Say in the first two lines why you want to meet and what they get out of it, ask for a specific length of time (15 or 30 minutes), offer two or three concrete time slots with the time zone, and say how you will meet (video link, phone or a place). Keep it under about 120 words.
| Situation | Timing |
|---|---|
| To a prospect | Tuesday–Thursday mornings in their time zone are a common choice |
| To a client or colleague | At least 2–3 business days before the slots you propose |
| If no reply | Follow up once after 3–4 business days with new slots |
Hi [their first name], I work with teams like [their company] on [topic / what it is about]. I have one idea that I think could [specific outcome] for you. Would 15 minutes on [Tue 10:00] or [Thu 14:00] ([time zone]) work for a video call? If neither suits, send me a time that does. [your name]
Hi [their first name], I would like to set up 30 minutes to review [topic / what it is about] — specifically [point 1] and [point 2], so we can agree the plan for next month. Does [date, time] or [date, time] work? I will send a video link once you confirm. Thanks, [your name]
Hi [their first name], Could we grab 20 minutes next week to talk through [topic / what it is about]? I want to [decision or input you need] before [deadline]. I am free [slot] or [slot]. Happy to work around your calendar. [your name]
Check how yours truncates on a phone with the subject line tester.
State the purpose in a sentence, explain what is in it for them, ask for a specific amount of time and offer two or three time slots. Thank them and make it easy to suggest another time.
Give a specific reason you are writing to them now, one idea or result relevant to their company, and a small ask: 15 minutes on one of two named days.
Say what it is: "Meeting request: Q4 plan", "15 minutes on onboarding?". Clear beats clever for meeting requests.
Accept one of the proposed times (or suggest another), confirm the format and length, and ask whether there is anything you should prepare.