Writing a meeting request email can be stressful. You want to sound professional, but you also don’t want to wait forever for a reply. Using the right professional email phrases is the secret to getting a “Yes” and building better business relationships. Whether you are an HR professional or a team lead, mastering Business English phrases will help you communicate with confidence.
In this guide, you will learn exactly how to ask for a meeting, how to propose a time, and the best professional follow-up phrases for when you don’t get a response. We have even included free professional email templates at the end to make your life easier. Let’s dive in!
Essential Phrases for Requesting a Meeting
Writing a meeting request email can feel difficult, but it becomes easy when you use the right professional email phrases. Depending on who you are emailing, you can choose between a formal or semi-formal style.
1. Formal Phrases (For Clients or Senior Managers)
Use these phrases when you want to sound very professional and respectful. This is part of high-level Business English phrases.
- “I would like to schedule a meeting to discuss…”
- Explanation: A polite way to ask for a meeting about a specific topic.
- Example: I would like to schedule a meeting to discuss the new project budget.
- “I am writing to request an appointment with…”
- Explanation: Use this for a very formal appointment request, especially with someone you don’t know well.
- Example: I am writing to request an appointment with the HR Director next week.
- “Would it be possible to meet and talk about…?”
- Explanation: A soft, polite way to ask for someone’s time.
- Example: Would it be possible to meet and talk about my performance review?
2. Semi-formal Phrases (For Colleagues or Team Members)
If you know the person well, you can use more direct but still professional email phrases.
- “Are you available for a quick chat regarding…?”
- Explanation: Use “chat” when the meeting is short and not very formal.
- Example: Are you available for a quick chat regarding the meeting notes?
- “Do you have some time to meet this week?”
- Explanation: A simple way to check if someone is free.
- Example: Do you have some time to meet this week to finish the report?
- “Let’s catch up about…”
- Explanation: “Catch up” means to talk about the latest news or updates on a project.
- Example: Let’s catch up about the client’s feedback tomorrow morning.
How to Propose a Time and Date Professionally
After you explain why you want to meet, the next step is proposing a meeting time. You want to be clear so you don’t send too many emails back and forth. Here are the best professional email phrases to use:
1. Suggesting a Specific Time
If you want to be direct and save time, suggest a specific day and hour.
- “Does [Day] at [Time] work for you?”
- Explanation: A simple and very common way to check if a specific time is okay.
- Example: Does Tuesday at 10:00 AM work for you?
- “Would [Time] be convenient for you?”
- Explanation: “Convenient” is a more formal word for “easy” or “suitable.”
- Example: Would Wednesday afternoon be convenient for you?
2. Giving Options
It is often better to give two or three choices. This makes it easier for the other person to say “yes.”
- “I am free on [Day] or [Day]. Do either of these work?”
- Explanation: Giving options shows that you are flexible.
- Example: I am free on Monday morning or Thursday afternoon. Do either of these work?
- “I’m available to meet at any of the following times:”
- Explanation: Use this before a bulleted list of times to be very organized.
- Example: I’m available to meet at any of the following times: Tuesday at 2 PM or Friday at 11 AM.
3. Asking for Their Schedule
Sometimes, you don’t know the other person’s schedule at all, so you ask them to choose.
- “Please let me know your availability.”
- Explanation: A professional way to ask “When are you free?”
- Example: I would like to discuss the report; please let me know your availability for this week.
- “Could we have a brief call at a time that suits you?”
- Explanation: This is perfect for requesting a call without being too demanding.
- Example: Could we have a brief call at a time that suits you to go over the final details?
The Art of the Follow-up Email
Many people feel nervous about sending a follow-up email. However, in business, it is a normal and professional thing to do. Whether you are waiting for a reply or you just finished a great meeting, these professional follow-up phrases will help.
1. Following Up When You Get No Response
If you sent an email and didn’t get a reply after 2 or 3 days, you can send a checking in email.
- “I’m just checking in on my previous email.”
- Explanation: A very common and polite way to remind someone about your last email.
- Example: I’m just checking in on my previous email regarding the contract.
- “I wanted to circle back to see if you had a chance to look at…”
- Explanation: To circle back means to return to a topic discussed before. It sounds very professional.
- Example: I wanted to circle back to see if you had a chance to look at the proposal.
- “I am following up on our request for a meeting.”
- Explanation: Use this when you want to be formal and clear.
- Example: I am following up on our request for a meeting next month.
2. Post-Meeting Follow-up (Thank You & Action Items)
After you finish a meeting, it is important to send a post-meeting email. This shows that you are organized and serious.
- “Thank you for your time today. It was a pleasure meeting you.”
- Explanation: Always start with a thank you. It builds a good relationship.
- Example: Thank you for your time today; it was a pleasure meeting you and the team.
- “As discussed, here is a summary of our next steps:”
- Explanation: Use this to list the things you agreed to do during the meeting.
- Example: As discussed, here is a summary of our next steps: I will send the report by Friday.
- “Please let me know if I missed anything.”
- Explanation: A polite way to ask the other person if the summary is correct.
- Example: I have attached the meeting notes; please let me know if I missed anything.
Professional Closing Phrases for Business Emails
The way you end your email is just as important as how you start it. Using the right professional closing phrases shows that you are polite and professional. Here are the most common ways to end business emails.
1. Most Common and Safe Phrases
These phrases work in almost any professional situation. If you are not sure what to use, choose one of these.
- “Best regards,”
- Explanation: This is the most popular way to end a business email. It is professional but not too stiff.
- Example: I look forward to our meeting. Best regards, [Your Name].
- “Kind regards,”
- Explanation: Slightly softer and more friendly than “Best regards,” but still very professional.
- Example: Thank you for your help with this. Kind regards, [Your Name].
2. Formal Closings
Use these when writing to someone senior, a government official, or a new client.
- “Sincerely,”
- Explanation: A traditional and very formal way to end an email or letter.
- Example: Thank you for considering my application. Sincerely, [Your Name].
- “Respectfully,”
- Explanation: Shows a high level of respect. Use this for senior executives or formal requests.
- Example: I hope to hear from you soon. Respectfully, [Your Name].
3. Closing with a “Call to Action”
Sometimes, you want to end by telling the person you are waiting for their answer.
- “I look forward to hearing from you.”
- Explanation: A polite way to say “Please reply to me.”
- Example: I have sent the dates. I look forward to hearing from you.
- “Thank you for your time and consideration.”
- Explanation: Use this at the end of a meeting request or a job application.
- Example: Thank you for your time and consideration. Best regards, [Your Name].
Free Professional Email Templates (Ready to Use)
To save you time, here are three ready-to-use templates. You can simply copy, paste, and fill in the blanks. These templates use all the professional email phrases we discussed earlier.
Template 1: Requesting a Meeting (Formal)
Subject: Meeting Request: [Topic Name]
Dear [Recipient Name],
I hope this email finds you well.
I would like to schedule a meeting to discuss the new project timeline. Would next Tuesday at 2 PM be convenient for you? If not, please let me know your availability for the rest of the week.
I look forward to hearing from you.
Best regards,
[Your Name]
Template 2: Following Up (When there is no reply)
Subject: Following up on [Topic Name]
Hi [Recipient Name],
I’m just checking in on my previous email regarding the budget proposal. I understand you are busy, but I wanted to circle back to see if you had a chance to look at it.
Are you available for a quick chat sometime this week?
Kind regards,
[Your Name]
Template 3: Post-Meeting Follow-up
Subject: Thank you / Summary of our meeting
Dear [Recipient Name],
Thank you for your time today. It was a pleasure meeting you and discussing the team goals.
As discussed, here is a summary of our next steps:
- I will send the final report by Wednesday.
- You will review the contract terms.
Please let me know if I missed anything.
Sincerely,
[Your Name].
Conclusion
In conclusion, mastering formal email writing is one of the most important skills for any modern professional. From the initial meeting request to sending a polite follow-up email after a meeting, using clear and professional email phrases ensures your message is understood and respected.
Remember, the key is to be brief, polite, and always provide a clear “call to action.” By using the HR English vocabulary and Business English for HR templates provided in this article, you are now ready to handle any meeting request like a pro. Start using these phrases in your next email and watch your professional communication improve!
