• 26th Sep '22
  • OnOutreach
  • 5 minutes read
  • Autor: OnOutreach

How to Write a Meeting Request Email To Prospects!


One of the most common questions we get is how to write a meeting request email?

If you want to organise a meeting with someone, whether it’s for business or pleasure, there’s a simple yet effective method to follow. In this article we explain the steps you need to take, the details you need to include, and the information you need to think about before sending a meeting request email.

The purpose of the meeting

When it comes to closing a deal, the purpose of a meeting request is clear. However, sometimes it's difficult to draw your prospects in. For example, if you send meeting requests to people who don't need your services, it may be a waste of time. Or if you don't make the purpose of the meeting attractive enough, then you may lose the prospect. So how do you convince your prospects to accept your meeting request? It all starts with the purpose of the meeting request.

Write a purpose statement

The purpose statement is one of the most critical components of your meeting request email. It tells your prospects why you want to meet them, and what they can do for you. So it's important that you nail it. If you don't, then the prospect may think that you are only trying to sell to him or her.

Make sure your prospect is interested in the purpose of the meeting

For instance, if you are selling business insurance, then it may not make sense to send a meeting request email to small businesses that have less than 10 employees. In this case, small businesses wouldn't need your services. So instead of wasting your time and theirs, you could target large companies instead.

Meeting Invite details

You need to prepare a lot of details when you want to arrange a meeting with new prospects. These details will help you gain the attention of your target. You need to prepare an email that includes all details. A meeting request email should include the following information:

Subject line

The subject line of your meeting request email should relate to the meeting details. For example, if you are requesting a meeting to discuss services, then the subject line should read "Business services meeting request" or something to that effect. This will grab your prospect's attention.

Details of your company

You will also need to include some details of your company in the email. The details of your company will help your prospect know who you are and why he or she should meet with you.

Your company details include:

Your company name

Your company address

Your company's phone number, website and email address

It's important to mention what your job role is in your email as well so the prospect can gage your role.

What are the Benefits having a meeting?

The benefits of having a meeting with your prospects when trying to sell a product or a service are numerous. First, you will have the opportunity to listen to their needs and ensure that you are providing them with a product or a service that will meet those needs. You will also be able to know what they think of your product or service. You can also take the opportunity to gather information on how you can improve your product or service in order to provide better results in the future.

Lastly, you will have the opportunity to build a long lasting relationship with your prospects. As a sales person, you should always make it a point to provide value to your prospects. This can be done through offering free trials or discounts to your product or service. You can also give them a sample of your product or service if they would like to try it out before they buy it. This way, you are providing value to your prospects and encouraging them to buy your product or service.

Another important thing that you need to do is to constantly update your prospects on the status of the product or service that they have ordered from you. You need to inform them of the current situation and how long it will take for the product or service to work or come into effect.

Who should organise the meeting?

If you want to be a good salesperson, you need to organise your own meetings with your prospects. Why? It allows you to take the lead in the conversation, which makes you seem more reliable and trustworthy. Your prospect will also be impressed by your confidence and your initiative.

Doing it yourself also makes sure that the meeting is arranged for a time that works best for both you and your prospect you are in contact with.

How to send an email to someone you don't know personally?

There are many ways to get in touch with someone you don't know personally. One way is to send an email. In fact, this is probably the most convenient way. It allows you to keep track of your correspondence and schedule meetings easily. However, there are certain rules you should follow to make sure your message gets read.

What you should write in the email

You can start with a polite introduction. Make sure to mention your name, the company you work for, the product or service you are referring to, and how you got in touch with them. You should also be clear and specific about what you want. You should tell the reader what you are looking for (e.g. a meeting to discuss their specific needs) and indicate when and where it is convenient for you to meet. Do not forget to mention your contact details, and make sure that your email is well-written and free of spelling mistakes.


We hope this article has helped you to get started writing your cold emails for meeting requests. If you want to learn more about cold email marketing strategies then click here.


Revolutionize your lead generation process with our powerful software. Find the contact information of the right decision-makers and launch targeted email campaigns with ease. Connect with leads on social media and automate messaging. Plus, create custom chatbots to engage visitors on your website. Take your sales to the next level with our all-in-one solution.

Sign up for your FREE trial using the form

  • Get high quality data upload
  • Access to all products
  • Unlimited leads to find from all industries.

Our frustration with slow and tedious prospecting inspired us to create a powerful software that delivers high-quality leads in seconds. Join us and streamline your prospecting process for good.

It's simple to get started automating your prospecting

Easy to use with easy-to-follow tutorials.