Schedule A Meeting Email Template
Business Writing Tips

Schedule a Meeting Email Template

Schedule a meeting invitation that will impress your colleagues or clients. Use the email templates below when you need to host a live or online meeting. Prepare your agenda and provide more detailed information about the upcoming meeting.
Also, you can find examples of how to cancel a meeting (which is happening from time to time).
Furthermore, you will find free examples on how to write a follow-up email after a meeting.

EXAMPLE

Subject: (SUBJECT OF THE MEETING)

Hi Ladies,

It was a great pleasure for me to host the (SUBJECT OF THE MEETING).

Great questions, thank you very much for being so active.

I’m sending you the presentation we went through the session and I’m also sending you additional documents related to our topic.

Please let me know if you need further information, or if any questions arise in the future. I’ll be happy to assist.

Have a great rest of the day!

Kind Regards,
(YOUR NAME)

EXAMPLE

Subject: All-hands meeting

Good evening team,

We are going to have our first all-hands meeting on Tuesday afternoon next week.

Anyone working for (YOUR COMPANY NAME) is required to attend (you should already have the invite sent). We will also have an open Q&A Session where you can ask any questions.

Please take into account the seniority of (NAME OF YOUR CEO/VP)’s role that he is currently occupying. Process or system-related queries can be left aside and send to me for further review. Thank you!

Best regards,
(YOUR NAME)

EXAMPLE

Subject: Cancel a meeting

Hi Luca,

This email is to notify you that I wouldn’t be able to held on to the meeting this Friday. I apologize, that I need to cancel this meeting but some unexpected occurrences have occurred and I’m not going to be at the office.

I’m kindly asking you to reschedule the meeting at a convenient time for you. My suggestion is for Monday, March 11th, 2019.  Please advise if you are available on that date.

Once again, I’m sorry that I had to cancel our initial appointment.

Yours Faithfully,
(YOUR NAME)

EXAMPLE

Subject: Follow-up email after a meeting

Hello everyone,

Thank you for taking the time to allow me to walk through the (DESCRIPTION OF THE MEETING) that we intend to launch recently. Please treat the presentation attached as a guide only for now.

I’ve also captured questions that I’m going to clarify with our management and come back to you in a week’s time.

Thanks again and we hope that you enjoyed the meeting!

Cheers,
(YOUR NAME)

EXAMPLE

Subject: Follow-up email

Dear Peter,

Thank you for your time over the phone earlier today. It was a pleasure talking with you.

Now I’m reaching out to you to provide you with a brief summary of the most important information.

Our goals are to provide you:

(FIRST POINT DESCRIPTION)

(SECOND ONE)

(THIRD ONE)

Our solutions are the following:

(PROVIDE SOLUTION to 1.)

(PROVIDE SOLUTION to 2.)

(PROVIDE SOLUTION to 3.)

Furthermore, the presentation required by you is hereby attached. Please review it and let me know if any questions arise.

Once again, thank you for the opportunity to talk with you.

I will further investigate the above requirements and get back to you as soon as possible.

Regards,
(YOUR NAME)

EXAMPLE

Subject: Meeting with CEO

Dear colleagues,

We are going to have a meeting with our CEO next week and we would like to gather informally to discuss our progress as a team, role expectations, and focus, and vision moving forward as well as any other topics you would like to bring up and discuss.

We will use OneBridge for this meeting.  And we encourage each office to call in jointly as we have many remote employees.  If you are a remote employee, please dial in using the conference bridge information below.

Please be invited to join!

Regards,
(YOUR NAME)

EXAMPLE

Subject: Presenting our new product – (FILL THE NAME)

Dear Colleagues,

I would like to set up a meeting with you for next Monday, the 13th of April at 2 pm. The meeting will be held in the conference room.

The purpose of this meeting is to announce you to our new product.

The agenda will be the following:

1.Market Overview

2.Product Overview

3.Values

4.Marketing Strategy

5.Case Study

6.Q&A

We are extremely pleased to add new innovation to our portfolio and we’re happy to launch something new on the market.

Everyone is welcome to join!

Thanks and Regards,
(YOUR NAME)

EXAMPLE

Subject: Schedule a meeting

Hi Luca,

Hope you are doing well!

I was just reviewing your service with (YOUR COMPANY NAME) and I noticed that you are using 100Mbps internet. In this relation, I was wondering if this bandwidth satisfies your company’s needs? Are you planning to expand your business?

I’ll be happy if you find 20 minutes to talk to me about your needs and expectations.

Does 2 pm – 2:20 pm tomorrow work for you? If not, please advise for a convenient time for you.

Looking forward to your reply.

Wishing you a great day!

Sincerely,
(YOUR NAME)

EXAMPLE

Subject: Training Meeting

Dear Ladies and Gentleman,

We at (YOUR COMPANY NAME) are inviting you to a training session on 12th April.

Where: (FILL THE LOCATION)

Duration: 9am-5pm

On-site presenter: (FILL THE NAME)

Description: (PROVIDE MORE DETAILS ABOUT THE TRAINING)

Below is the agenda that will be our guide for 1 day of learning. 

TimeTopicMethodology
9:30-9:40
9:40- 10:15
10:15-12:30 (includes Break)
12:30-3:00LUNCHLUNCH 12pm-1pm
3:00-3:45
3:45-4:00
4:00-4:20
4:20-4:45Wrap-Up, Review, Q&AWrap-Up, Review, Q&A

*If you will be attending these sessions remotely, please use the link provided. (PROVIDE LINK)

Notes:
Please bring your laptop for those of you coming onsite in the room (if one has been provided to you). You are cordially invited to attend the meeting!

Yours sincerely,
(YOUR NAME)

You are free to use the above email templates to schedule a meeting!

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