work.

As a [ your job role ] in your industry, I wanted to reach out to you about [ your company name ].

We work with companies like [ client’s company name ] on their [ product area ], helping them to:

But don’t take my word for it – listen to one of our clients, [ customer name, job role and company ]:

“[ Short client testimonial, no more than two sentences ].”

I’d love to show you how we can do the same for [ client’s company name ]. Do you have some time this week for a quick chat?

Also, make sure the testimonial is from someone who works in the same industry and has the same position as your prospect. People are more open to receiving advice from someone who’s in the same shoes as they are.

Example 9: Using questions to demonstrate your expertise

Asking the right questions makes you appear knowledgeable. After all, before you can ask thoughtful questions you need to have a deep understanding of the subject — and your prospects intuitively know that.

Knowing your domain of expertise inside and out allows you to see connections that other people don’t see. And when you point out a connection your prospects aren’t aware of, you inspire an “aha” moment and instantly grab their attention.

Hi [ first name ],

Do you and your team use [ third-party service ]? Do you wish it offered some extra functionality? Wouldn’t you love if it could [ list benefits of your product ]?

Pretty sweet, right?

We thought the same – so we made it happen.

I’m [ your name ] from [ company name ]. We give companies like yours the ability to [ expand on benefits listed in email intro ].

Sound like something you’d like to try? And what if you could try it for free?

I’d love to offer you a free trial and show you how it all works. Here’s my calendar [ link to calendar ] to book a time this week or next.

Try to find a few insightful questions that make your prospects ponder, see things in a new way, or open up their mind to new possibilities. It’s not easy. And it’ll require a lot of trial and error. But the results are well worth it.

Example 10: The brutally honest approach

Sometimes, it’s best to be completely honest and not tip-toe around the fact that you found your prospect using various prospecting tools . At the end of the day, you’re here to do business — and every receiver of a meeting request email knows that.

Hey [ client’s first name ],

[ Your name ] here. You don’t know me, but I found you on LinkedIn and I know that people like you often have to deal with [ pain points ].

You’re in luck, because I can [ solution ]. One of my clients, [ company name ], even achieved [ result related to your service ].

Would you be interested in hopping on a quick 15-minute call to learn more?

If so, click here to schedule a call [ link to scheduler ].

If not, just tell me you’re not interested – I don’t offend easily.

Looking forward to your response!

It’s best to create an email like this yourself. Pick the words and dictate the cadence of your sentences. Let your authenticity and personal brand shine through. After all, for many prospects the business relationship they’re getting into is just as important as the product they’re buying.

Now it’s your turn!

I hope you enjoyed reading my 10 meeting request email examples.

Which meeting request email template are you going to try first?

How will you change it?

Or will you create your own from scratch?

Either way, let me know in the comments below!

Hi, I'm Norbert! when I'm not searching for 10+ million email addresses per month, I'm writing articles that help sales, marketers, and recruiters help get their emails read and increase their response rate.

26 Email templates to ask for a meeting politely

How to ask for a meeting politely?

When it comes to asking for a meeting, politeness is key. You don't want to come across as pushy or demanding. Think about it for a minute, how do you respond to marketing or sales emails that the introduction is just a call to action rather than a cordial summary of who the sender is and what he intends to achieve by sending the email?  

Here are some suggestions for how to ask for an appointment politely:

• Start by introducing yourself and explaining your reason for requesting the appointment. For example, you might say something like "Hello, my name is [Your Name] and I am calling to inquire about setting up an appointment to discuss [Specific Topic]."
• Ask if the person you are speaking with is available to schedule an appointment and if so, when they might be available. For example, you might say something like "Are you available to schedule an appointment at some point in the next few weeks? I am flexible and would be happy to work with your schedule."
• If the person you are speaking with is not able to schedule an appointment, ask if they can direct you to someone who can. For example, you might say something like "I understand if you are not able to schedule an appointment. Can you please let me know who I should speak with in order to set up a meeting?"
• Thank the person for their time and assistance, and let them know how to contact you if they are able to schedule an appointment. For example, you might say something like "Thank you for your help. If you are able to schedule an appointment, please feel free to contact me at [Your Contact Information]. I look forward to speaking with you."

In general, it is important to be polite and respectful when requesting an appointment and to be flexible and understanding if the person you are speaking with is not able to accommodate your request. By following these suggestions, you can politely and effectively ask for an appointment.

The following tips will help you strike the right balance and get the meeting you want. Here are some tips on how to ask for an appointment politely.

• Introduce yourself and your company.
• Build a rapport - ask how your prospect's day is going or ask about the weather or an event happening in their neighborhood. This breaks the ice, personalizes the conversation, and can earn you, their attention for a few more seconds.
• Be specific about why you would like to meet, what you hope to accomplish during the meeting, and how your client will benefit from the meeting.
• Keep your request brief and to the point. Be clear about what kind of meeting you are looking for (e.g., coffee, lunch, phone call, etc.).
• Suggest a few specific dates and times that work for you.  Finding the best time to meet is challenging, especially if you're meeting with people in different time zones. When you suggest a meeting time for meeting attendees from different regions, it's especially important to include a time zone in your meeting request email.
• Close by thanking the person again for their time and expressing your hope that they will be able to accommodate your request.
• Write a clear and concise subject line for the meeting request email
• Send a follow-up if needed

Select the language that is most appropriate for the situation. Language can be

• Formal - "May I ask permission to meet with you in person?"
• Neutral - "Would it be possible for us to meet?"
• Informal - "Could we meet to discuss it?"

The tone is a combination of Word choice, Sentence structure, and Punctuation choices. The right tone has to be used depending on whether you are sending a meeting request email to warm contacts or new contacts as a cold email outreach.

Emojis are always informal. In English, first names are generally used (and not last names) in emails.

Warm contacts already have one-on-one contact with you or your company or brand. Emails to warm contacts are considered warm emails. Cold emailing refers to sending emails to individuals with no existing relationship with you and your business.

Cold and warm meeting request emails require different strategies. With cold meeting request emails, you need to introduce yourself and build enough interest in the recipient that they book the meeting—all without overwhelming them with too much text. With a warm meeting request email, you have the luxury of building on the relationship they already have with your brand.

Here are sample quick one-liners to ask for a meeting. You can use them while sending personalized meeting request emails.

• Are you free for a chat at some time on 2021/07/26, 5:00 PM?
• Can we schedule a meeting for tomorrow at 3 pm?
• Do you have time next week Tuesday to grab a cup of coffee?
• Don’t you wish you could also [solve the main pain point] with it?
• Will you be present on Tuesday after he speaks?
• Would either [two choices of date and time] be a good time for you?
• Would either [two choices of date and time] work for you?
• Want to book a quick meeting this week to see what we can do?

Meeting with colleagues, clients, or potential customers can become challenging when everyone's schedules are similarly jam-packed. What's more, a great deal of valuable time can be wasted by means of back-and-forth emails or messages to decide the meeting date and time.  Online appointment scheduling software gives your invitees the ability to book meeting 24/7 without the back-and-forth emails or messages. This convenience factor is a major selling point for customers. If you're in sales, then you know that time is money. And if you're not using appointment scheduling software, you're losing out on potential sales. Scheduling software helps you keep track of your appointments and leads, so you can close more deals and boost your sales.

Here are 24 email templates to help you ask for an appointment in a way that is both professional and polite. Feel free to customize them to fit your own needs. Be sure to proofread your email before sending it off.

Template 1: Generic Meeting Request for Collaboration

Subject line: Request for an appointment

Hi [Recipient’s name],

I hope this email finds you well. I am [Your name] from [Your company].

I recently came across your website/blog/social media profile and was impressed with your work. I would love to discuss the possibility of working together with you on [project name].

Would it be possible to schedule a meeting with you so that we can discuss further this? I promise it will be worth your time. :)

Thank you for your time and consideration!

Template 2: Request for an informational interview

I hope this message finds you well!

I am writing because I am interested in learning more about your work as a [job title]. Might you have time for a brief discussion so that I can ask some questions and learn more? I promise to take up no more than 30 minutes of your time.

Thank you very much for your consideration!

Template 3: Generic Meeting Request

I hope this email finds you well!

I am [Your Name], and I would love the opportunity to speak with you about [Topic]. Would you be available for a brief chat sometime in the next few days?

I promise it will be worth your time! Thank you so much for considering my request.

Template 4: Generic sales follow-up meeting request

Dear [Recipient’s name],

It was nice talking to you last week. It would be great if we could arrange a time to continue our conversation in person. I would love to tell you more about how [product] can [tackle their pain point]. How does 11 am on Tuesday sound?

Let me know if that works for you; I'd love to speak to you again.

[Your name]

Template 5: Sales Meeting Request

I hope this email finds you well! My name is [your full name] and am from [your company]. I would love the opportunity to speak with you about how [product] will increase your [revenue/rate of success/etc].  

If you are free for a quick coffee next week at the new cafe on Roland Street, I’m open any day.

In the meantime, I’ve attached a case study that might interest you.

Please let me know when and where you would like to meet.

I look forward to speaking with you.

Template 6: Cold email on Meeting request for Collaboration or partnership

Dear [Recipient’s name]

I hope this email finds you well! I’m [your name], and work at [company’s name]. We work in [area of expertise]. Given that you are a leading player within our niche, I believe a collaboration would be in both our interests.

I’d love to ask you for a meeting [mention location], at [mention a flexible date and time], where we can discuss this further.

Feel free to prefer another time and location if that doesn’t work for you.

[Your Name]

Template 7: Cold Sales Email with Your Introduction and asking for a meeting

I hope this email finds you well! I’m [your name] from [your company name]. We specialize in [your area of expertise]. We’ve clientele from pioneering startups to Fortune 500 companies like [mention some well-known companies you’ve worked with].

If you are free for a chat at [mention time range], we could help you with some [mention some pain points of recipient].

Template 8: Requesting a meeting with someone you met at an event/conference

Hey [Recipient’s name]!

We met at [Event/Conference name] last week. Seems like you were interested in some of our [your services or expertise] Want to chat over a quick meeting this week? Let’s see what we can do together.

Please, do let me know when you are available.

Template 9: Sales cold outreach email requesting a meeting for collaboration

Hi [ Recipient’s name],

I read/saw [recent news/accomplishment]. I’m a [your position or title] at [your company name]. Your company’s focus on [the interesting detail or accomplishment] got me thinking about ways we could collaborate to achieve [the goal of the meeting].

I’d like to meet with you to discuss this further if you are interested.

Would you be available for a quick chat?

Template 10: Meeting request email from a mutual connection

Subject line: [first name], have time for a quick chat?

Hi [ Recipient’s name]!

[Referral Name] recommended you as a [what they do].

I was interested in the [brief reference to one of their accomplishments, something they published, or something in their portfolio]. I liked how you [what you liked].

As the [your position or title] at [your company name], I’m always looking to build connections with [what they do]. Given that you are a leading player within our niche, I believe a collaboration would be in both our interests to achieve [the goal of the meeting].

Template 11. Product demo email to customer

Thanks for getting in touch — we’re excited to chat with you! Request you to share your availability for the demo or feel free to book a time that works best for you using the link: <Scheduling Link>.

We look forward to talking with you soon.

Template 12. Product demo email to customer [based on the request made on the website]

​Hi [ Recipient’s name]!

I’m reaching out to follow up on the demo request you made on [company name]’s website a few months ago.

I’d love to find out what else we can do to help with [value proposition]. We have a lot of resources to offer you.  However, to get you the best materials, I would like to schedule a meeting to discuss your needs and make sure we’re on the same page.

Email me back when you have a moment, so we can decide whether a demo is appropriate. If you are ready to schedule a time with me now, just click here and pick a date that works for you.

Template 13. A quick follow-up email to the customer with a call to action

​Subject: Book a time for our consultation

It was great speaking with you this afternoon. I would like to propose a one-hour discovery call, at which time we can further unpack [Company]’s revenue goals.

To schedule a time with me, please click here and find a time that works for you.

If you have any questions prior to the meeting, just reply to this email and let me know!

Template 14: LinkedIn InMail

I came across your LinkedIn profile and am so impressed with your work experience. We are looking for people with your background. I was wondering if you would like to connect and discuss possibilities.

If yes, please use the below link to find a time for our conversation at your convenience without back and forth. Let me know if you have any questions!

<scheduling-link>.

Template 15. Request for a meeting with a potential client

Dear [Name],

I hope this email finds you well. I wanted to reach out and introduce myself as the [Your Position] at [Your Company]. I came across your company's profile and it seems like our services align with your business needs. I would like to schedule a meeting to discuss how we could potentially work together and how we can help your business grow. Please let me know your availability and we can arrange a meeting that works for you.

Thank you for your time and consideration.

Template 16. Request for a meeting with a current client

I hope this email finds you well. I wanted to reach out and schedule a meeting to discuss how our services have been meeting your business needs and how we can continue to support you in achieving your goals. Please let me know your availability and we can arrange a meeting that works for you.

Thank you for your continued partnership.

Template 17. Request for a meeting with a colleague

I hope this email finds you well. I wanted to reach out and schedule a meeting to discuss [specific topic]. I believe we can collaborate and share our expertise to improve our work and achieve our goals. Please let me know your availability and we can arrange a meeting that works for you.

Template 18. Request for a meeting with a supervisor

I hope this email finds you well. I wanted to schedule a meeting to discuss [specific topic] and how I can improve my performance and contribute to the team. Please let me know your availability and we can arrange a meeting that works for you.

Thank you for your time and guidance.

Template 19. Request for a meeting with a vendor

I hope this email finds you well. I wanted to reach out and schedule a meeting to discuss how we can work together and how your products/services can meet our business needs. Please let me know your availability and we can arrange a meeting that works for you.

Template 20. Request for a meeting with a job candidate

I hope this email finds you well. I wanted to reach out and schedule a meeting to discuss your qualifications and how you can contribute to our team. Please let me know your availability and we can arrange a meeting that works for you.

Thank you for your time and interest in our company.

Template 21. Request for a meeting with a mentor

I hope this email finds you well. I wanted to reach out and schedule a meeting to discuss [specific topic] and how you can guide me in achieving my career goals. Please let me know your availability and we can arrange a meeting that works for you.

Thank you for your time and expertise.

Template 22. Request for a meeting with a university professor

I hope this email finds you well. I wanted to reach out and schedule a meeting to discuss [specific topic] and how you can support me in my studies. Please let me know your availability and we can arrange a meeting that works for you.

Template 23. Request for a meeting with a government official

I hope this email finds you well. I wanted to reach out and schedule a meeting to discuss [specific topic] and how we can work together to support our community. Please let me know your availability and we can arrange a meeting that works for you.

Thank you for your time and dedication to public service.

Template 24. Request for a meeting with a potential business partner

I hope this email finds you well. I wanted to reach out and schedule a meeting to discuss how we can potentially collaborate and grow our businesses together. Please let me know your availability and we can arrange a meeting that works for you.

Template 25. Request for a meeting with a recruiter

Subject: Follow-up Request for Meeting

Dear [Recruiter's Name],

I hope this email finds you well. I am writing to follow up on our previous conversation regarding the [Job Title] position at [Company Name]. I am still very interested in the opportunity and would like to request a meeting to further discuss my qualifications and the position.

Since our last conversation, I have taken some time to further research [Company Name] and I am even more excited about the potential to contribute to your team. I am confident that my skills and experience align well with the requirements of the role, and I am eager to share more about how I can add value to the team.

I would greatly appreciate the opportunity to meet with you in person or via a virtual meeting to discuss my application in more detail. I am available at your convenience, and I can adjust my schedule to accommodate yours. Please let me know a time and date that works best for you, and I will make sure to block off that time in my calendar.

In the meantime, please let me know if there are any additional materials or information you may need from me to facilitate the meeting. I am happy to provide any necessary documents or references.

Thank you for considering my application. I look forward to the possibility of meeting with you and discussing how I can contribute to the success of [Company Name].

Best regards,

Template 26. Request for a meeting with a recruiter

Subject: Meeting Request - [Job Title] Position

I hope you're doing well. I wanted to follow up on our previous conversation about the [Job Title] position at [Company Name]. I'm still very interested and would like to request a meeting to discuss my qualifications further.

I've researched [Company Name] and I'm excited about the opportunity to contribute to your team. I believe my skills align well with the position's requirements, and I'm eager to share more about how I can add value.

Could we schedule a time for an in-person or virtual meeting? I'm available at your convenience, and I can adjust my schedule accordingly. Please let me know a time and date that works best for you.

Thank you for considering my application. I look forward to the possibility of meeting with you to discuss my candidacy.

Please note that these are general templates, and you may need to adjust the language and format to suit your specific situation and relationship with the recipient.

Do let us know if you have successfully used other strategies to get meetings with your prospects via emails or have used any other email templates for requesting meetings. We would be happy to publish those in our blog so that others can benefit from them.

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How to write a meeting request email [17 samples for your colleagues, leads, & clients]

I’ll admit it upfront. As an introvert, I’m not a fan of meetings. And meetings that could’ve been emails? They’re pretty much the ultimate test of my patience (except spoilers on social media 🥲).

Despite my disdain, though, meetings can often be the binding force for relationships at work. They keep the communication going, provide a place to air and resolve differences, and ultimately bring people closer in pursuit of common goals. 

Async and written communication cannot accomplish everything—a lot gets lost in the absence of facial expressions, tone of voice, gestures, and body language. This is perhaps why virtual meetings gained such popularity when we couldn’t meet in person due to the COVID-19 pandemic. 

Knowing how to request a meeting, thus, becomes a key skill that can help one navigate the world of work with greater ease. 

It's why I'm excited to share with you some tips and tricks on how to write a meeting request email that gets a positive response. With inputs from my colleagues at OSlash , I’ve also included 17 different samples for you to choose from, so you can tailor your message to fit the situation. Let’s get started.

What is a meeting request email?

A meeting request email is a professional invitation to get together and discuss something, typically sent in a business setting. It helps ensure that everyone is on the same page and that the meeting runs smoothly. 

Automate your repetitive typing with OSlash. It’s free to get started.

What are the different types of meeting request emails.

Depending on the level of familiarity or relationship you have with the recipient, meeting request emails can either be cold or warm.

• Cold meeting request email : This type of email is sent to someone you don't know or have a very limited relationship with. It's called "cold" because there's no prior communication or relationship established. Cold emails are typically used for outreach or prospecting purposes.

Recommended reading: 11 cold email templates that will get you more leads instantly

• Warm meeting request email : This type of email is sent to someone you have an existing relationship with, whether it's a colleague, business partner, or friend. Warm emails are typically used to set up meetings with people you have already interacted with or have some level of familiarity with.

In a cold meeting request email, you need to introduce yourself and explain the reason for your email clearly. You also need to personalize your email and explain why you think the recipient would benefit from the meeting.

Recommended reading: 13 foolproof ways to introduce yourself via email 

In a warm meeting request email, you can be more informal and friendly. You can refer to previous conversations or interactions you've had with the recipient and provide context for the meeting. Since you already have a relationship, the tone of the email can be more relaxed and conversational.

How to politely request & schedule a meeting via email?

“never be so polite, you forget your power., never wield such power, you forget to be polite.”.

Some of my favorite lyrics also serve as a good mantra while requesting a meeting. 

No one likes to read a rude, pushy, and entitled email in their inbox, much less agree to a meeting with the sender of said email. Politeness is what will make all the difference between you getting a positive response and your meeting request email being marked as spam.

So, how do you politely schedule a meeting ? Here are 7 tips.

• Start with a clear, explanatory subject line that does not confuse or clickbait the recipient. (See our section on subject lines below for some good ol’ inspiration!)
• Begin with a polite greeting and include the name of the recipient in the salutation to make your meeting request more personable.

Some options include:

Hey, [First Name],

Hello [First Name], hope you’re well

Dear [First Name], I hope you’re having a good day

• If you’re writing a cold meeting request email, be sure to include a short introduction stating who you are and some context on why you are writing to them. This indicates your respect for their time and attention. Psst…Steal our introduction email templates to come up with the perfect one!
• Don’t forget to explicitly mention the purpose of the meeting and key details such as possible date, time, and venue . Pro tip: Suggest a few potential meeting times that work for you, but also be open to other options if those don't work.
• Acknowledge that the person you're requesting a meeting with is likely busy, and be respectful of their time. Offer to keep the meeting short and to the point , and assure them that you won't take up more of their time than necessary. A tool like Calendly lets you give the recipient flexibility in scheduling the meeting, especially if the meeting is something you want more than they do.
• Close your email by thanking them for considering your request and expressing your appreciation for their time and attention. Make sure to include a CTA (call to action) .

Some possible CTAs are:

You can reach me at [email] or [phone number]

Please feel free to book a slot on my calendar [insert link to calendar]

Please let me know if you’re available on [date & time] or if an alternative time works better for you

Please don’t hesitate to contact me at [email] or [phone number] if you have questions

• Proofread your email before sending or employ a writing assistant to do it for you. Sending an impeccable, polished request will make a great impression and increase your chances of getting a favorable response.

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By sending a well-crafted meeting request email, you can ensure that your meeting is productive and efficient.

10 meeting request email subject lines

The subject line of your meeting request email is the first impression you make on the recipient—make it count with these 10 attention-grabbing examples.

Let's Connect, [Name]?

[Name], Can We Meet?

Meeting Request: [Purpose of the Meeting]

Requesting Your Time for a Meeting

[Date/Time] Meeting Request

Quick Meeting Request: [Purpose of the Meeting]

Meeting Request: [Your Name] and [Recipient's Name]

Seeking Your Expertise: Request for a Meeting

[Recipient's Name], Let's Discuss [Purpose of the Meeting]

Schedule a Meeting: [Purpose of the Meeting]

Since the subject line by itself is not enough for you to get a meeting, we’ve also crafted 17 templates that will allow you to do so.

17 meeting request email samples—for colleagues, leads & clients

In this section, we have curated 17 effective meeting request email samples that you can use to request meetings with your colleagues, leads, and existing clients.

Meeting request email samples to schedule a meeting with colleagues

On a typical workday, we perhaps end up interacting the most with our colleagues. We schedule meetings with our managers, bosses, peers, and subordinates. Some of them are individual meetings while others take place in a team setting. This section will walk you through simple meeting request email samples and templates for all such situations. 

1. Requesting a meeting with your boss sample email

Subject: Requesting your time for a meeting Dear [Boss's Name], I hope this email finds you well. I would like to request a meeting with you to discuss [briefly state the purpose of the meeting]. I believe that this meeting would be beneficial for [provide reasons why the meeting is important]. Would it be possible for us to meet [suggest a few possible dates and times]? I understand that your schedule is likely very busy, so please let me know if any of these dates and times work for you. Thank you for your time, and I look forward to hearing from you soon. Best regards, [Your Name]

2. Requesting a meeting with your manager sample email

Subject: Schedule a meeting: [Purpose of the meeting] Dear [Name], I hope this email finds you well. I wanted to schedule a meeting to discuss [topic] with you. I believe your inputs will help me improve my performance and contribution to the team.  Can we schedule a meeting for [suggest a few possible dates and times]? If none of these times work for you, please let me know when would be convenient. Thank you for your time and guidance. Best,  [Your Name]

3. Requesting a one-on-one meeting with your colleagues sample email

Subject: Request for one-on-one meeting Dear [Colleague's Name], I hope you are doing well. I wanted to reach out and request a one-on-one meeting with you. I believe it would be helpful for us to discuss [briefly state the purpose of the meeting]. I value your input and believe that this meeting would be beneficial for both of us.  I am available on [insert a few possible dates and times]. Let me know if any of these work for you or if you’ve an alternative in mind.  Thanks a lot, and I look forward to meeting with you. Best regards, [Your Name]

4. Follow-up meeting request sample email

Subject: Following up on my earlier request for a meeting Dear [Recipient's Name], I’m writing to follow up on my previous email regarding a meeting request to discuss [briefly state the purpose of the meeting].  I would greatly appreciate a chance to speak with you. If the previous dates I suggested don't work, please let me know your availability so we can find a mutually convenient time. I am looking forward to chatting with you soon. Thank you for your time. Best regards, [Your Name]

Recommended reading: How to write the perfect follow-up email?—A no-nonsense guide [16 free templates inside]

5. Team meeting request sample email

Subject: Team meeting on [date and time] Hi Team, Hope you’re all having a good month so far.  I would like to request a team meeting to discuss [briefly state the purpose of the meeting]. This meeting will be an opportunity for us to [state the objective of the meeting and what you hope to achieve]. I’ve booked the [conference room] for [date & time] and would request you to confirm your attendance on this link [insert link] as soon as possible.  I’ll share a detailed agenda for the meeting soon. Some of the topics of discussion include: [Topic 1] [Topic 2] [Topic 3] Let me know if there are any other topics you would like to take up. Looking forward to a great session with you all! Thanks, [Your Name]

Recommended reading: Got a remote team? Check out the OSlash guide to effective communication in the new remote world

6. All-Hands/Town Hall meeting request sample email 

Subject: Request for All-Hands/Town Hall meeting Dear All, I hope you are doing well. I am writing to request an All-Hands/Town Hall meeting for our team/company. The purpose of this meeting will be to [briefly state the agenda and objectives of the meeting]. I believe this meeting will provide us with a valuable opportunity to connect as a team, share important updates and information, and foster a sense of community.  The meeting is scheduled for [date, time, location] and attendance is mandatory for all employees. Thank you for your consideration, and I look forward to seeing you all at the meeting. Best regards, [Your Name]

Recommended reading: 11 tools to improve internal communications in your business

7. Standup meeting request sample email 

Subject: Request for standup meeting Dear Team, I hope this email finds you well. I am writing to request a weekly standup meeting for our team to discuss our progress, priorities, and any blockers we may be facing. The purpose of this meeting will be to provide everyone with a brief update on their current tasks and to identify any issues or challenges that need to be addressed so that we can stay on track with our projects. I would suggest scheduling the meeting for [suggest a few possible dates and times]. If none of these times work for you, please let me know when would be convenient. Please come prepared with a brief update on your current tasks and any issues you may be facing. Thank you for your time, and I look forward to seeing you all at the meeting. Best regards, [Your Name]

8. Request for meeting agenda sample email

Subject: Request for agenda for our planned meeting Dear [Name], I hope things are well. I am writing to request a meeting agenda in advance of our upcoming meeting on [date and time]. Having an agenda in advance will help ensure that the meeting is productive and focused, and that we are able to address all of the important topics. If the agenda has not yet been prepared, could you kindly provide an estimated timeline for when it will be available? I’d be thankful if you could share the agenda at least [insert number of days] prior to the meeting. Thank you so much! Best regards, [Your Name]

With the above samples, you should be able to bid your meeting scheduling woes at work a permanent goodbye. 

Meeting request email samples to schedule a meeting with leads or potential clients

One of the trickiest things to do is to set up a meeting with people who aren’t your clients yet but whom you’d like to get in business with. They could range from potential customers to business partners; could be cold connections or people familiar to you; and they can be reached out to by using the below no-nonsense meeting request email samples.

1. Cold email meeting request sample email

Subject: Introduction and request for a meeting Dear [Name], I hope this email finds you well. My name is [Your Name], and I am [Your Position/Company]. I came across your work while researching [topic related to the recipient's field/industry], and I was impressed by your expertise in this area. I am interested in learning more about your work and exploring potential opportunities for collaboration. Would you be available for a brief meeting or call sometime in the next few weeks? I would love to discuss how we might be able to work together and hear more about your experiences in [industry/field]. Here’s the link to my calendar [insert link]. Feel free to book a slot that’s convenient to you.  I’m really looking forward to getting to know you and for us to work together! Best regards, [Your Name]

Related: How to write LinkedIn connection requests that get accepted?

2. Business meeting/Sales meeting sample email

Subject: [First Name], can we meet? Dear [First Name], I hope this email finds you well. I am writing to request a business meeting with you to discuss potential opportunities for [insert what you are looking to achieve, e.g. partnership, investment, sales, etc.]. Based on my research and understanding of your organization, I’ve learnt that you’re looking to [solve a particular pain point]. I believe my company can help you do exactly that with [list of potential benefits].  I would love to explore this further with you and your team. If you are available, I would like to schedule a meeting at your earliest convenience. Alternatively, you can book a slot on my calendar for next week [insert link].  In the meantime, I’ve attached a case study that might interest you.  Thank you for considering my request, and I look forward to talking soon! Best regards, [Your Name]

Recommended reading: Ace the cold email game with our free cold emailing ebook 

3. Requesting a meeting appointment via email

Subject: Request for an appointment Dear [Name], I would like to request a meeting appointment with you to discuss [insert topic of discussion].  If you could let me know of your availability by sharing a few dates and times or give me access to your shared calendar, that would be greatly appreciated. I can find a time that works for both of us and schedule the appointment.  Looking forward to hearing from you. Many thanks, [Your Name]

4. Request to reschedule a meeting sample email

Subject: Request to reschedule meeting Dear [Recipient’s Name], I hope this email finds you well. I wanted to reach out regarding our upcoming meeting scheduled for [insert date and time]. Unfortunately, due to [insert reason for rescheduling], I would like to request that we reschedule the meeting to a later date. I apologize for any inconvenience this may cause and hope that we can find a time that works for both of us. Please let me know what dates and times work best for you in the upcoming [insert time frame, e.g. week, month, etc.]. I am available [insert availability details] and am willing to be flexible to find a time that suits your schedule. Thank you for your understanding, and I look forward to hearing back from you soon. Best regards, [Your Name]

We truly hope that all your important meetings with leads pan out well. And we also hope we’ve gotten you off to a great start with the templates and samples we just shared. 

Meeting request email samples to schedule a meeting with an existing client

As necessary as it is to close new business, it’s even more important (and tough) to retain old clients. Old clients don’t just bring repeat business, they also play a key role in word of mouth marketing and can be an excellent marketing channel in themselves. This is why touching base with them, even when everything is going according to plan, makes a good deal of business sense. These meeting request templates for existing clients will help you do that, minus any awkwardness. 

1. Meeting request sample email for a client

Subject: Request for meeting with [Client’s Org] Dear [Client Name], How’s it going with you at [Org Name]? I’m writing to quickly check in with you and share what a pleasure it has been working with you and your talented team over the past few months. I also wanted to take this opportunity to discuss some updates and new collaboration opportunities with you. Would you like to meet on [insert potential meeting dates and times] to discuss the progress of our ongoing project and to explore this? I’ve a feeling it will be beneficial to both our organizations.  Please let me know your availability, and we can catch up. Thank you for your time, and I look forward to the opportunity to meet with you soon. Best regards, [Your Name]

2. Introduction meeting for a new colleague/team member sample email

Subject: Introduction meeting with [Client’s Company] for [New Team Member’s Name] Dear [Client’s Name], I hope this email finds you well. I wanted to introduce you to our newest team member, [New Team Member’s Name], who will be working closely with you and your company. [New Team Member’s Name] brings extensive experience in [insert relevant skills] and is excited to collaborate with you. To facilitate a smooth transition, we would like to request a meeting with you to introduce [New Team Member’s Name] and to discuss how we can continue to provide you with the highest level of service. The meeting will be an opportunity to discuss any updates or changes to your business needs and to identify any areas where we can provide additional support. Please let us know if you are available to meet and suggest any dates and times that work best for you. We are available [insert availability details] and are willing to be flexible to find a time that suits your schedule. Thank you for your time and consideration, and we look forward to hearing back from you soon. Best regards, [Your Name]

Related: Welcome new employees to your team with these 21 welcome message templates

3. Lunch/dinner meeting request with a client sample email

Subject: Invitation for a lunch/dinner meeting  Dear [Client Name], I hope this email finds you doing well. I wanted to take a moment to extend a lunch/dinner invitation to you. It would be great to catch up and discuss any new developments regarding our work together. I am thinking of [suggested restaurant name and location] on [date and time]. The restaurant is known for its [type of cuisine] and I believe it would be a great place to have a meal and discuss further opportunities. Please let me know if this works for you. I understand if you have prior engagements, and I am open to adjusting the date, time or location to accommodate your schedule. Looking forward to hearing from you soon. Best regards, [Your Name]

Congrats! You’re all set to tackle all sorts of meeting requests with the above repository of email samples. Just one last thing before we wrap up with a quick lesson in email etiquette—you also need sample emails to communicate a gracious acceptance or convey a polite refusal to attend a meeting. After all, you might find yourself at the end of a meeting request email too!

Here goes… 

Accepting a meeting request sample email

Subject: Re: Meeting request Dear [Meeting Organizer's Name], Thank you for inviting me to attend the meeting on [Date and Time]. I am happy to accept the invitation and look forward to the meeting. Please let me know if there are any specific materials or information I should prepare before the meeting. I am eager to contribute to the discussion and make the most out of our time together. Thank you again for including me in this meeting, and I am excited to see you soon. Best regards, [Your Name]

Declining a meeting request sample email 

Subject: Sorry to miss your meeting. Let's catch up soon! Dear [Meeting Organizer’s Name], Thank you for inviting me to attend the meeting on [Date and Time]. Unfortunately, due to [reason for declining], I will not be able to attend the meeting. I apologize for any inconvenience this may cause, and I hope to be able to attend (a) future meeting(s). If there is any information or materials that I can provide to contribute to the meeting in my absence, please let me know. Thank you again for including me in this meeting, and I appreciate your understanding. Best regards, [Your Name]

Final words: Email etiquette for sending meeting requests and invitations the right way

When it comes to requesting meetings via email, there are a few key etiquette rules to follow. Think of it like sending a virtual handshake—you want to make a good impression and ensure that everyone feels respected and valued.

Here are 4 things to remember when sending a meeting invitation. 

1. Have a clear agenda 

Having a clear agenda for your meeting is essential for making the most of everyone's time. When sending a meeting invitation email, be sure to include a brief outline of the topics that will be discussed and what you hope to accomplish. This not only helps attendees prepare for the meeting but also ensures that everyone is on the same page and that the meeting stays focused.

2. Follow the two-pizza rule for meeting invitations 

Jeff Bezos' "two pizza rule" is a great guideline for deciding who to invite to a meeting. The rule states that a meeting should never have more people than can be fed with two pizzas. In other words, keep your meeting small and invite only the people who are necessary for the discussion. This helps keep the meeting efficient and ensures that everyone who attends has a meaningful contribution to make.

3. Don’t Rubik’s cube your way to a meeting

Avoid unnecessary back-and-forth by checking calendars in advance whenever possible. When sending a meeting invitation email, suggest a few potential meeting times and ask attendees to let you know which one works best for them. Alternatively, use a scheduling tool like Calendly or Doodle to allow attendees to select a time that works for them. This can help avoid the "Rubik's cube" of scheduling and save time and frustration for everyone involved.

4. Be considerate of everyone’s time

Suggest a few potential meeting times that work for you, but also be open to other options if those don't work. And if you're requesting a meeting with someone who is higher up in the organization, be respectful of their schedule and availability. Wrap meetings up in time so as to be mindful of other people’s schedules and commitments.

Follow these golden commandments and we’re sure your meeting invitation acceptance rates will soar through the roof!

Schedule meetings 30x faster with OSlash text expander and link shortcuts

Looking to schedule meetings faster and more efficiently? Say hello to OSlash , the ultimate productivity tool for busy professionals. 

With OSlash’s text expander and link shortcuts , you can easily create and send meeting requests, up to 30 times faster.

With just a few keystrokes in the text expander, you can create templates for email meeting requests, invitation messages posted on Slack and other communication apps, introduction emails, follow-up emails, and more. Once the templates are in place, all you’ve to do is type the corresponding shortcut, say, o/meet, and let OSlash insert the entire email for you, in under a second.

No more typing the same request hundreds of times or toggling between windows to copy-paste it. 

You can also replace complex and tough-to-remember URLs with OSlash (link) shortcuts to quickly access your calendar, scheduling tool, or other productivity apps. Never ask your colleagues for the standup meeting link, again. It’s o/standup. Say goodbye to scrolling through long Slack threads for the All-Hands’ Zoom link, because, you guessed it—it’s o/allhands. Easy peasy!

Whether you're setting up a one-on-one with a colleague or organizing a company-wide meeting, OSlash streamlines the process, saving you time and energy. Plus, with customizable templates and seamless browser compatibility, OSlash is the ultimate solution for requesting and scheduling meetings, hassle-free. 

Try OSlash for free , right away!

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3 Meeting Request Email Templates for your Leads & Clients

When you’re sending a meeting request email to a cold prospect or existing customer, it’s helpful to get your words right. How do you ask someone to take time out of their busy day to read your email, schedule a time to meet, and mark their calendar for you? 

In this article we’ll show you the best meeting invitation techniques for prospects, leads, and existing customers. 

Tips for composing a Meeting Request Email (that actually work) 

Here are some of the most important things to keep in mind when you’re crafting a new meeting request email, regardless of who the recipient is. 

• Write an engaging  email subject line  for better open rates
• Make sure you’re contacting a decision maker with the right contact information. Verify their address using email verification tools .
• Always address the invitees personally
• Send your email at a convenient time of day
• Keep the meeting purpose well defined
• Communicate clear expectations in the body of your email
• Set up an email calendar for yourself (to better track your availability)
• Use an online scheduling tool to present potential meeting dates
• Improve your response rates with an offer to answer any lingering questions

Why scheduling online is so important 

The first thing to be aware of when write a meeting request email is how much better it works when you use an appointment scheduler like Appointlet , Calendly, or ScheduleOnce. 

An online scheduling app ensures that people can see your availability and book the time they want right away. In most cases, this will get your message answered in minutes-or even seconds! It also reduces the chance that someone else schedules a meeting for overlapping times — a common problem with old school scheduling methods.

How to prepare cold meeting request emails 

As a general rule, meeting request emails require more preparation when you don’t have an existing relationship formed. They should be personalized, specific, concise, and useful. This can be time-consuming, and this is how the mail merge process comes in handy – whether you’re using Google Sheets, MS Excel, Office, or even Outlook.  The best cold messages are about an event your prospect might not have heard of yet but that you think they’ll find interesting because it will benefit them in some way or help them solve a problem they’re trying to overcome. 

Early prospects can come from anywhere. They might be on their mobile devices browsing your website , LinkedIn or social media pages . If you have a little bit of information about the prospect, you can use that to create a more personalized message, which leads to higher response rates . Instead of sending them to an event like a webinar, companies with decent customer LTV can invest in high touch sales demos. The same automated email scheduling solutions can be used all the way through post-sales, user onboarding meetings. 

Regular meeting requests are a bit different. For existing customers or leads who need to go through several rounds of meetings, less email marketing personalization is needed. 

Sometimes people prefer regular meeting request emails where you just briefly describe the purpose of your meetup and then simply ask if they want to join at whatever times make sense for both parties. You can also add a sentence or two explaining why this matter (for instance: “I’m looking forward to meeting you and getting your feedback on our new product!”).

When a customer is very warm, the email could become as simple as a single sentence. But remember that no matter who you’re connecting with, you should always:

• Summarize the purpose of your meeting. 
• Provide a few locations that they can choose before picking a meeting time. This should be managed by the scheduling app, not in the email body.
• Optional: Invite them to send back their availability, so you know if it’s possible for both parties before continuing on in conversation. You can always schedule on their behalf, if that’s easier for them.

How to Write Your Message for Prospects, Leads, or Existing Customers

Since writing a message to warm customers takes much less effort, we’re going to focus on writing meeting request email templates for cold prospects and warm leads.

The Cold Prospect

Try to put yourself in the shoes of potential clients who would receive your email. If they don’t know you personally, there needs to be a strong value proposition to draw them in. Focus on solving their core pain points. Otherwise why would they set aside precious time to meet with you? It’s important that you understand beginner copywriting principles .

To create your template, you should keep these things in mind:

• Introduce yourself and mention why this is important for them. Try to customize the message by pointing out their job title, so they know that you’re tuned into them directly.
• Offer two options: Give them a link to schedule an initial meeting with you. But in case people aren’t convinced yet, follow up with an offer to answer any questions they have first. Once those have been answered, you’ll send a follow up email.
• Before sending anything off, double check the email by reading it out loud to ensure it sounds conversational and friendly, not like a sales pitch. 

If you’re in doubt about how to use this content for your site or blog post, please contact us and we’ll be happy to provide more information!

What are some of the best ways I can find an initial meeting with prospects?

Focus on promising them value and creating a sense of urgency. It’s important to mention why scheduling a call is so helpful for them right away. 

In order to make sure it sounds conversational and friendly, not like a sales pitch, try using phrases such as “I hope we could find some free space in our calendars” or “Could I stop by?” instead of something more direct like “Can I schedule a meeting with you next Tuesday?” 

Additionally, you can mention how the meeting will be productive and helpful for them. For example: “I’m excited to show you how much time and money we can save your company with this solution.”

This may seem obvious, but it’s best not to ask too many personal questions during your first email conversation. Keep a light touch, without going into unimportant details like their favorite color or where they grew up. This could make them uncomfortable and lead in awkward conversations on future meetings. Remember, professionalism and formal language are key!

Finally, always try to conclude your cold prospect emails on a positive note. This is a great way to keep the prospect engaged and excited until the last moment, which will help convert your leads to customers, resulting in increased sales .

Meeting Request Email #1: The Warm Lead

If you’ve already met with someone previously or had a few interactions via email, then you can take a different approach to the business meeting request email. It doesn’t need to be quite as formal, but the value of the call should still be clearly stated. And just like before, you’ll want to use an online scheduling tool to speed up the actual scheduling process. This helps streamline the registration process. 

Here is an email template you can literally copy and paste, though we recommend making changes as needed to fit your business model. 

Dear {client-name},  It was nice speaking with you last week. After reviewing the {company-name} website, I am confident that we can help you to save time and grow your business quickly with just a few updates.  In fact, earlier this year we helped another client with a similar problem streamline their operations and increase sales by more than 250% in the first three months. We can work with you to create similar results.  Since you already have a general sense of how our services work, I’d love to get on a phone call with you next week to provide a full product demo.  Please click here to schedule a quick chat and discuss this opportunity in more detail.  If you have any other questions before we jump on a call, just let me know!   

Meeting Request Email #2: The Warm Customer

The average customer already knows who you are and the value that they should be getting from your service. 

The customer support meeting request email sample

Typically a meeting request email goes out when customer support has been escalated to a success manager. A brief but  professional email  might look something like this:

first-name, That sounds good. Let’s book a time to talk so we can review all the details of your request. Once we have all that information, I’ll work with our team to get this taken care of.  Please click here to schedule your meeting.  Talk soon!

Meeting Request Email #3: Existing Customer

You can also set up email automation to reach out to customers who are at risk of churning. Re-engage them by highlighting features that are underused or you can pitch a higher tier of features. It’s up to your success team to decide what’s appropriate. Once you have a clear strategy, you can use a meeting request email like this.  

Hi first-name,  I hope that you’re enjoying the ____ product! We are always looking for ways to make our customers successful, and I’ve noticed that your account could use some more help. There is an upgrade available as part of your plan which might suit what you need better than what we already have in place. Would you like me to email over details about it? Please click here to schedule a meeting so we can talk through this together.  Talk soon!

Closing the loop on your scheduled meetings

Once you’ve successfully booked a meeting with your end user, make sure that the meeting has been scheduled on your calendar. If your online scheduling service includes Google or Microsoft calendar invites for the attendee, you can check to see whether they have RSVP’d and selected “yes”. This lets you know that the calendar event has been acknowledged and accepted by them. 

Consider setting up automated email reminders for the event if it’s far in advance. They don’t need to be as detailed as your initial meeting request letter. Just make sure that the date, time, and location are clear so they know how and when to join you. 

Ezra Sandzer-Bell

Ezra is a SaaS product marketing manager and the founder of AudioCipher , a music software company. He previously worked at Appointlet as a customer success manager and marketer, helping business managers optimize their online scheduling workflows.

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How to Write a Meeting Request Email to Your Client/Potential Client

Many, if not all, clients deal with busy schedules each day. That’s why it’s important to master the art of sending a meeting request email, which is one of the fastest ways to schedule a meeting with your client or a potential client via their email inbox.

Therefore, it’s vital that you know everything about meeting request emails before sending them. Today we’ll be talking about the benefits of meeting request emails, tips for sending them, and show you some examples to get you started.

What is a meeting request email?

A meeting request email is an email people send to set up a meeting appointment with the email recipient. This type of appointment is different from others because it has a specified purpose, which is to discuss one or several matters in greater detail with the recipient.

Additionally, sending a meeting request through email is professional and extremely convenient. It allows you to carefully organize your words, avoid errors, and track your messages. You can also change the meeting time, date, and place via this approach; however, ensure you request confirmation of the details.

Before sending a meeting request, make sure the email follows the RAP rule:

The RAP rule

“RAP” is an important principle to help guide the email writing process. RAP means you must:

•       Provide a R eason for writing the email,

•       Ask for a precise A ction, and

•       Exhibit P rofessionalism.

It’s essential that you follow these rules to successfully send an email requesting a business meeting with your client.

Reasons for a meeting request email

Business meeting request emails help you enhance your company's communication skills. There are several reasons freelancers or small business owners may need to request a meeting with clients via email. It could be to:

• Arrange an interview,
• Discuss business plans with a client, or
• Analyze a prospective project with a new/potential client.

Types of meeting request emails

There are two types of these emails that you can send to a client. They are:

• The Warm Meeting Request Email
• The Cold Meeting Request Email

This classification is based on the tone of your meeting request email, which is an important criteria.

Warm emails

A warm email is a business meeting request email that you send to a person with whom you have an existing relationship, like your long-time client. There’s also no need for you to have had a face-to-face conversation with someone before you can send a warm email to them.

You can write a warm email to your contacts, which include:

• Anyone who has chosen to join a campaign
• Any individual that has subscribed to your online newsletter
• Anyone that has exhibited an interest in any of your offers
• Your current clients
• A warm lead

Cold emails

You send a cold meeting request email to someone you do not have an established relationship with. If you’re familiar with the “cold calling” approach, you can imagine cold emailing as its digital equivalent.

Cold emails can be used as the initial step in building a relationship with a potential client. Start by finding the correct email address of the person you want to reach out to. Although once a connection is established, any emails you send to them will now be considered “warm emails.”

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Strategies required for each type

Warm and cold meeting request emails call for different writing strategies. When you write a cold email, it is crucial that you introduce yourself, boost the interest of the recipient, and motivate them to schedule a meeting with you. However, ensure you cover these requirements without overwhelming your potential client with too much information.

For a warm email, you have the freedom to build on the existing relationship you or your company has with the recipient. However, make sure you don’t take your recipient’s interest lightly because the email can be a critical point that changes the recipient from a potential client to a client. In all, make sure your offer is irresistible.

Benefits of meeting request emails

A business meeting request email comes with various benefits for both the sender and receiver. They include the following:

It’s perfect for future references

They serve as a reminder to both the recipient and you. Busy daily routines create a possibility that either of you forgets some crucial details, such as the time, meeting agenda, location, or contact information. The meeting request email lets you recap all relevant meeting details.

It makes sending details easy

A meeting request email allows you to easily transfer the meeting details to a calendar or an organizing application on your device with a few clicks. Several email providers have features that allow users to automatically sync emails with their digital calendars.

This feature assists your online calendar in creating a calendar event and marking the time as busy. Both you and your email recipient can also share the email details with anyone else who might be involved with the meeting.

It promotes confidentiality

Certain meetings can only be held in private due to the delicacy of the meeting's purpose and discussion. In these situations, it’s critical that the details of the meeting request email are sent solely to the target individual or group.

Additionally, meeting request emails promote confidentiality between the parties involved. They allow you to organize private meetings with specific people without worrying about confidentiality and professionalism.

It minimizes errors and miscommunication

Meeting request emails give you greater control over the accuracy of the meeting’s details by cross-checking important information such as the location, time, and date of the meeting.

This advantage gives you a chance to eliminate any note-taking mistakes with verbal communication. It also allows every participant in the meeting to have constant access to the details.

It allows you to send attachments and links

A meeting request email allows you to attach and send additional documents or information to the recipient before the meeting. You can also add links to the message if you need the attendees to visit a website for more information.

It encourages a quick reply from the recipient

Meeting request emails make it straightforward for your recipient to send quick responses to you. The system provides quick reply messages such as ‘Yes, I agree,’ ‘No, I can’t,’ and so on. This saves time for the recipient and also enables you to make quick adjustments if required.

It saves resources and time

In the past, people had to handwrite request letters and mail them to their recipients through “snail mail.” This process took money, resources, and a lot of time. Sending an email today is much easier! Meeting request emails are free and don’t rely on a mail delivery service.

How to write an effective meeting request email

We've talked extensively about the meaning, types, and benefits of writing a meeting request email. Now let’s talk about how to set one up! Here are some excellent tips to make your work easier and more professional.

1. Begin with a distinct and professional subject line

The subject line is the first thing recipients will see when they receive an email. Choosing a brief, irresistible subject line to kickstart your email will help you inform your recipients about your intentions for sending them an email.

Also, try to include words like “request,” “schedule,” or “meeting” in your subject line. Doing this will increase the likelihood that your recipients will open and read the message immediately after receiving it.

Another helpful trick to get their attention is adding personal details to the subject line, like their name. The following are examples of an ideal subject line for a meeting invitation email:

• Amanda Sparks proposed we meet soon
• Request to schedule a meeting
• Monthly project meeting request
• Hello John! Please reply regarding the meeting date and time

2. Choose an appropriate greeting

A quick greeting is usually the opening line for a meeting request email. Before selecting the proper greeting for your recipient, consider your relationship with them first. For instance, a meeting request email to a close coworker or client may simply begin with the sentence, ‘Hello Joanne.'

On the other hand, if you’re requesting a meeting with someone you’re not familiar with, it’s usually more appropriate to use formal greetings, such as “Dear Mrs. Sharon” or “Dear Mr. Todd.”

In cases where you don’t know the gender or preferred pronoun of the recipient, you can use their last and first name. Doing so will help you maintain a professional and respectful tone in your email. For instance, you can use “Dear Wilson Peter.”

3. Make a proper and detailed introduction

Requesting a meeting with an individual who you’re unfamiliar with or someone who isn't anticipating a message from you requires you to properly introduce yourself. Your message's body should contain a brief introduction about you, as it validates your email. Likewise, it gives the recipient a good knowledge of your role as a freelancer.

4. Describe the motive of the meeting

Giving a solid but brief explanation of why you want to meet gives the recipient an understanding of the motive of the meeting and its significance. Likewise, it allows the recipient to set aside enough time and better prepare for the meeting with you.

5. Present a flexible date and time

Include a particular date and time for the proposed meeting in your initial email. You can include two or three dates that you’re available, so you’ll have a better chance of finding a time that works for both of you. For instance: “ I’m free to meet on Tuesday at 10 am, Thursday at noon, or Friday at 8 am.”

To make your schedule even more flexible, you can also add that you’re open to any other time and date proposal that works for them. For instance, you can add something like: “ If you prefer to choose a different time and date for the meeting, please let me know.”

6. Request an approval

You can request a reply from the recipient to confirm they’ve received and approved the email. Their approval will help you prepare properly for the meeting.

You can also tell them the most appropriate way to confirm their approval and participation in the meeting. For example, you can ask them to reply to your email or call your business.

Additionally, you can send your recipient a clickable link that directs them to your digital calendar. This option allows them to accept your meeting proposal and approve the meeting in one click.

7. Provide your contact info when needed

If you happen to be meeting with a client in person, you might need to share extra contact information with the client. Sharing your phone number makes it easy for them to reach you minutes or hours before the meeting if needed.

8. Send a final reminder

It’s best to send the recipient a reminder a day or two before the scheduled meeting. The reminder should contain the date, location, and time of the meeting. This helps to refresh their memory and also keeps them updated.

If, after sending a reminder, they do not reply, you can consider giving them a quick call.

Meeting request email templates

Since you now know how to write a good email, the best way to get started is to go through some examples of different forms of meeting request email templates . Here are some of the email samples:

General and professional cold email

Scheduling a meeting with an individual you don’t know personally is tricky and easy to botch. You have to cover a lot in one email, such as who you are, where you work, what you have to offer, and why they should accept your meeting request. So, you want to provide these details as briefly as possible.

This cold email example/template will help you when writing yours, and you can use it for both external and internal sales.

Subject Line: Let’s meet to talk.

Dear {name of recipient},

I’m {your name}, the/a {your job title} at {your company name}. I've assisted and worked with {related examples of your clients and pain points}.

Seeing that you’re the/a {recipient's position} at {recipient's company}, I’m confident we can join forces to accomplish {major objective of the meeting}.

I would love to invite you to {location} for a meeting to further talk about this. I’m available on {two or three date and time options}. Would any of these times work for you?

Kindly inform me if a different time is more convenient for you.

{Your name}

Make sure you personalize the email with the correct name and details and verify that all the spellings are correct.

Formal meeting request email with someone you know personally

If you’re familiar with the recipient or have a close relationship with them, you don’t need an introduction to start your email. Here’s an example:

Subject Line: Requesting to arrange a meeting at your convenience

 Dear {Mr./Mrs. Last name},

I hope you’re doing well. The purpose of writing this email is to schedule a meeting regarding {major subject of the meeting}. If you find it convenient, I would like to propose we meet at {location, time, and date}.

Please confirm if you would be available or state your preference if you want to change the location or time.

If you aren’t sure if the recipient will accept your request or if you’re requesting a sales meeting, you can provide a few different options for the date and time. Also, you can elaborate more on the purpose of the meeting.

Informal meeting request email

You can write a friendlier or longer email if your recipient already has an idea of you or your business, like a potential client. Also, if the company you're pitching has a lighthearted/friendly branding, a friendly email wouldn't be a bad idea.

Subject Line: Coffee and pastries on me

Hello {recipient's name},

I’m {your name}, the {job title} at {your company name}. I’d love to get straight to the point, if you don’t mind.

I work exclusively in {projects relating to the recipient}, and I’m seeking to find new clients that deal with {pain points} to {solutions or values you offer}. I’ve helped {related examples of current or past clients and their pain points} to attain {relevant examples of your job}.

I’d love to talk more about how {your services} can help you achieve {main aim of the meeting}.

Are you available for a quick video call on {two or three options of time and date}?

I look forward to chatting with you.

Despite having the freedom to include some extra sentences, make sure you use them wisely. Use the sentences to convey value and create the best impression instead of providing excess information.

Casual follow up email

A follow-up email means you’ve met with the recipient on a particular subject matter and want to continue your discussion.

Hi {client's name},

I hope you’ve been doing well since we last talked about {topic of the meeting}.

I am following up to check if you still have interest in learning about how {your services} can help you with {pain points}. Do you still need an expert in {your services}?

If you do, I’d love to discuss this matter further. We can chat over the phone or a quick video call – whatever is convenient for you works for me.

Thanks and have a wonderful day.

You can also highlight some details from your last meeting to personalize your email. It's best if you use a friendly tone.

To wrap it up

Writing the perfect meeting request email doesn’t have to be complicated. Just be sure to strike a balance between being professional and friendly. When sending an email to your client or a prospect, make sure you pay close attention to the details and the tone of your email. 

And the next time you set up a meeting, you can use Indy’s Calendar tool to keep track of your scheduled meetings. It’s completely free to use and helps you schedule meetings and events, as well as monitor when your tasks, invoices, proposals, and contracts are due or overdue. It even integrates with Google Calendar.

As a business owner, don’t underestimate the importance of having a business tool that allows you to create invoices, send proposals, and sign contracts. You can do all these and more with Indy. Get started with Indy today for free!

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Email Sample, Free to Use Email Templates

Office Visit Request Email – Sample Email for Office Visit

This email is in reference to the telephonic conversation made on date __/__/______ (date). I would like to sincerely request you for an office visit to discuss the project further. I believe that we could discuss the project over a meeting.

Kindly, approve my request for office visit and it would be highly appreciated if you could arrange the meeting at around __:__ (time) and confirm the same. You can always feel free to contact me at ________ (contact details).

Regards, _____________ (Name), _____________ (Contact details)

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15 Sample Email Templates for Customer Service

Customer service agents respond to a wide range of queries – but thankfully, most questions aren’t unheard of. Agents don’t need to reinvent the wheel for every question about pricing, software set up, troubleshooting, or any other common problem. Instead, they can use customer service email templates to cut response times and provide consistent service.

But, building a library of templates that is both effective and easily modifiable takes time in itself. That’s why we wrote these customer service email templates for you, based on 15 different scenarios, so you can choose and tailor them as needed.

First, here’s some advice on how to write customer service emails

Every great act of customer service has a few key things in common. Before responding to customers via any channel, make sure you’ve:

• Understood what they’re saying . Hold off on replying until you’ve carefully read what the customer wrote. Do they have an issue or a question? Are they frustrated or concerned? Be sure to understand what they’re saying and where they’re coming from. Sometimes this might mean reading between the lines and intuiting problems not specifically documented.
• Empathized with their situation . This can often be hard to do when reading aggressive (or passive-aggressive) messages. But offering excellent service means taking a step back and putting yourself in your customer’s shoes. They may not always be right, but this approach will help you address customers genuinely — and they’ll remember that.
• Gathered all the information you need . Mark Twain once famously said, “'It ain't what you don't know that gets you into trouble. It's what you know for sure that just ain't so.” Make sure you fully understand the situation before hitting “send.” For example, if a customer is having a problem with a new feature you haven’t learned yet, consult a product expert on your team to get the rundown.
• If you can't understand or need more info, ask . You don't have to always reply with an answer, you can also reply with a question. If you don't fully understand what the customer is asking or if you need their information to check the issue, tell them – it's better than guessing and getting it wrong.

This advice will help you create effective responses. Some other tips for customer service :

• Address your customer by name
• Look up the customer’s role in their company, if needed, to respond with the right information
• Be friendly, but measured
• Include links and references (if appropriate)
• Follow up on your initial response

If these seem like a lot, don’t worry – that’s what templates are for. By customizing the ready-made text, you can both achieve a personalized approach while reducing the burden of finding the right words from scratch. Here are our customer service email templates.

15 samples of customer service email templates

The customer service email templates below contain guidelines on tone and structure appropriate for different scenarios. Any words included in brackets are placeholder text you can replace with what makes sense for your business (or remove altogether if it doesn’t apply to you). Whenever you see these symbols { } it means you should add a link over that text.

Also, we have included ideas for subject lines where appropriate. Keep in mind that writing subject lines that’ll make people click is a science that often requires some testing, but you can draw ideas from our examples below.

Check out our list of 15 proven customer service email templates:

• Responding to a frustrated customer who churned

Responding to a customer who churned on good terms

Responding to a frustrated customer who’s asking for a resolution, responding to a customer complaint.

• Providing the answer to a customer issue or query

Following up with a customer email

Onboarding email to new customers, informing a customer about a renewal opportunity, informing a customer about their contract having expired, checking in with a new customer, thanking a customer for positive feedback, asking for customer feedback on a purchase, requesting a customer fill out a csat, refusing a discount request, exploring the possibility of content collaboration, responding to a frustrated customer who churned (apology).

Mistakes happen, and sincerely apologizing to a customer after an inconvenience is a great way to maintain a relationship while acknowledging their frustration.

These emails should show empathy and understanding while remaining respectful and honest.

Hi [Customer name],

Thanks for reaching out. Satisfying our customers is very important to us and I’m sorry we couldn't meet your requirements. I fully respect your decision and can only apologize for any problems your business experienced.

[I’ve arranged for a refund and asked our account management team to take care of any paperwork necessary.]

Should you change your mind, I’ll be here to help you any way I can.

[Your name]

If you’re parting on good terms, don’t burn any bridges – after all, customers may return down the line. Be friendly and take steps to keep in touch.

On behalf of my team, we’re all sad to see you go. We’re pleased to have collaborated with you all this time and hope our services were useful.

I hope we’ll stay in touch and get to work together again in the future. Please don’t hesitate to provide feedback and suggestions to help us improve, even from afar.

Best of luck!

These emails should reassure the customer and provide adequate help. Focus on getting the issue resolved.

I’m sorry for the trouble you’ve been having with [this feature]. My team and I are doing everything we can to resolve this as fast as possible. [Include steps you are taking, if applicable.]

In order to support you through this, I need some information from you. Could you tell me [important information]?

Meanwhile, here are some actions you can take that may resolve the issue: [state actions like restart, resubmit, etc.]. If these don’t work, I’ll get back to you [within one business day] with an alternative solution.

This is often difficult to respond to without getting defensive – but you must resist! Be respectful and understanding and make sure to follow through with the complaint .

I’m very sorry you had this experience. It’s always important for us to [address a company value here, e.g. respond quickly to our customers.] [Address the heart of the complaint, e.g. “Having made you wait an hour on hold is unacceptable.”]

I’ve passed this on to my team – we’ll make sure we get better as we grow and learn. [We appreciate your time, and we’ve applied a $5 discount off your next purchase.] Thank you for your patience and let me know if I can help in any way.

I apologize again for any inconvenience.

Providing the answer to a customer issue/query

The tone of this email should be positive – you’re able to provide good news, after all. Make sure you clarify any details and ask the customer if they need anything more.

Thanks for reaching out! I have an answer to your question about [topic]. 

[Detail your answer, providing helpful insight into why an issue happened or background on company info].

If you have any more questions or come across any other issue, let me know, I’ll be happy to help.

Have a great day,

It’s important to follow up whenever possible. You don’t need more than a couple of lines to show customers that you care about their experience with your product or service .

Hope you’re doing great. I wanted to check in with you regarding the issue you had the other day. Was it resolved? Do you need any additional help? I’d be happy to assist you in any case.

This email should be enthusiastic so as to set the tone for your collaboration with the customer. You’ll also want to reassure the customer that they’ve made the right choice and help them get up to speed quickly.

Ensure the customer onboarding process is streamlined, simple, and easy.

Here are some subject line ideas to draw from:

Example 1 : Hi [ Customer name ]! Get started with [ Your company ]

Example 2 : Welcome to [ Your company/product/service ], [ Customer name ]! See your first steps

Hi [Customer name], 

It’s great to have you here, thanks for choosing us! I’ll be your guide during this onboarding period. As we learn more about one another, my goal is to ensure you have a positive experience and get the most out of our [product/service].

I’ve attached a [slide deck, PDF, brochure, chart] mapping out the steps of your onboarding. As a first step, please {follow these instructions} to customize your account. Also, here are some resources you might find useful:

Product Webinar: We’re hosting a live webinar for our customers on [Date]. Our agenda will include a quick overview of useful features and a Q&A by our [VP of Customer Success]. Register {here}!

Resources: Visit our {Blog and Help Center} for detailed information, tutorials, and advice.

Don’t hesitate to reach out to me or my colleagues if you have any questions.

This email can be sent by an account manager or another employee responsible for renewals. It serves as a reminder but can also help the customer decide to renew if they’ve been on the fence. If there’s any way to create a sense of urgency, go for it.

Example 1 : [ Customer name ], want to keep using [ Your service ]? 

Example 2 : Your [ contract/subscription ] is expiring soon

We’d like to thank you for using our product for the past [year] and hope we’ve made a difference for you. We’ve been excited to help you hit your milestones in [boosting sales, creating greater efficiencies] on your team.

Your contract is expiring in [two weeks] and I wanted to check in with you about next steps. If you’re considering renewing or upgrading your contract with us, I’d be happy to walk you through the details. [If you renew before the end of this week, you can benefit from our one-time discount for existing customers].

Depending on your current needs, we can also schedule a short demo, so you can see the recent improvements we’ve made and how they can be useful to you.

Feel free to schedule a call with me by clicking on {this link} or replying to this email. Looking forward to hearing back from you.

This email should be mostly informative, but also make sure the customer knows they can renew their contract.

The subject line could be similar to the renewal opportunity template:

Example 1 : [ Customer name ], want to renew [ Your service ]? 

Example 2 : Your [ contract/subscription ] has expired, here’s what to do

Thank you for using our product for the past [year]. Your contract expired on [Date] and you no longer have access to your account.

If you’d like to renew or upgrade your contract, please let me know. We can complete the renewal process in [two business days], restore your access and get you up and running again.

Feel free to book a call with me by clicking on {this link}.

This email could be part of your account management efforts. Your goal will be to make sure the customer knows how to use the product, is aware of any improvements or new features, and feels that you’re there to answer any questions.

Example 1 : [ Customer name ], how do you find [ Your service ] so far?

Example 2 : [ Customer name ], can we help you with anything?

Hope you’re well. I’m checking in to see if you have any questions or need any help with our product. We’ve added quite a few features lately and I know it might be difficult to keep track of all our releases. I’d be happy to show you the ropes and address any queries you may have.

As a reminder, here’s a {link} to our Knowledge Base where you can find more information about our product and company at any time.

If you have customers who go out of their way to tell you how satisfied they are, you should take notice. Respond to their positive feedback enthusiastically and encourage them to share their review with the outside world. If it’s your company’s policy, you can also give out a gift or discount.

Dear [Customer name],

Thank you so much for your feedback, you put a big smile on our faces! Our team is hard at work trying to continuously improve our [product/service] and it’s always rewarding to hear kind words. We love that you love us :)

I don’t mean to impose on you, but if you have some time, could you share your impressions on social media or write a review? We have a presence on {link to review sites} and we’d really appreciate it if you could support us there.

Thanks again 

This is common in both B2B and ecommerce, as you want to make sure that your customer is satisfied with their purchase – and the experience as a whole. Be friendly and give customers a way to provide feedback .

Example 1 : Regarding your recent [ purchase/order ]

Example 2 : [Customer name], is your [ purchase/order ] to your liking?

Thank you for your purchase with us. Your order should have arrived by now and we hope everything went well. Feel free to inform us about any delays or problems you might have faced – we want to make sure you’ve had a good experience. [You can reply to this email or contact [email protected].]

We have one small favor to ask: could you fill out {this survey} about your purchasing experience? Feedback makes us better and we welcome any concerns or suggestions. If you’re happy with our service, please tell us, too!

You can also share your opinion of us on {review site}.

Thanks for your time and have a great day,

This email is meant for return customers or customers who have long-term contracts or subscriptions. Your customer success team may have different ways of asking customers to fill out these surveys – sending an email is a good option for mass emails or for offering coupons or other gifts for every completed survey.

Example 1 : [ Customer name ], do you have advice for us?

Example 2 : A [ 5% discount ] for your thoughts

Hope all is well! You’ve been using our [product/service] for the past [four months] and I’d like to ask if you could provide some feedback on your experience. Meeting our customers’ needs is a priority for us and we always strive to get better at it.

That’s why we’d appreciate it if you could fill out this {survey}. We realize this takes a little time, so we offer a [$10 Amazon coupon/5% discount for the rest of the year/etc.] to all our customers who complete it.

Let me know if you have any questions, I’d be happy to answer them.

Thanks for your time,

This is a tough one. When customers ask for discounts , they have high hopes of getting them. Refusing may have an impact on customer satisfaction, so you need to deliver the news with tact and offer another option (approved by the appropriate person) if you can.

I’m getting back to you regarding the discount you mentioned in your last email. Unfortunately, we can’t give out a discount on your current plan, as it’s already our best value package.

[But, if you’d like to upgrade your plan to take advantage of more features and licenses, we can give you a 15% discount until the end of the year].

Sorry I couldn’t be of more help. Let me know if there’s anything else I can assist you with.

Case studies, interviews with customers, joint webinars, or events are good ways to strengthen relationships with existing customers and attract new ones. The emails you’ll send may depend on your level of familiarity with this person. Let’s assume for this template that you’ve never spoken with this person before but you know the topic that they’re experts in.

Example 1 : Question about your insights on [ subject matter ]

Example 2 : Would you be interested in a [ joint webinar/content collaboration ]?

I’m [Your name] and I work as [Head of Content] in [your company]. I learned [from the Account Manager/Customer Success team/by studying your company story] that you have an interesting insight on [topic]. I think this is a fascinating issue that many people would enjoy reading about.

This gave me the idea of doing an [ebook] where we’ll talk about [topic] and provide advice for other companies. Our team could do the writing based on our research and your insights. This [ebook] would be promoted across both our networks.

What do you think? We can have a call some time this week to discuss and bounce ideas off each other. 

Looking forward to collaborating with you.

We hope you find these 15 best customer service email templates useful.

Need more templates and tips on customer communication? Check out our growing template library .

The Ultimate Guide to Customer Support

Related Articles

How to Plan the Perfect Customer Visit [+ Agenda Template]

Published: August 02, 2021

Now that the world is opening back up, it’s time to get out there and meet your customers face-to-face. For many newer customers, this might be their first time getting to spend time with you — especially as conferences have moved online.

Creating that connection is invaluable. But before you book that plane ticket, it’s essential to create a plan. Planning the perfect customer visit will ensure that you meet your goals and that your customer meeting will be successful. Here’s a look at how you get there.

Why plan a customer visit?

Jason Lemkin, the founder of SaaStr and EchoSign, has said “ I never lost a customer I actually visited. ” That’s a bold statement — one that's worth taking note of. But why? What is it about customer visits that has such a big impact on customer loyalty?

First of all, you get to make a stronger impression with your customers. No matter what you sell, you aren’t just selling a product — you’re also selling the people behind it.

Your vision, your passion, your knowledge are all play into the perceived value of your product or service. All of these elements come across more strongly when you visit in person. A Zoom call just isn’t enough time to go deep.

Secondly, you get to see how your customers are using your product in person. Are they constantly printing out reports to pin up on a wall? Are you seeing teams walk across the sales floor to point out something on a screen? What kind of working environment and equipment do they have? What other types of software are they using?

Everything happening behind the scenes paints a much clearer picture of who your customers are. And when it comes time to renew or jump on that next customer success call, you’ll have a lot more knowledge ready to draw on.

Finally, meeting your customers in person is a huge motivational boost! When you’re behind a screen for so long, it can start to feel like what you do doesn’t matter — or that you’re not making any real connections. But a visit to a customer’s office can change all that, and really light up your idea of “why” you do this at all.

61 Templates to Help You Put the Customer First

Email, survey, and buyer persona templates to help you engage and delight your customers

• 6 buyer persona templates
• 5 customer satisfaction survey templates
• 50 customer email templates

You're all set!

Click this link to access this resource at any time.

5 Potential Goals of Your Customer Visit

Going into a customer visit with goals in mind will help you get the most out of your time there. Here are five goals to consider when planning a customer visit:

1. Understanding Their Business Goals

If you’re visiting a client, you’re likely hoping for a long term relationship. Understanding what their future goals are can help align your product with their needs. These in-depth conversations would rarely come up over a quick phone call.

2. Gathering Feedback

Customer visits provide a unique opportunity to gather honest and in-the-moment insight into what your customers need and want. When you sit next to someone who uses your product in their daily work, there’s a lot more space to have this feedback arise. And documenting it for future sales opportunities and your product team is one of the more productive actions you can take during a customer visit.

3. Referrals

In-person visits are a great time to ask for and give referrals. Ask, “Are there any other companies that you work with that you could see our product being helpful for?” Alternatively, if a pain point is mentioned by the client and you know the perfect company to help solve it, don’t be afraid to build that connection. It’s just another way you can bring value to your customers.

4. Uncovering Opportunities for Cross-Selling or Upselling

While your primary objective shouldn’t be pitching your offering at every opportunity, you might uncover a problem that your product or service can help solve. Noting these potential value-adds can make for more effective, thoughtfully targeted upsell and cross-sell conversations.

5. Testimonials and Case Studies

Customer visits can be a unique source of sales content, including pictures for case studies, video testimonials, and strong evidence-based customer stories. If you plan on making this one of your primary goals, consider asking your client to set the stage for these kinds of materials before you visit so you already know who you’ll be speaking to, before coming onsite.

How to Plan an Onsite Customer Meeting

By putting more effort in before you go, you’ll have a much better chance of achieving your goals and impressing your clients. Here are some key actions to consider when planning your customer meeting.

Thoroughly prepare before the visit.

Before you arrive, make sure you’re up to date on the state of the customer's account. Who are they usually talking to at your company? What customer service tickets have they raised lately? Are there outstanding issues that need to be addressed? These will come up during your visit.

Secondly, understand the current ecosystem your customer is working within. Is your customer in the news? What’s happening in their industry? What threats and opportunities are arising in their business? Being prepared and knowledgeable about their inner workings will make a better impression than coming in blind.

Decide who you’re meeting with.

Start by setting up a meeting with relevant company leadership. That could be the CEO, the founders, or the VP of the functional team you're working with — depending on the company's scale. Bear in mind, while this contact might be the "reason" for your visit, they're probably not who you'll be spending the most time with.

Once you have a meeting scheduled with the company's leadership, plan the rest of your day around meeting with the team leaders and employees using your product — as well as any teams that are open to signing up or expanding the current seat count or contract scope.

Make dinner reservations for you and your clients.

Traditionally, a customer visit includes taking your client out for a nice dinner as a token of appreciation. It also offers a chance for you to get to know each other outside of the limits of the work environment and form stronger relationships.

That being said, this is not a social visit. Keep your goals in mind — even outside of work hours. If you’re familiar with the restaurants in the area, choose a place that has options for every diet and has a good atmosphere for conversations. If you’re not familiar with the available options, ask the client where they’d recommend.

Complete the wrap-up report.

After the visit is over, you still have work to do. Create a wrap-up report for your internal teams back at the office. It should cover key elements of the visit like any confidentiality agreements put in place and who at your company you can share contact information or sales figures with.

Identify any action items that came up during the visit. Include any positive highlights during the meeting as well as any risks or opportunities that arose. Create a copy of the report for your client as well, to show that you were listening to their concerns and that you’re going to follow up with them.

Customer Visit Agenda Template

Use this sample agenda to plan your own customer visit.

10 am: Welcome/Office Tour (30 minutes, w/ Stacy, Raul)

• Get settled, set up a desk or boardroom for the day

11 am: Executive Meeting (1 hour, w/ Stacy, Thomas, Ankit, Shireen)

• Overview of status, product usage, any updates
• Add any bullet points you need to cover here
• Upcoming changes or challenges for the business
• New Opportunities
• Areas of concern

12pm: Lunch

1pm: User Meetings (4 hours, rotating through Marketing teams)

• Overview of new features
• Gather feedback from users
• Sit with teams to review workflow

5pm: Wrap Up meeting (30 minutes)

• Process or configuration change recommendations
• General questions and answers
• Items to be addressed as part of maintenance
• Enhancement opportunities

6:30pm: Dinner at Restaurant

Internal Notes

• At the bottom of your agenda, include internal notes that are meant to be shared with your team only.

Plan for success

It’s time to get back out there and meet your clients face-to-face. By planning your customer visit ahead of time, you’re sure to achieve your goals and come out with a stronger understanding of what your clients need.

Don't forget to share this post!

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Visit Request Letter

[Your Name]

[Your Address]

[City, State, Zip Code]

[Email Address]

[Phone Number]

[Recipient's Name]

[Title/Position]

[Company/Organization Name]

Subject: Visit Request

Dear [Recipient's Name],

I hope this letter finds you well. My name is [Your Name], and I am writing to request the opportunity to visit [Company/Organization Name] at your earliest convenience. I am keenly interested in learning more about your company's operations, services, and culture, and I believe that a personal visit would provide invaluable insights and knowledge.

The purpose of this visit is to:

1. Gain a deeper understanding of your products/services and how they cater to customer needs.

2. Explore your company's innovative approach and strategies in the [industry/domain].

3. Observe your work environment and company culture to identify potential areas of collaboration or best practices.

4. Meet with key members of your team to engage in meaningful discussions and exchange ideas.

5. Discuss the possibility of establishing a mutually beneficial relationship between our respective organizations.

I am flexible regarding the date and duration of the visit, and I am willing to accommodate your schedule. Ideally, I would appreciate the opportunity to spend [half-day/full-day] on the proposed date to ensure a comprehensive experience. Please let me know your availability and any specific requirements for the visit.

As a [your designation/role] at [your organization/company name], I believe that our businesses share complementary goals and visions. A visit to your esteemed organization would undoubtedly enhance my understanding and positively impact the way we operate.

I assure you that any information shared during the visit will be treated with utmost confidentiality and used solely for the purpose of improving our business relationship and practices.

Thank you for considering my request. I look forward to receiving your positive response. Should you have any questions or need further information, please do not hesitate to contact me via [phone/email].

Thank you for your time and consideration.

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Table of contents

9 effective customer feedback email templates to unlock better insights.

An interesting way of looking at customer feedback is to picture it as a compass that guides your business towards improvement. It’s the unfiltered voice of your customers, offering insights into their experiences, preferences, and expectations. 

Leveraging this invaluable resource not only strengthens customer relationships but also fuels organizational evolution.

In this blog, we’ll delve into some email templates that are to help you gather valuable insights from your customers, fostering a culture of improvement and customer-centricity. 

Let’s explore these templates and discover how to tailor them to your business needs.

Table of Contents

9 best customer support feedback request email templates.

Here are 9 of the best customer support feedback request email templates that you can use to gather valuable feedback from your customers. Remember to customize these templates to suit your specific business and customer interactions:

Template 1: Express Gratitude

This feedback request email template is all about expressing gratitude to your customers for choosing your business and using your products or services. It sets a positive tone and emphasizes the importance of their feedback in helping your business improve. The template encourages customers to share their thoughts and experiences with your brand.

Subject Line: Thank You for Choosing [Your Company] – We’d Love Your Feedback! Dear [Customer’s Name], We sincerely appreciate your choice in [Your Company] for your [product/service] needs. Your satisfaction is paramount to us, and we’d like to hear about your experience. Please take a moment to share your feedback through our brief survey: [Feedback Survey Link] Your insights are crucial in helping us improve. As a token of our appreciation, we’re offering a gift voucher worth X. Thank you for choosing [Your Company]. Your feedback drives our commitment to excellence. Warm regards,  [Your Name]  [Your Title]  [Your Company Name]  [Contact Information]

Recommended Read: Best Practices for Writing Awesome Customer Service Emails

Template 2: Quick Feedback Request

This feedback request email template is designed for customers who prefer a shorter, more straightforward message. It focuses on prompting them to provide feedback quickly and efficiently. The template emphasizes the ease and convenience of sharing their thoughts.

Subject line: Help us improve with one click Hi [Customer’s Name], We hope you’re enjoying your experience with [Your Company]! Your opinion means a lot to us, and we’re interested in hearing your feedback. Would you be willing to spare just a few seconds to rate your recent experience with us? It’s a quick, one-question survey: [Feedback Rating Link] Your feedback is invaluable and helps us make improvements that matter to you. Thank you for your time! Warm regards, [Your Name]  [Your Title]  [Your Company Name]  [Contact Information]

Template 3: Personalized Request

This feedback request email template adds a personalized touch by addressing the customer by name in the subject line. Moreover, it seeks feedback specifically on their recent interaction with your product or service, making it more relevant to their experience.

Subject Line: [Customer’s Name], We’d Love Your Feedback on Your Recent [Product/Service] Experience Dear [Customer’s Name], We hope you’re well and that you’ve been enjoying your [product/service] from [Your Company]. We value your opinion, and we’re interested in hearing about your recent experience. Your feedback can help us continue to improve and deliver the best possible [product/service]. Would you mind taking a moment to share your thoughts with us? [Feedback Survey Link] Your input is greatly appreciated, and as a token of our gratitude, you’ll be entered into a monthly drawing to win [Incentive or Prize]. Thank you for being a valued member of our [Your Company] community. We look forward to hearing from you! Warm regards, [Your Name]  [Your Title]  [Your Company Name]  [Contact Information]

Recommended Read: 5 Tips for Delivering Personalized Support

Template 4: Buying Experience

This feedback request email template focuses specifically on the customer’s recent purchase experience. It seeks feedback on the entire process, from browsing and selecting products to the checkout process and post-purchase support.

Subject Line: Tell Us About Your Recent Purchase Experience with [Your Company] Dear [Customer’s Name], We hope your recent purchase from [Your Company] met your expectations. We value your feedback on every aspect of your purchase experience. Could you take a moment to share your thoughts with us? Your insights will help us enhance the overall shopping experience for you and other valued customers. Please consider the following aspects of your purchase experience: -Ease of browsing and finding products -Clarity and accuracy of product information -Checkout process and payment experience -Delivery and packaging -Post-purchase support (if applicable) [Feedback Survey Link] Your feedback is crucial in helping us continue to provide you exceptional service. As a token of our appreciation, you’ll be entered into a monthly draw to win [incentive or prize]. Thank you for choosing [Your Company], and for sharing your valuable insights. Warm regards, [Your Name]  [Your Title]  [Your Company Name]  [Contact Information]

Template 5: Customer effort Survey

This feedback request email template focuses on the effort customers have to put into their interactions with your company. It seeks feedback on the ease and convenience of doing business with your organization.

Subject Line: How Easy Was Your Recent Experience with [Your Company]?  Dear [Customer’s Name], At [Your Company], we’re committed to making your interactions with us as effortless as possible. Your feedback is essential in helping us achieve that goal. Could you spare a moment to share your thoughts on the ease and convenience of your recent experience with us? Your insights will guide us in simplifying and enhancing your journey. [Feedback Survey Link] Please consider the following aspects of your recent interaction: -How easy it was to find the information you needed -The simplicity of placing an order or contacting support -The responsiveness and helpfulness of our team [Feedback Survey Link] Thank you for choosing [Your Company], and for helping us make your experience even more effortless. Warm regards, [Your Name]  [Your Title]  [Your Company Name]  [Contact Information]

Here are 53 Customer Effort Score Questions

Template 6: Loyalty Rewards

This feedback request email template focuses on building loyalty by showing appreciation for customers’ continued support. It encourages customers to provide feedback in exchange for exclusive benefits or rewards.

Subject Line: Your Loyalty Matters – Share Your Feedback, Earn Exclusive Benefits! Dear [Customer’s Name], At [Your Company], we value your loyalty above all else. Your continued support means the world, and we want to show our appreciation in a special way. Would you be willing to share your feedback on your experiences with us? Your insights help us tailor our offerings to meet your needs even better. [Feedback Survey Link] As a token of our gratitude, you’ll receive exclusive benefits: -[Benefit 1] -[Benefit 2] -[Benefit 3] Your feedback will not only help us enhance your future experiences but also help us improve the experience for all our valued customers. Thank you for being a part of the [Your Company] family. Your loyalty drives us forward, and we can’t wait to continue serving you. Warm regards, [Your Name]  [Your Title]  [Your Company Name]  [Contact Information]

Template 7: Customer Service Feedback

This feedback request email template is designed to gather feedback from customers who have recently interacted with your customer service team. It is typically sent after the customer’s support ticket or issue has been resolved. The purpose is to gauge their satisfaction with the assistance provided and to identify areas for improvement in your customer service process.

Subject Line: How Was Your Experience with Our Customer Service Team? Dear [Customer’s Name], We hope this message finds you well. At [Your Company], our commitment to providing outstanding customer service is at the heart of everything we do. We want to ensure that every interaction with our customer service team exceeds your expectations. To help us achieve this goal, we would greatly appreciate your feedback on your recent experience with our customer service representatives. Your insights are invaluable in helping us continuously improve and provide you with the best support possible. [Feedback Survey Link] Thank you for choosing [Your Company]. We look forward to hearing about your experience and using your feedback to serve you better. Warm regards, [Your Name]  [Your Title]  [Your Company Name]  [Contact Information]

Recommended Read: Step-by-Step Guide to Creating Customer Surveys

Template 8: Email List Subscribers

This email is designed to gather feedback from your email list subscribers about the content you send them. It’s important to gauge their satisfaction and understand their preferences to improve your email marketing strategy.

Subject Line: Share Your Thoughts on Our Email Content Dear [Subscriber’s Name], We hope this message finds you well. We want to express our gratitude for being a valued member of our email list. Your engagement and feedback matter greatly to us. We’re constantly working to deliver content that’s informative, relevant, and engaging. To ensure that we’re meeting your expectations, we’d like to hear directly from you. Would you be willing to share your thoughts on the content you receive from us? Your feedback will help us tailor our emails to your interests and preferences more effectively. [Feedback Survey Link] Thank you for being a part of our community. We’re committed to delivering content that enriches your inbox and adds value to your day. Warm regards, [Your Name]  [Your Title]  [Your Company Name]  [Contact Information]

Template 9: Exit Survey

This exit survey request email is designed to collect feedback from customers who have decided to end their relationship with your company. It aims to understand the reasons behind their decision and identify areas for improvement in your products, services, or customer experience.

Subject Line: We’re Sorry to See You Go – Help Us Improve by Sharing Your Feedback Dear [Customer’s Name], We hope this message finds you well.  We understand that you may be disappointed or dissatisfied with your recent experience with [Your Company]. But we genuinely value your feedback and want to learn from your perspective. Your insights are invaluable in helping us improve, and we’d appreciate it if you could take a few moments to share your thoughts with us by completing this exit survey: [Exit Survey Link] Your feedback will be kept confidential and used solely for the purpose of improving our products and services.  Thank you for your past support and for helping us make the necessary improvements to serve our customers better in the future. Warm regards, [Your Name]  [Your Title]  [Your Company Name]  [Contact Information]

Wrapping Up

Writing emails that spur your customers into giving you feedback is an art. Some tips to keep in mind while reaching out to customers for feedback are –

And lastly, remember that you can use these insights to continuously improve your feedback process as well. Try Hiver for Free and collect customer feedback accurately and effectively.

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Restaurant adding labor fee to customers’ bills to combat rising costs

MARQUETTE, Mich. ( WLUC /Gray News) - A Michigan restaurant says it is adding an additional fee to customers’ checks to help with the rising cost of doing business.

Patrons at the Iron Bay Restaurant in the Marquette area will see a 4 percent labor fee on their next check.

The restaurant is calling it a “transparency fee.”

General manager and owner Andrew Hilary said the fee will help the restaurant combat rising costs.

“The entire 4 percent is going to labor fees. The goal is to increase our wages, partially to get ahead of what will happen, which is eliminate tipped wage,” Hilary said.

According to Hilary, he wants to ensure tipped employees receive a livable wage, as many new servers start at only $5 an hour, lower than the standard $10.33 minimum wage in the state because tips are included.

“Our goal is to always give someone a dollar raise if they stayed for a year, and once they are here for a year and a half or two years, we try and bump that significantly as a ‘thanks for staying so long’ raise,” Hilary said.

The general manager said labor costs made up 55% of the restaurant’s operating budget in March, which is exceptionally high.

Hilary said the labor costs are only going to increase as more staff members are added for the summer.

Staffing will dramatically increase from about 35 staff to 55 for summer operations.

Hilary said questions and concerns about the new fee began pouring in after a community member posted to social media about the new fee over the weekend.

Among the most common questions: Why didn’t the restaurant just increase menu prices?

According to Hilary, it came down to wanting to save customers as much as possible.

“There are a couple of issues with just raising the menu price. If you are tipping based on percentages, that percentage is higher because I put more money on the menu,” Hilary said.

He added, “The other piece is tax. We all pay a 6 percent tax when we go to a restaurant. So, if I increase the menu for that purpose, you are also getting taxed on that.”

Hilary said a fee like this is not uncommon in restaurants, but it may be new for customers in the area.

New signs explaining the fee and what it will be used for have been placed around the restaurant.

Hilary said the average bill may see less than a $1 change.

“I realize this is new and different than what a lot of people are doing,” Hilary said. “Change is hard, and it may be challenging for a lot of people.”

Hilary said staff has appreciated the change so far, while reviews from customers have remained mixed.

Copyright 2024 WLUC via Gray Media Group, Inc. All rights reserved.

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Jul 26, 2022

How to ask for something in an email with 9 examples

Learn how to write request emails that get results with our in-depth guide. This article breaks down the process of writing request emails for information, documents, contact details, favors and more.

Lawrie Jones

Table of contents

How many times have you asked for a crucial favor and not got what you needed?

Being able to write a polite and formal email requesting information with a clear purpose is essential in your personal and professional life.

The best email requests demand a reply – and get it. Thus it's critical that you are clear about what you want, when you want it, why you want it, and why the recipient is the right person to fulfil the request.

This is simpler than it sounds, and after some practice it will be easy to create reliable request emails if you follow some simple rules.

This article breaks down these rules to show you how to request something via email. We also provide examples that show you how to write request emails for information, documents, contact details, and more.

Making a formal request has never been easier than using Flowrite , test it out below:

What is a request email?

A request email is a message asking someone to do something for you. Some of the reasons you might want to send a request via email include:

• You want to request information
• Ask for advice
• To complete a form
• To request a document
• Ask for additional resources

You'll find that you need to send request emails regularly throughout your job, so learning this essential skill can boost your career.

Before jumping into how to write a request email, we recommend understanding and analyzing the structure. We provide a breakdown in this blog but don't stop there. Read the emails you receive and assess what works and what doesn't. 

Writing effective emails is a learning process, so always be curious and critical. 

Should you make a request via email?

First, if your request is urgent or sensitive, an email isn't the best way to deliver it. We tend to jump straight into messaging, even when other options may be more suitable, says Erica Dhawan in the HBR . 

Emails can be missed (or ignored). If you're dealing with a deadline, any delay could cause issues, so pick up the phone. Suppose your email is asking for sensitive information or personal details (such as asking for bank account information). In that case, an email will be inappropriate (and, in some cases, illegal). 

On the other hand, if your email request isn't urgent, ask yourself: can it wait until you meet someone?

An email request is required if it's not urgent but simply can't wait a little longer. 

7 essential rules and principles of email requests 

At Flowrite, we're experts at writing emails and understand how to craft requests that get replies. Each email should follow basic principles and an established structure to ensure you receive a response. While not each step is essential, following them can help you create more effective emails. You can use these six points as a list as tick list for your email requests, and you won't go far wrong. We put these

1. Don't beat around the bush 

In business, time is precious, so the most effective request emails are short and sweet. You'll want to be upfront and open about what you want.

Don't ask for a favor without explaining why. Don't mislead them or misrepresent what you want. 

Put simply, make your intentions clear immediately. 

2. Be concise 

Email requests should be concise and clear. Tell someone what you want and when you want it. Don't leave room for misunderstanding. That doesn't mean you must be rude but respectful of their time. Say what you mean immediately.

3. Don't assume others will complete the request

In a perfect world, you'd receive an immediate and positive response. But it doesn't always happen that way. 

Don't put pressure on the person you're messaging. For example, avoid using terms such as "thanks in advance" or "I look forward to your reply", as it can provide unwanted pressure on an interaction.

Offer them a mechanism to reject your request (if they want to). This can help the recipient to save face if they can't – or won't – comply with your request. Why do this? There are many reasons why someone may not be able to agree with your request. Giving them a way out can preserve and protect your relationships. 

4. Make the request as easy as possible for the other party

You'll want to make it as easy as possible for the other person to understand what you want. Use clear instructions and consider breaking things down into steps. Use single sentences.

If your request is complicated, consider using bullet points to break things down into easy-to-understand chunks.

You'll want to explain why you want the information and what to do with it. 

5. Convey how urgent and important the request is 

Your request will likely be time-limited, so spell out when and why you need a response. Provide the person you're emailing with a clear deadline. If your request is urgent, say so. As we've said before, if your request is urgent, it may be more appropriate to call. Of course, you can always send an email if you don't get a reply. 

6. Convey that they are the right person for the job 

Be clear about why the person you're messaging is the right person for the job. A little flattery can work wonders in getting a response. Explain why they are the only person that can complete the task. But don't stop there; convey why they are the best person for the job.

7. Provide a clear call for action (CTA)

Ensure that the person you're emailing understands what you're asking them to do. Then, consider breaking things down into simple steps with clear timelines for what happens next. In marketing terms, it's known as a  call-to-action (CTA).  Writing a great CTA is part of science and art. Still, breaking it down to its basics is about providing clear instructions on what you want someone to do. Don't try and be sophisticated with your CTAs, be simple.

How to write an email asking for something

We've explained how to shape the content; now, it's time to put what we've learned into practice. We've written extensively on creating compelling correspondence, so this is a brief reminder of the basics.  Check out our blog for a detailed breakdown of how to write effective professional emails.

Email format for requesting something

Each request email is a  formal email that follows a standard format . There's no need to complicate matters, just follow this structure, and you'll find your messages are simple to write and easy to understand.

Each request email has five parts:

• Opening lines & Body

Let's break these down and detail what to include and avoid.

1. How to write an email subject line for a request

The subject line is the first thing your recipient will see, so make it clear and keep it simple.

In the subject line, you can clarify whether your request is urgent, essential, or time-limited. You can make it obvious you're asking for help and why you're asking for help.

Don't just copy and paste these. Instead, spend time crafting a suitable subject line for your resignation email as it's more likely to get a response.

2. How to start an email asking for something

There are no rules about opening an email, but you must be upfront about what you want. However, diving too early into demanding something can seem rude.

• Start by introducing yourself and creating a connection with the recipient. Don't be too informal, just friendly enough to make a good impression.
• Follow up with details of your request. 

We provide some examples below to see how to put this into practice.

3. How to write the body of the request email 

We've covered the basics of how to write an effect request email, but to recap: 

• Keep it short
• Explain precisely what you want support with
• Be clear about why you're asking for help
• If there's a time limit, say when you need an answer

Each request is unique, so feel free to rearrange these parts to complete request emails. You'll already have a relationship with the person, so use this to your advantage.

4. How to end an email when requesting something

Every email needs a call to action. Explain what you want the person to do and, if required, provide a timeline for progress.

After that, you'll want to use an appropriate and respectful ending. Traditionally, you'd use 'yours sincerely' or 'yours faithfully, but times have changed, as have relationships.

If your request is formal, we'd recommend using the traditional endings. However, don't let formality define your emails. Instead, find an end that's respectful of your relationship.

7 steps to write an email request 

We're nearly ready to put what we've explained into practice with some examples. Before then, here's a checklist for anyone writing a resignation email. 

• What is the outcome you are looking to achieve with the request?
• Who is the best person to handle this?
• How urgent/important is the request?
• Should I call or ask for a meeting instead?
• Can you give them a favor in return?
• Draft the email and proofread it
• Is the call-to-action and next steps clear? 

These questions can act as a prompt before creating a personal request email. You'll see how we've implemented these principles with the examples below.

9 samples for requesting something via email

To illustrate the points we've made previously, we've created a series of email request samples for you to review and use. These demonstrate the principles of creating effective emails. Read these sample request emails and analyze them to see what we're doing. Don't simply copy and paste them, but personalize them for each request and recipient.

1. How to write a formal email for a request sample

This is a formal email request that anyone can use. You'll still need to add the specifics of your request to make the email effective, but we've highlighted gaps where you can add your information. Start here if you want to know how to write a formal email requesting something.

2. How to write a polite email asking for something sample

Every request email should be polite, but this is a little friendlier than the formal request email above. In this example of how to write a polite email asking for something, we keep it short and straightforward, focusing on the solution.

3. Sample professional email requesting information

Asking for information is a common reason for creating a request. This sample professional email requesting the information is addressed to someone you don't know, so we've kept it to the standard format. However, depending on your role, you may have to create a business email to request something – and here's how.

4. How to write an email asking for information sample 

Similar to the email approach above, this example of how to write an email asking for information is addressed to someone you already know. Unlike the email request for information example above, we've made it more personal and a little less professional.

5. Sample email requesting documents 

Asking for documents is a common reason you'd want to send an email request. Again, this request document email sample follows the standard format above. With some editing, this email can be used as a letter requesting documents from a client or a customer.

6. Sample email requesting immediate action or something urgent

If you cannot speak to someone on the phone, this sample email requesting immediate action is for you. The basics of how to write an email for requesting something urgent are the same as all other emails here. Still, we've upped the urgency, which is reflected in the tone and the structure.

7. How to request something from your boss in an email sample 

When considering how to request something from your boss by email, think carefully about the context and your future career. Be clear about what you want and why you need it, but maintain respect for their position. If you're searching for some inspiration, check out this sample on how to request something from your boss.

8. Sample email asking to fill out a form 

This example is for you if a client, customer, or colleague has to fill out a form. This sample email asking someone to fill out a form is quick and straightforward. However, be sure to adapt it for your audience and add the essential specifics, such as links.

9. Request for resources email sample 

Sometimes you're asking for more than help, but for resources. Asking for additional resources can be challenging and will always require detailed information that only you can provide. See how we've approached the task in this resource request email sample.

How to request something via email using Flowrite

Flowrite is an AI writing assistant that turns your instructions into ready-to-send emails and messages, like this:

Our Chrome extension covers the email format, capitalization, grammar, spelling, punctuation.

In other words, you can focus on the message, and Flowrite will take care of the delivery. We dare to claim that it's the easiest way to request something in an email.

Our email template collection features dozens of templates to help you. To grasp how easy is is to write an email asking for something by using Flowrite, check out an example of how to make a request below.

Sending an email requesting information is simple, but you'll need to follow the correct structure and strike the right tone of voice to be effective. The best emails are clear and confident, and follow the 7 rules we outlined here.

We covered how to write email for requesting something and some common examples that professionals use frequently. Let us know if this article was helpful. Now it's up to you to put this into practice!

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Formal request

Reply to: "

Received message

requesting help on restructuring project of our shared client SkyTech let's discuss details over call or video conference your advice invaluable

Generate a reply

Generate an outreach

General template

introduce flowrite short instruction to ready to send emails we finish email

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More From Forbes

18 ways to tactfully turn down a client request.

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One of the hardest parts about running a business is telling a client “no.” When your business depends on every client who reaches out, turning down a request can sometimes lead to uncomfortable conversations and ruined business relationships.

While turning away opportunities often feels as if you’re making the wrong decision, knowing when and how to respectfully decline a client request is an important skill to cultivate as a leader. Here, 18 Forbes Business Council members discuss their own experiences with having to say “no” to a client. Read on to learn more about how to tactfully let clients while still preserving the relationship.

1. Be Upfront And Honest

For the first seven years of parenthood, I was home with my young sons on Mondays and Tuesdays. I had always been the "yes" guy but I had to tell clients "no" for those days. I did it by just being upfront and honest. Before any new client signed on, I shared that I would work hard for them throughout the week, but I couldn't take meetings on Mondays and Tuesdays. I never had a complaint. - Gary Romano , Civitas Strategies

2. Clearly Communicate Your Boundaries

A customer relationship is no different than any other relationship because it is all about honesty. If you cannot accept a request, then you may need to say, "I would love to help you, but our organization can't do that." Then offer to help them find a partner who can. They came to you because they trust you to help them solve a problem. You can still be a trusted partner even when you say "no." - Pieter Fossel , Hydrosat

3. Share Alternative Options With Care

As a business book coach and publisher, I say "no" a great deal in the content structure and writing phases. When turning down a client request, share your reasoning and offer alternative options to work through the issue together. Providing clear reasons is a great way to reframe the denial and work toward a better outcome. Open, direct and fearless advice delivered with care is always appreciated. - Jaqui Lane , The Book Adviser

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Best 5% interest savings accounts of 2024, 4. explain your commitment to integrity.

At our medical spa, we embrace saying "no" when it comes to aesthetic procedures. Our industry is often driven by comparison. As professionals, it's our ethical duty to decline requests that may not enhance client features. While it may seem unconventional, most of our clients appreciate our honesty and integrity in guiding them toward the best version of themselves. - Kristin Gunn , Beaux Medspa

5. Share Your Guiding Principles

In the strategy and design phase, my initial focus zeroes in on two crucial aspects: achievability and the user experience. These principles help me steer clear of compromises, which often result in disappointment and unmet expectations. True innovation shines when it leaves end users feeling thoroughly satisfied. Ignoring the broader context can hinder a project's progress and increase risk. - Patrice Key-Rhone , Social Values Collective

6. Provide A Reason Based On Your Expertise

Saying “no” is usually necessary when their request conflicts with project goals or constraints. It's important to explain the reasoning behind decisions, leverage your expertise and build trust. If a client's request could result in missing timelines or project objectives, outlining potential risks and offering alternative solutions can maintain a collaborative and respectful relationship. - Nicolas Susco , ElipseAgency

7. Explain The Potential Negative Impact

When a client's request conflicts with ethical standards, legal or other regulatory requirements, you can redirect the conversation tactfully by acknowledging their perspective, explaining the request's potential negative impact, offering alternative solutions and reaffirming your commitment to their success. The key is to build and maintain their trust in your decision making, integrity and professionalism. - Tava Scott , T. Scott Consulting

Forbes Business Council is the foremost growth and networking organization for business owners and leaders. Do I qualify?

8. Ask For Clarification

There is more than one type of no. Frequently, the instinct to say “no” arises when what might be needed is more exploration. Frame the refusal as an opportunity for them to tell you more or help you understand what they mean. This usually happens when requests are articulated broadly. If you can, do a closer examination of the request. Even if the outcome is still no, you build trust because you and the client got there together. - Valerie S. Hart , Ankura

9. Determine What The Client Actually Wants

First, figure out what your client really wants. If you have a good product that meets their needs, you'll find common ground. This often happens as you work together, step by step, towards their goal. Make sure to clearly explain how your product can help them reach their goal while ultimately never using the word "no." - Abraham Grazi , iFundCo

10. Advocate For Aligning With Industry Standards

It is extremely important to say “no” to a customer asking for their specific customization to be incorporated into a product. Provide alternative ways of delivering their request through reconfiguration or suggest tailoring their internal business processes to an industry standard. - Prasad Sabbineni , MetricStream

11. Offer Advice On What Should Be Done

Our company provides IT services to our clients. I don't say "no" to my clients but in some cases, I do try to explain to them that some things shouldn't be done. After that, it's up to the clients. The only time I’ve refused was when the implementation could have hurt the client's business. However, I still had to implement it on a small sample to prove my position. - Gennady Feller , Safe Partner, Inc.

12. Push For Staying Within The Project Scope

Saying "no" may be necessary when a client requests a feature or service that's outside the project scope or conflicts with the company's values or resources. Tactfully decline by acknowledging their request, explaining the reasons clearly, offering alternative solutions and reinforcing your commitment to delivering the best possible outcome within the agreed-upon parameters. - Joel Li , EV.com

13. Provide A Clear And Prompt Response

Our boardroom services division is frequently required to assess potential candidates for board directorships. As quickly as possible, we provide a candid, clear and concise statement when the answer is "no." We then promptly transition to a discussion of other meaningful possibilities that we believe are more worthy of their exploration and more likely to yield exciting results for them. - Wendeen Eolis , Eolis International Group

14. Remain Solution-Oriented

Being solution-oriented is imperative in client interactions. Rather than simply rejecting their requests, it's important to provide alternative solutions or workarounds that accommodate their needs and constraints. This approach fosters clear communication and helps maintain a positive relationship with the client. - Karen Herson , Concepts, Inc.

15. Focus On The Main Objective

It is imperative that we lead our clients with each request, especially since we are brought on for our expertise. I recommend handling these situations by asking questions to gain insight into their main goal. Then use their answers to help them see a different perspective. As we dive deeper into their objective, I can recommend alternative and realistic solutions without compromising on quality, delivery or ethics. - Bernadet Azizian , Value Stream Engineering

16. Emphasize Your Specific Expertise

A typical reason I would say “no" to a client is because they are asking me to do something outside of my company's expertise. In this scenario, tell your client that you don't have the necessary expertise in that area and don’t want to take something on that could put their company or your company in jeopardy. This strategy shows them that even by refusing, you still have their best interests in mind. - Margaret Graziano , KeenAlignment

17. Express Your Desire To Stay In Your Niche

As a boutique service firm, we often have to say "no" to customers if they don't have the kind of work we do or if they are not our ideal customers. We then try to introduce them to someone who can help them while politely turning down their money. This has been hard to explain to our sales team but it’s a necessary strategy in building a niche in the market. Leaders must have a long-term vision to be able to make these tough decisions. - Kamran Adil , Cloudtech Inc .

18. Provide Thoughtful Explanations

In the commercial real estate investment industry where we deal with multi-million dollar clients, a rapidly evolving business landscape and difficult decisions every day, we say "no" frequently. Refusing a client empowers them and spurs free-flowing ideas that lead to well-thought-out solutions and client involvement in their own process. A "no" should always be followed by a thoughtful explanation of multidimensional considerations. - Can (Jon) Tavsanoglu , Caldera Real Estate Ventures

19. Position The Rejection As What's Best For Them

We’ve had companies ask us to help them raise prices across the board just because of inflation. If you use inflation as a weapon to raise prices, there will be backlash. We’ve turned down new clients because we knew these price tactics would erode trust between companies and customers. By positioning the “no” as what’s best for your client and their long-term profitability, the refusal is softened quite a bit. - Jeet Mukherjee , Holden Advisors Corp

20. Remain Respectful But Firm

One situation where it might be necessary to say "no" to a client is when they request something that goes against your professional ethics or legal boundaries. To do it tactfully, be respectful and firm. Everyone appreciates a respectful answer, even if it's a denial. Through this approach, you can effectively say "no" to a client's request while preserving the relationship. - Janet Zhang , Boston Easy Biotech Inc.

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