client visit email sample to employees

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Effective Client Visit Email Sample: Tips and Examples to Follow

Are you struggling with how to write a client visit email that will grab their attention and effectively communicate your purpose? Look no further because we’ve got you covered with some great samples. Whether you’re meeting a client for the first time or following up on a previous conversation, crafting a well-worded email can make all the difference.

With our client visit email samples, you can find examples that meet your unique needs and edit them as necessary. The samples cover a range of situations, from requesting a meeting to setting an agenda and following up on action items. By using a proven format, you can save time and ensure your email is professional and persuasive.

Don’t let the fear of a poorly-worded email hold you back from making the most out of your client visits. With our client visit email samples, you can build confidence in your communications and win over your clients. So, take a look and get started today!

The Ideal Structure for a Client Visit Email

If you are planning on visiting a client, sending an email beforehand is a courteous and professional way to inform them of your plans. However, a poorly written email can lead to confusion, misunderstandings, and ultimately, damage your relationship with the client. In this article, we will discuss the ideal structure for a client visit email that will make a positive impression on your client and increase the chances of a successful visit.

Clear Subject Line

The first and most important element of a client visit email is the subject line. Your subject line should clearly and concisely communicate the purpose of your email. Avoid vague or generic subject lines such as “Client Visit” or “Meeting Request.” Instead, use specific and descriptive subject lines such as “Follow-up Meeting to Discuss Project X” or “Introduction Meeting with New Team Member.”

Greeting and Introduction

Beginning your client visit email with a friendly greeting and a brief introduction is a great way to establish rapport and set the tone. Start with “Dear” followed by the client’s name, and follow up with a sentence or two that introduces yourself and your role within your organization. This will help the client to quickly identify who you are and why you are reaching out to them.

Purpose of Visit

The body of your email should clearly state the purpose of your visit. This could include a follow-up meeting to discuss a project, a routine check-in, or a new product launch presentation. Be specific about the purpose of your visit, and provide any necessary context or background information to help the client fully understand the reason for your meeting.

Proposed Date and Time

After introducing the purpose of your visit, suggest a few possible dates and times that work for you. Make sure to list at least two or three options to provide flexibility for the client. Be aware of any time zone differences and ensure that your proposed time slots are suitable for the client’s schedule and availability.

Logistics and Agenda

Next, include any logistical details or requirements that the client needs to know. This could include directions on how to reach your office or meeting location, any security checks that need to be done in advance, or any special equipment or software needed for the meeting. Additionally, provide a high-level agenda of the meeting to give the client a rough idea of what to expect, and allow them to prepare any questions or concerns they may have.

Finally, close your client visit email with a courteous and professional farewell. Thank the client for their time and consideration, and express your excitement about the upcoming meeting. Make sure to provide your contact details and encourage the client to reach out to you if they have any questions or concerns. End your email with a polite and professional sign-off such as “Best regards,” “Respectfully,” or “Sincerely.”

In conclusion, by following this structure for your client visit email, you will ensure that your email is clear, professional, and effective. Remember to keep your email concise and to the point, and avoid any unnecessary details or information. A well-written client visit email can go a long way in building and maintaining a positive relationship with your clients.

7 Client Visit Email Samples

Sample 1: follow-up visit.

Greetings Mr. John,

Thank you for your warm hospitality on our last visit to your office. We were ecstatic to meet with you and discuss your company’s projects in detail. I am writing to see if you would be available for another visit this week as we require additional information to finalize the proposal.

We are hoping to gain a deeper insight into your team structure and communication processes to deliver a solution that tailors your unique needs. Please let us know if your schedule allows us to come and meet you. We would be happy to adjust our timings to fit your schedule.

Kind regards,

Sample 2: Cross-sell Visit

Dear [Client Name],

I hope this email finds you in good health and spirits. I am reaching out as I believe that you may benefit from our new range of products as they are designed to supplement your existing services. The products have been carefully created to integrate seamlessly with your unique business processes and provide a better experience for your customers.

I would like to schedule a visit with you to discuss how our products can complement your services and offer an overall superior experience for your customers. Our products range from basic to advanced which means we can cater to your specific needs and budget. Please let us know your availability, and we’ll make sure to schedule the visit at your convenience.

Best regards,

Janet Smith

Sample 3: Referral Visit

Hello [Client Name],

I hope this email finds you doing great. I enjoyed working with you and appreciate the time we spent together. I have a mutual acquaintance, [Name], who is looking for a company that specializes in [Service/ Product].

I thought your company would be a great fit, considering both the experience you have and the quality of your work. I have referred [Name] to you, and they will be reaching out to schedule a visit with you. Please let me know if there is any way I can assist or manage the introduction. I am here to be of help

Sample 4: Training Visit

Thank you for availing our [Training Name] Program. We hope that the training was beneficial for you and your team. We consistently strive to improve and update our courses, so your feedback will be valuable to us.

Since the [Training Name] Programme has extensive coursework, I wanted to schedule a visit with you to review the content, answer any questions you may have, and ensure that the training’s concepts are well integrated into your team’s work processes. Please let me know your availability, and we’ll make sure to schedule the visit at your convenience.

Thank you for choosing us as your training provider.

Sample 5: Personal Attention Visit

Hello there [Client Name],

I hope this email finds you doing well. I wanted to reach out to you to thank you personally for your business and loyalty. Your trust in us matters a lot.

We care for our clients, and our focus has always been to provide you with the best service possible. We strive to create long-term relationships and would love to learn more about how we can improve our service to provide you with an even better experience. It would be a pleasure to schedule a visit with you to discuss your business needs and review the ways we can support you better.

Please let us know your availability, and we’ll make sure to schedule the visit at your convenience.

Sample 6: Resolution Visit

I am sorry to hear that you were not satisfied with our services. Your satisfaction is our topmost priority, and we want to make things right. I request a follow-up visit with you to discuss your concerns and feedback and address them in a timely manner.

Please be assured that we always aim towards excellence, and we want to make your experience with us a great one. We will work tirelessly to address your concerns and resolve any issues you may encounter. Please let us know a time that works for you, and we will arrange a visit promptly.

Thank you for your continuous support and trust.

Adam Wilson

Sample 7: Add Value Visit

Hi [Client Name],

I hope this email finds you doing well. I am writing to pass along a trend we have observed in the industry recently. We believe that it may benefit your operations since it involves a [specific topic/area of work].

I would like to set up a visit with you to discuss this trend in greater detail and identify ways to incorporate it into your business operations. Our goal is to provide you with the most value possible and help you stay ahead of the competition. Please let us know if we could schedule a visit with you to discuss further.

Thank you for your time and attention,

Brian Evans

Tips for Writing an Effective Client Visit Email

Client visits are a crucial part of building and maintaining relationships with your clients. Before you hop on a plane or get in your car, you should always send a client visit email to inform your clients about your upcoming visit. Here are some tips for crafting a great client visit email:

• Make it clear and concise: Keep your email short and to the point. Your clients are busy people who don’t have time to read lengthy emails or decipher confusing language. Be clear about why you’re visiting, when you’re arriving, and what you hope to accomplish during your visit.
• Personalize it: Clients want to feel valued and appreciated. Take the time to personalize your email by addressing it to each client by name. This will help to establish a personal connection and show your clients that you care about them as individuals.
• Include an itinerary: Provide your clients with a detailed itinerary of your visit. This should include the dates and times you will be available to meet with them, as well as any scheduled activities or events. This will help your clients plan their schedules accordingly and ensure that they have plenty of time to meet with you.
• Be specific: Don’t leave your clients guessing about what you’re hoping to achieve during your visit. Be specific about the goals you have for the trip, and how you think each client can help you achieve them. This will show your clients that you have a well-thought-out plan and that you value their input and participation.
• Provide contact information: Make sure you include your contact information in the email, including your cell phone number and email address. This will give your clients an easy way to get in touch with you in case of any last-minute changes or issues.
• End with a call to action: End your email with a clear call to action, such as “I look forward to seeing you soon!” This will help to create a sense of urgency and excitement around your visit, and encourage your clients to carve out time in their busy schedules to meet with you.

By following these tips, you can ensure that your client visit email is effective, professional, and engaging. By taking the time to craft a thoughtful email, you’ll not only improve your chances of a successful visit, but you’ll also show your clients that you value their time and partnership.

Frequently Asked Questions about Client Visit Email Sample

What is a client visit email.

A client visit email is a message sent to a client to give them details about an upcoming meeting or visit. It usually includes information such as the date, time, location, and purpose of the visit.

What should I include in a client visit email?

You should include the purpose of the visit, the date and time, the location, any preparations needed, and any other details that will help the client prepare for the meeting.

How can I make my client visit email more effective?

You can make your client visit email more effective by making it concise, professional, and clear. Use bullet points to highlight important information, and make sure your tone is friendly and positive.

When should I send a client visit email?

You should generally send a client visit email at least a week in advance of the visit to give the client time to prepare. If it’s an urgent meeting, you can send it as soon as possible.

Can I include attachments in my client visit email?

Yes, you can include attachments such as agendas, maps, or relevant documents in your client visit email. However, make sure that the files aren’t too large, and that they’re relevant to the visit.

What tone should I use in a client visit email?

You should use a professional and friendly tone in your client visit email. Avoid using jargon or overly technical terms, and make sure your message is easy to understand.

What if my client visit email doesn’t get a response?

If you don’t receive a response to your client visit email, you can follow up with a polite reminder a few days later. You can also try contacting the client by phone to confirm the details of the visit.

Thanks for Reading!

Well, that’s all from me on the client visit email sample. Hopefully, these tips and examples have given you some inspiration for crafting your perfect client visit email. Good luck with your next visit – and don’t forget to include these essential elements! Thanks again for reading, and be sure to check back soon for more helpful tips and tricks. Happy emailing!

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Reopening Your Business - Email Examples and Templates

TriNet Team

When you’re gearing up for reopening your business and returning to the office, your company will want to send out a clear message to staff and inform them on what to expect. While this isn’t the sole responsibility of HR teams, you can help to emphasize key messaging points. The specifics of each email will vary business-to-business and company-to-company, but there are a few core elements that any business will need to communicate to its community:

• When are you expecting employees to return and what is motivating that decision?
• Will there be normal working office hours?
• What are the changes employees should expect from their office, job expectations, and behavior?
• Who can employees turn to for questions or help?

Here are a couple staff email template examples you’re welcome to copy and paste for personal or business use.

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All-staff Email Template for Returning Back to the Office

Subject Line: Employees, Welcome Back to the Office - [date]

Hello Team,

We are excited to announce that our leadership team has deemed it appropriate to reopen our main office for employees to work in-person! As a company, we’re excited to re-establish a culture of friendly community, face-to-face communication, and dynamic collaboration.

The office will reopen, with normal operating hours of 9 am to 5 pm, starting [date] . These are the departments that are expected to work again in the office:

• Customer service

For those who are unable to commute due to their location, we will continue to operate with remote work practices of inclusiveness and operate as a whole team at all times. Any staff member who does not feel comfortable or able to return in-office is welcome to have a one-on-one conversation with your boss regarding your circumstances. Please review the new policies in our employee handbook here.

In addition, we expect policies, procedures, and team dynamics will continue to evolve as we understand what’s working and what’s not.

We ask that all staff be nimble, patient, and curious as we embark on rolling out our new procedures, and know that we are a team that values your input and feedback.

If you have any questions, or want to talk confidently to the leadership team or HR team, please do so:

• [email protected] – HR questions

[email protected] – CEO

Or you can always ask questions to your manager.

We are excited to be on this path with you!

Now, let’s get to work!

Keeping Your Employees Healthy

Cultivating workplace well-being should be one of your top priorities as an employer, as it communicates to your employees that you have a vested interest in their health and wellness. Employees are more likely to be happy and productive at your company when they feel valued as people, not just workers. Here’s an example of an email you can customize to let employees know what resources are available to them:

Welfare Check Email Template

Subject Line: Checking In on Everyone – [date]

I hope this message finds you in good spirits and health. In these ever-evolving and sometimes perilous times on a global scale, our leadership team felt the need to take a moment to connect directly with each one of you, not just about work but about you, as individuals who are the heart and soul of our company.

We recognize that circumstances might be different for everyone, and the physical and mental well-being of our team members remains a top priority. We understand that each day can bring its own set of challenges.

Here are some things we'd like to highlight:

Open Dialogue: If you're facing any challenges, be it mental or physical health-related, personal, or related to work, we encourage you to speak up. Your well-being is important to us. If you're not sure who to talk to, you can always reach out to:

Resources & Support: We've introduced some wellness initiatives and resources which you might find beneficial. Details can be found in our employee portal.

Flexibility: Please remember, if you need to adjust your working hours or take time off due to health reasons or to support family members, communicate with your team. We're here to support you.

Stay Connected: While we are working in different capacities, remember we're still one team. Check in on your colleagues, share your experiences, and keep the spirit of community alive.

Let's remember to look out for each other, show empathy, and above all, prioritize our well-being. The strength of our company lies in the collective well-being of its members.

We’re all in this together!

Email Template for Other Occasions

You can use these two examples as a pattern for other issues, such as an email to employees about visitors, a client visit email to employees, or an email to staff about office supplies.

• Keep the tone positive and collegial.
• Provide context and give clear, specific instructions.
• Anticipate possible questions and try to answer them.
• Identify people to contact for further questions and provide contact information.
• Reiterate the importance and value of the undertaking.

You can rely on TriNet’s industry-specialized team of HR consultants to help you tackle your HR responsibilities. From recruiting and onboarding best practices to benefits and compliance issues, TriNet offers expertise on the issues that affect your people.

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Agency Clarity

How to Write an Effective Email to a Client (7 Simple Templates)

posted on April 13, 2021

Email is the primary method of business communication. It’s more important than ever to know how to write an email to a client — and there are plenty of ways to do it wrong.

Whether you are sending an email to a prospective client, updating current clients, or asking for referrals, you need to master this essential form of communication. 

If you run an agency , you’ll find yourself writing the same email over and over. Having standard responses and email templates is a big help. Instead of spending hours clearing your inbox, you can spend more time on strategies to grow your client base .

This article will provide some tips on how to write an email to a client that gets opened, read, and answered.

Plus, you’ll find simple, effective email templates to streamline your client communications.

General Guidelines: Best Practices for Emailing Clients

Let’s start at the beginning. There are some basic guidelines for writing client emails that you shouldn’t overlook. 

If you overdo your emails, clients will start ignoring or deprioritizing messages from you. It’s crucial to optimize your emails, so they’re coherent, to the point, and sure to get opened.

Should it Be an Email at All?

If you’ve seen any memes in the last year, you know the “this could have been an email” gripes. But the first question you should really ask is, “Should this be an email?” 

The hazard of emailing is that threads easily get lost in busy inboxes. If you need to relay quick and important information, consider firing off a text message or do it the old-fashioned way and pick up the phone.

Tone of Communication

Your communication style should be clear from day one of client onboarding . And it should be professional. 

Don’t use excess punctuation (!!!!!!!!!), too much small talk, or sloppy language. Keep it bright and transactional.

Be Sure the Info Has Value to the Client

This is, again, about precedent-setting: clients should know that emails from you have a point. 

Not only will this incentivize them to open them, but it reminds them that you are a hard worker who doesn’t have time to waste. 

Consider what’s in the email, and edit out anything that looks like fluff.

Keep it as Short as Possible

On that editing note, keep emails short. 

Unless you detail a project, clarify a point, or answer a series of specific questions, an email shouldn’t be more than a paragraph. Two, tops. 

It is best to aim at around 200 words, max. If you’re saying a lot more than that in an email, it might require setting up a meeting to discuss instead.

Beware of Overloading With Information

Keep in mind that emails are skimmed, usually on mobile devices. If you tend to jam-pack your emails with critical information and time-sensitive tasks, you may be risking a dropped ball.

For anything that requires action or detail, use your project management software or other systems.

Be Straight and Don’t Sugarcoat Things

In any communication with clients, be clear and be straight.

Don’t use email as a way to hem and haw around a point. Such as, “We’ve hit a snag. What time can we schedule a call?” Instead, you want to be direct.

Be concise and always favor person-to-person (or video) communication for the important agenda items.

Always Proofread Before Hitting Send

We’ve all done it. The two periods at the end of a sentence. The random misspelling or grammar mistake. 

Get in the practice of taking 20 seconds to re-read your email before you send it. You will almost always catch something, and you will always be glad you checked.

Have a Strategy for Email Threads

Email threads seem to populate all on their own. Suddenly, you have an email conversation that has nothing to do with the subject line, and is super hard to find when you need it.

Have a strategy on organizing your client emails, keeping things as close to the subject and current as possible. 

Circling back to my first point, should this thread even exist? If an email thread has more than 20 messages, a quick phone call or meeting might be more efficient.

Guide: How to Write an Email to a Client

Now, let’s get into the actual process of how to write an email to a client.

While you want to be concise, you don’t want to be Tweeting or texting an email. There is a specific professional email format that clients will recognize and appreciate. 

Here are the elements a good email should include:

Subject Line

Back to the threads, keep this as relevant as possible. Don’t put the first half of the message in the subject and then keep going in the body.

Instead of saying, “What’s a good time to talk about the brief? I have Monday free -”

You should say, “Meeting request re: brief,” and then continue your message in the body of the email. 

Remember that the first couple lines of your email will probably preview in a client’s inbox so that you can be as concise as possible in the subject line.

Introduction or Greeting

Again, this isn’t your friend or your mom. When you’re emailing a client, it’s best always to have a greeting, even if it’s just their name and a comma.

This keeps things on the professional side and maybe pretty important to some clients, especially traditional ones.

It’s perfectly acceptable to include a friendly “how was your weekend?” or “happy Monday!” but don’t get caught up in the social niceties. Clients appreciate friendliness, but with email, they want you to get to the point.

Purpose of the Email

This is a good gut check for you: if you can’t state in a sentence what the purpose of the message is, should you be writing it? 

Be clear, “I need the login credentials for…” “I’m waiting on approval…” “Here are the notes from our last meeting.” 

Remember that clients are busy running their own companies. They aren’t as tuned in and may not even recall something you discussed. Give them a freebie by clearly stating the point of the email.

Issue or Possibility

Often, an email will include an open-ended question that the client needs to answer or that you need to discuss.

State this in as few words as possible. “We need to decide on the ad campaign,” “Let’s circle back to creative direction for the site,” etc.

Solution or Possible Options

Then, you want to propose the solution, or what the client’s options are. “Here’s what I need from you:” is one way to start that sentiment. Again, clear and direct.

Then, you can list out what decisions the clients need to make for resolution.

What You Require From the Client

What’s required from the client may be concrete (such as a password or code) or abstract (“your thoughts on…”). Either way, make it clear what you need from them in their reply.

You may even go so far as to say that: “please reply with your decision between the two color schemes.” Lead them as far as you can, and you’ll have fewer clarifying emails.

Similar to how you should always have a greeting, you should always have a closing. Even if it’s just, “Thanks, Your Name.” 

This wraps up the message and also creates a visual break if you’re in a long client email thread.

Sample Emails to Clients

Now that you know why you’re sending an email and the basic components it should include, let’s look at some sample emails to clients. 

You can adapt these regardless of your industry. They fall into a few basic categories that you’ll often find yourself using.

Company Introduction Email to Client

Whether you’re still working on getting your first clients or you’ve been hustling for years, you’ll send a lot of company introduction emails.

This may be a potential client’s first look at your company, so it is important to keep this email both professional and engaging.

These are very easy to customize, and the bulk of them can have templates. Here’s an example:

[Name], Hi from Tim at AgencyClarity. What I do is help freelancers build a thriving agency — so they can dramatically scale their income without trading time for money. [Visit our Site to Learn More About Us] I’ve been in this business for years, and I’ve honed in on a powerful approach and methodology for creating, branding, and marketing agencies.  If you are getting this email, I know you’re already on board with starting an agency. You’re just not sure where to start. I’m here to make sure you have a proven process and support along the way. The next step is to sign up for a discovery call to see if we’re a good fit to work together. I can’t wait to see your agency take off! [Schedule Your Discovery Call Now] Talk soon! Tim at AgencyClarity

Sample Email for Sending Documents

There are plenty of document types that may get relayed to a client via email. 

These can include everything from links to legal documents/contracts, project specs, and drafts for submission/approval. 

These emails need to state what you are sending, why you’re sending it, and what the client is supposed to do.

Here is a sample email for sending documents:

[Name], Hey there! Attached are the final two mockups for your Home and About pages, using your custom template. I think you’ll love the motif and layout. Here’s what we need from you: Review the design, making comments directly onto the inVision mockup. Reply to this email in the affirmative once you finish that. As soon as we know we have your final feedback, we’ll carry out your updates, and your site will be two pages closer to completion. Let us know if you have any questions. Thanks, Starry Sites Design Team

Sample Email Requesting Updated Contact Information

As a business, your agency may operate remotely. Even if you don’t, staying on top of client contact information is one of those things you never think about until you need it. 

Emails like this may be part of your automated system each year. The message can be a very simple request with instructions.

Here is a sample email requesting updated contact information:

[Name], You are a valued client! We want to be sure we have all your records in order. This will ensure there are no delays in your payment schedule or interruptions in your service. This is the information currently on file in your profile: Client Name, Address, Email, Phone Number If it is correct: awesome! Do nothing. If it is not correct: please login to your customer account and update your details. Reach out if you have any questions. Thanks! Box Accounting: Your Outsourced CPA Firm

Sample Letter Asking for Referrals From Clients

One reliable pipeline to bring new clients into your agency is with referrals. Referrals are a great way to sell to people who may already be interested. 

There’s no compelling reason not to ask for referrals, and plenty of reasons to do so. Regardless, it is important to approach it in the right way.

Here an email example for a referral request from clients:

[Name], Thanks so much for being awesome! You may not know this… but our agency is growing! As one of our favorite clients (sshh!) we wanted you to be the first to know, so that you can tell your friends. We love being in business with awesome people like you. And we want more of the same! We would be tickled pink if you would share who we are and what we do with anyone in your life (fellow business owners, colleagues, even family and friends). You can direct them straight to this page on our site to get connected and learn more: Feel free to star this email, so it’s easy to find when someone you know is looking for what we do. Thanks a million – you’re a star! Your Team at BXCO Digital Marketing

Clarification Email Sample

Even if you use these templates and take this advice, there can always be miscommunications or misunderstandings.

You may receive responses from clients that are the equivalent of, “um, what?” But nicer. 

The crucial components of a clarification email are:

• State what needs to be clarified
• Ask a direct question that requires an answer
• Issue any reminders or additional info
• Give them a way to contact you immediately and directly

Here’s a nice clarification email sample:

[Name], Hi there! Thanks for your message about updating the ad campaign.  Just wanted to clarify: the ad campaign we have is currently live and changes can’t be made at that stage. Please let me know if you want to pause the run of the campaign so we can regroup?  Remember that any changes will represent additional hours billed, per your agreement. Of course, we’re happy to do whatever it takes to make sure you get what you want! If you were referring to something else or want to talk this through, feel free to call my direct line. Look forward to hearing from you! Bill from Ads Social

Phone Call Request Email Sample

Many times, you will reach out to an agency-client to schedule an appointment. The best way to work around busy schedules is to set up phone calls via email. 

You may want to integrate a scheduling app into this. Since this is the type of email you will be sending often, it’s ideal to have a templated response you can cut, paste, and customize. 

Here’s a phone call request email sample you can use.

[Name], Let’s connect! Your Q2 reporting cycle is now complete. We look forward to sharing with you the many ways we’ve exceeded our goals. Please use this calendar link to schedule a phone call with your team. Note: you don’t need to bring anything to the call except your bright ideas for Q3, which we will briefly cover in the second half of the meeting. You will get a plan before the call. Thanks and talk soon, Bex from the Perfecting Payroll Agency

End-of-Year Email to Clients

An end-of-year email to clients is another one that can easily be a rinse and repeat operation. Many elements will stay the same, and you can fill in the gaps with customizations.

Often, year-end client emails may follow more of a newsletter format, with some client-specific information, some big highlights, and agency celebrations. 

Here’s an example:

[Name], What a great year! We’re so pleased with the collective wins we’ve all seen. Your Year in Summary: We’ve closed four new major accounts. Website had 200k hits per quarter. Lead generation went from 150 to 60k over the course of 12 months. Close rate increased x3. In short, you’ve gotten more (and better qualified) leads through your door! And we’re only just beginning. Did you know that our agency provides additional services that you don’t use yet? In addition to this hurrah, we want to be sure you’re leveraging all of our expertise to get results. We are offering a free call to our elite clients to discuss your package, either upping at your current rate or upgrading to a premier offering. [SCHEDULE HERE] You are a valuable client, and we’re excited for all this upcoming year will hold. Let’s say it together: winners forever! All the best, Your Team at the Winners Circle Agency

Write Great Client Emails

Whether you use a template or freestyle it, great client emails will continuously reinforce your agency’s value and increase business. 

Even if you aren’t a writer, you can learn to be more confident as you practice writing emails. 

Carefully measure what’s worth emailing about. Then, craft engaging, concise copy that gets the message across without droning on and on. 

Clients will appreciate the effort you put into this, and your email exchanges will be polished and practical.

Here are some answers to frequently asked questions about emailing clients.

How to Write a Convincing Email

Start with a compelling, click-friendly subject line. Then, use the first two lines of your email to convey the most important points. 

Keep all of the sentences short, meaningful, and don’t beat around the bush. Well-edited, succinct emails will convey the right message.

How to Write a Polite, Professional Email

A professional email can be friendly but should have a point. 

Consider in advance why you are sending the message and then say this clearly, plainly, and without a lot of travelogues.

How to Leave Contact Information in an Email

When you send an email, you should be sure that the recipient can get back in touch with you. You may leave your website URL, link to a calendar scheduling app, or phone number. 

Not everyone you email will want to email you back, so having multiple touchpoints can increase the likelihood of a reply.

How to Write an Update Email

An update email should provide short, relevant points of information. 

Updates about project status, timeline, changes or edits can be conveyed in short sentences. Emails that provide updates may need a follow-up with a phone call or meeting.

How to Write a Follow-Up Email

Following up via email can be accomplished by a short recap. Most often, you are following up after having a conversation or meeting. 

Summarize what was discussed, decisions made, and any outstanding items that still need to be addressed. If relevant, assign tasks and provide the next steps.

How to Write a Business Introduction Email

Introduce your business in an email with a great, eye-catching headline. Write the first two sentences so the reader is invited to open the email and learn more.

Don’t get into major details: just hit the high points of what your business is and does. Then, include a link for them to learn more.

How Do You Start a Business Email?

Business emails can begin with a greeting , which can be formal or informal. Most commonly, professionals use “Hi,” “Hello,” “Hi everyone,” or “Hi there.”

The actual word “Greetings” and the word “Dear” are considered somewhat outdated and may not fit modern audiences.

How to Write an Email to a Client for Payment

Payment collection emails can be brief, professional, and state the facts. 

Always provide a clear path for reply, so the recipient knows exactly how they are supposed to remit payment. Make it clear what is owed and the acceptable timeline for paying.

How Do You End a Professional Email

Email closings for professional emails can include “Best,” “Thanks,” “Cheers,” or even “Regards.” 

Terms like “Sincerely” are a little more formal, but frequently used. A lot of this sign-off will depend on your personality and can be pre-populated by your email signature.

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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.

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30+ Appointment Email Templates & Request examples

Jan 9, 2024 - By Camilla Mackeviciute

Everyone has to schedule an appointment sometimes.

While most people prefer to use their phones for appointments, emailing is another option. Sending an appointment email (or a reminder) is a slower but less intense and resource-intensive option.

Unlike phone or video calls, sending an appointment email template is possible. All that needs to be done is a few simple edits.

However, knowing what goes into an effective appointment email is also necessary, as it will help edit the template and reduce the possibility of miscommunication.

This is precisely what we’ll discuss in this article. And more! As you’ll find 30+ appointment email templates, you can copy and paste immediately.

Creating Effective Appointment Emails

There are several essential building blocks of an appointment confirmation. Skipping out on these is likely to increase the likelihood that some miscommunication will happen.

Here are all of the steps:

• Write a clear subject line. An email should have “glance-value”. Simply taking a short glimpse of the subject line should provide a clear understanding of what the email is for. Therefore, putting in something like “Appointment scheduling for X” will allow the reader to grasp the idea quickly.
• Use a salutation. Starting with a “Hi” or a more formal “Hello” is considered good manners and makes the email seem less spammy. Salutations constantly improve the success rate of whatever you are trying to achieve.
• Introduce yourself (if necessary). If you are setting an appointment at an office or governmental institution, introducing yourself will help you get a response. Generally, as appointments in such places are limited to specific people, providing information about yourself will ensure that the relevant party will schedule the meeting .
• Explain why you want to meet. Sometimes, the reason for the meeting might be apparent (e.g., booking an appointment at a hair salon). However, if there are many options or numerous possibilities for appointments, clearly state your intentions.
• Be flexible about time and place. Be prepared to offer a time window unless you ask for a reminder. If you are setting an appointment that is not at a dedicated institution, provide a safe and public place to meet if needed.
• Request a reply or confirmation. Going to an appointment and getting ghosted (intentionally or not!) is never a good feeling. Always request confirmation to ensure the recipient has received and read the email.
• Send a reminder . Setting up a reminder the day prior (or at some other time closer to the date) significantly increases appointment attendance.

Building an appointment email will be a breeze if you follow the structure outlined above, and miscommunication is unlikely. Even if you need to edit a template, it’s often worth the trouble to remember most of these steps to ensure proper email delivery. Going back and forth over several or a dozen emails annoy most people.

Appointment Email Templates

Need inspiration? Here are a few appointment email templates.

• Appointment Request Email  
• Appointment Confirmation Email 
• Appointment Reminder Email 

Appointment Confirmation Messages

• Upcoming Appointments 

Canceling an Appointment

Professional appointment confirmation, appointment email reminder follow-up, appointment email templates for meetings, appointment reschedule email, doctor appointment email message, appointment request email.

Appointments have to appear from somewhere, right? Some people prefer to write an appointment request email to plan their meetings. If you’re one of those people but don’t know how to write one, grab one of the templates below:

Subject line: Appointment Request: [Name]

Dear [Name], I hope this message finds you well. I am writing to request an appointment with you to discuss [briefly mention the purpose of the work]. Your insights and expertise would be precious to our [mention the context or reason for the meeting]. Here are the details I propose for the appointment: • Date: [Date] • Time: [Time] • Location/Address: [Address] Please let me know if the suggested date and time work for you or if you prefer an alternative. I am flexible and willing to adjust to your availability. If you have any specific topics or preparations you’d like to discuss during our meeting, please share them in advance. I look forward to meeting with you and engaging in a productive discussion. Your guidance is greatly appreciated. Thank you for considering my request. Please confirm your availability, and I will make the necessary arrangements. Best regards, [Your Name] [Your Contact Information]

Dear [Name], I want to request an appointment to discuss [briefly mention the purpose]. Are you available on [Date] at [Time] at [Address]? If not, please suggest an alternative time that suits you. Your insights are highly valued, and I look forward to our meeting. Best regards, [Your Name]

So you have email copies prepared for you, now you just need a design. Choose one of many Sender’s email templates, add a copy, customize if needed, and you’re good to go!

Subject line: Let’s Chat, [Name]!

Hi [Name], I hope you’re doing well. I wanted to see if we could set up a time to chat about [briefly mention the purpose]. How about meeting up on [Date] at [Time] at [Address]? If that doesn’t work for you, and we’ll make it work! I’m looking forward to our conversation, and I value your input. Warm regards, [Your Name]

Appointment Confirmation Email

Appointment confirmation emails serve an important purpose – to let your customers know that their confirmation has worked and that all they need to do is show up on the date.

However, creating appointment confirmation emails takes more work. Luckily, you can copy an appointment confirmation email template and customize it for your needs:

Subject line: Appointment Confirmation for [Name]

Dear [Name], We are delighted to confirm your upcoming appointment with us. Below are the details: Appointment information: • Date: [Date] • Time: [Time] • Location: [Address] Please review this information to ensure its accuracy. If there are any discrepancies or if you need to make changes, please contact us as soon as possible. We look forward to welcoming you and providing you with our exceptional service. If you have any questions or require further assistance, please do not hesitate to reach out to us at [Contact Information]. Thank you for choosing us, and we appreciate the opportunity to serve you. Warm regards, [Your Name] [Your Title] [Your Company] [Contact Information]

Subject line: Your Upcoming Appointment Details 📅

Hi [Name], Exciting news! Your appointment is confirmed: • Date: [Date] • Time: [Time] • Location: [Address] If anything needs adjusting or you have questions, reach out anytime. We can’t wait to see you! Warm regards, [Your Name] [Your Company]

Subject line: Confirmation of Your Appointment on [Date] at [Time]

Dear [Name], We’re excited to confirm your appointment with us at [Address] on: Date: [Date] Time: [Time] We are committed to ensuring your visit goes smoothly and that you receive the best service possible. If you need to reschedule or if there are any special requests, please don’t hesitate to reach out to us at [Contact Information]. We appreciate your trust in us and look forward to seeing you on [Date]. If you require any additional information before your appointment, please feel free to ask. Thank you for choosing us, and we can’t wait to serve you. Warm regards, [Your Name] [Your Title] [Your Company] [Contact Information]

Appointment Reminder Email

Missed appointments can be a headache for businesses that rely on customer bookings. When a customer doesn’t show up at their scheduled time, it means lost revenue and extra time and effort to reschedule.

To make life easier, consider using an appointment reminder system. Say goodbye to time-consuming phone calls – automated appointment reminders are here to save the day! They’ll help boost efficiency and minimize the chances of missed appointments.

Grab appointment reminder email template:

Subject line: Reminder: Your Upcoming Appointment with [Name] at [Address]

Dear [Name], This is a friendly reminder about your upcoming appointment with us at: Location: [Address] Date: [Date] Time: [Time] If you have any questions or need to reschedule, please don’t hesitate to contact us at [Contact Information]. We’re here to assist you. Thank you for choosing us for your appointment, and we can’t wait to see you on [Date] at [Time] at [Address]. Best regards, [Your Name] [Your Title] [Your Contact Information]

Subject line: [Name], Your Appointment on [Date]

Hi [Name]! We hope you’re as excited as we are about your upcoming appointment with us. It’s almost time to make magic happen at: 📍 Location: [Address] 🗓️ Date: [Date] ⏰ Time: [Time] We can’t wait to welcome you to our [Address] spot on [Date] at [Time]. Your appointment is our chance to create something fantastic together! Do you have any last-minute questions or need to make a change to your appointment? No problem! Contact us at [Contact Information], and we’ll make it happen. Your choice to work with us means the world, [Name]. Get ready for a delightful experience on [Date] at [Time]! We’re here to make it unforgettable. See you soon! Cheers, [Your Name]

Subject line: Your Appointment Tomorrow

Hi [Name], Just a quick reminder that your appointment is scheduled for tomorrow: Date: [Date] Time: [Time] Location: [Address] We’re ready to assist you and look forward to seeing you there. If you need to reschedule or have any questions, please contact us at [Contact Information]. Thank you for choosing us. See you soon! Best regards, [Your Name]

Having a tool that lets you send appointment reminders automatically is a must! With Sender, setting up appointment email automation is super easy.

You’ve probably considered sending appointment confirmation text messages. However, if more information is needed than just the date, time, and location, you might still need to write an email. In that case, grab a short but straight-to-the-point appointment confirmation message to add to your email:

Subject line: Appointment Confirmation for [Date] at [Time]

Dear [Name], We’re excited to confirm your appointment with us on [Date] at [Time] at our [Address]. Your work is all set, and we look forward to serving you. If you have any questions or need to make changes, please get in touch with us at [Contact Information]. Thank you for choosing us, and we can’t wait to see you soon! Best regards, [Your Company Name]

Dear [Name], Your appointment for [Date] at [Time] at our [Address] is confirmed. We look forward to seeing you soon! Best regards, [Your Company Name]

Subject line: 🎉 Appointment Confirmation for [Date] at [Time] 🕒

Hi [Name], Great news! Your appointment is all set for [Date] at [Time] at our [Address]. We can’t wait to see you and provide our top-notch service. If you have any questions or need to make changes, just give us a shout at [Contact Information]. We appreciate you choosing us and look forward to your visit on [Date]. It’s going to be a fantastic day! Warm regards, [Your Company Name]

Upcoming Appointments

If an appointment was made long ago, it’s nice to check in to see if the person is still up for it. After all, they might have a change of plans, a change of mind, or forgotten about it. Here are upcoming appointment email templates to help you:

Subject line: We Cannot Wait to See You on [Date]

Dear [Name], We’re reaching out to remind you about your upcoming medical appointment with Dr. [Name] at our clinic on [Date] at [Time]. Our clinic is located at [Address]. We’re looking forward to your visit, and if you have any questions or need to reschedule, please don’t hesitate to reach out to us. Your health is our top priority, and we greatly appreciate your trust in our care. If you have any specific concerns or requests for your appointment, please feel free to let us know. Thank you for choosing our clinic. We’re dedicated to providing you with the best possible healthcare experience. Warm regards, Dr. [Name] [Medical Clinic Name] [Contact Information]

Subject line: Your Upcoming Appointment at [Beauty Salon] 💅

Dear [Name], Just a reminder of your appointment with us: Date: [Date] Time: [Time] Location: [Address] We can’t wait to pamper you! If you need to reschedule or have questions, please reach out. Your beauty and well-being are our priorities, and we’re here to ensure you leave feeling fabulous. See you soon! Warm regards, [Beauty Salon Name] [Contact Information]

Subject line: Your Upcoming Insurance Appointment with [Insurance Agency Name] 📅

Dear [Name], We hope you’re doing well. We’re writing to remind you about your upcoming appointment with [Insurance Agency Name] on [Date] at [Time], which will take place at our office located at [Address]. At [Insurance Agency Name], our primary commitment is to your financial security. Our dedicated team is prepared to offer personalized insurance solutions tailored to your unique needs. Whether you require assistance with policy reviews, coverage options, or financial planning, we’re here to provide expert guidance and support. Your trust in us as your insurance partner is greatly appreciated. If you have specific topics or questions you’d like to address during your appointment, please feel free to let us know in advance. We’re looking forward to your visit and the opportunity to assist you in securing your financial future. Warm regards, [Your Name] [Insurance Agency Name] [Contact Information]

Writing a good appointment cancellation email is relatively easy. Yet, it’s often not very entertaining to write as it’s marred with negative emotions.

However, copying and pasting a template and doing a few edits is much easier.

Hello [Name], Our scheduled appointment was today, but due to a family emergency, I am sorry, but we will have to cancel it. Without going too in-depth, there has been an accident involving a relative, and I must prepare some arrangements. I am sorry for any inconvenience. I will reschedule our appointment as soon as possible and send you another email about my availability. With sincere apologies and best wishes, [Name]

Dear [Name], Last week, I called you to arrange my meeting at [Company]. You set the appointment on [Date] at [Time]. Unfortunately, I will not be able to make it to the meeting. I have to undergo emergency surgery. I am sorry to inform you of this on such short notice. We will have to change the upcoming appointment date. I will be available by [Date]. I will be looking forward to your response. Best regards, [Name]

Dear [Name], Due to some unforeseen circumstances, I am forced to cancel our appointment, which was scheduled on [Date]. I apologize for the short notice and any inconvenience this may cause. I will be more than happy to schedule another appointment at another mutually agreeable time. Best regards, [Name]

Sending out appointment confirmation text and appointment reminders significantly increases attendance rates. Additionally, sending out a perfect appointment confirmation email will make the recipient feel more secure and help you remember the date. There’s barely any reason not to send a confirmation letter.

Dear [Name], I want to confirm your appointment with [Name] on Thursday, [Date], at [Time]. Please get in touch with me if you have any questions or wish to request changes. Regards, [Name]

Dear [Name], This is a reminder to confirm your meeting with [Name]. Your appointment is scheduled for Wednesday, [Date], at [Time]. Your meeting is scheduled at the Executive Offices of [Address]. This is [Name]’ phone number, just in case, [Phone number]. Please feel free to contact me if you have any questions. I will respond to your question in-depth as soon as possible. Thank you, and have a great meeting. Best Regards, [Name]

Hey [Name], Our staff member has confirmed you for a hairstyling appointment on Monday, [Date] [Time] with [Name] at [Address]. If you have questions before your appointment, contact us using the contact details below. To cancel or reschedule your appointment before the scheduled time, please click: [URL] Thanks for scheduling with [Beauty Salon]! [Name]

As mentioned above, sending reminder emails is a great way to improve attendance rates. It’s a free way of making better use of everyone’s time.

While these emails may seem unnecessary, some people need to remember where and when they need to be, even in the best circumstances.

Subject line: Reminder: Your appointment on [Date], [Time]

Dear [Name], This is a friendly reminder confirming your appointment with [Company Name] for a consultation on [Date], [Time]. Please arrive 15 minutes early and bring your ID, driver’s license, or passport. If you have any questions or need to reschedule, please call our office at [Phone number]. Otherwise, we look forward to seeing you on [Date] at [Time]. Have a wonderful day! Warm regards, [Company Name]

Subject line: We’ll see you on [Date], [Time]!

Hey there, [Name]! A reminder that you are scheduled to visit [Beauty Salon] on [Date], [Time]. If you have any questions or need to reschedule, please use our business phone: [Phone number]. We’re here from [Time] on Monday to Saturday. See you soon! Best, [Beauty Salon]

Subject line: Job interview with [Name]

Hi, [Name]! This is a friendly reminder that we have you scheduled for the job interview on [Date] at [Time]. You can find us at [Address]. Don’t forget: * Bring your ID. * Try to get here 15 minutes early. * For rescheduling, call us at [Phone number] We’ll see you soon! Best, [Company Name]

Subject line: [Name], your next appointment is on [Date]

Dear [Name], We hope you’re doing well. Remember that your next appointment with [Company Name] Medical Services is scheduled for [Date], [Time]. We look forward to seeing you then. Please remember to bring your ID, driver’s license or passport and arrive on time. We genuinely care about your well-being. Please do not hesitate to call us at [Phone number]. One of our assistants will get back to you as soon as possible Warm regards, [Company Name] Medical Services

Subject line: [Name], your consultation time is on [Date]

Dear [Name], We look forward to welcoming you for your consultation on [Date], [Time]. Let us know if there is anything more we can do for you through [Phone number]. Feel free to reach out with any questions or special requests. Warm regards, [Name]

If you’ve ever worked in a corporation or a large company, you’ve had to join at least a couple of meetings. In corporations, most of these are, at least in part, booked through emails.

Having an appointment email template for meetings at hand will save a ton of time. Instead of writing a completely new letter each time, all you’d have to do is a couple of edits and be done with it.

Appointment emails for meetings can be created through the RAP model:

• R – reason for writing
• A – request for specific actions
• P – professional ending

Following the basic model will help you tailor each email professionally and to the point. Additionally, you will be sure to avoid any possible communication or unnecessary back and forth through emails.

Dear [Name], I’m [Name], and I work as a [Role] at [Company]. We’re specialists in customer relationship management systems. Given that you’re leading the Account Manager department within our niche, I believe a collaboration would benefit both sides. I want to take this opportunity to invite you for a meeting at our office on [Address], at [Date], [Time]. Feel free to suggest another time and location if that doesn’t work for you. Kind regards, [Name]

Dear [Name], I’m [Name], and I work in the Sales Department at [Company]. Our companies work in the same niche, so we could benefit from cooperating. Our product suite is tailored explicitly to assess credit ratings for short-term deals and could really help reduce potential losses over time. It would be beneficial for your business. Can you meet at [Address] on [Date] to talk this through? I look forward to your response. Have a great day, [Name]

Hi [Name], I’m with [Company], specializing in improving employee output and reducing operating costs without losing quality. We’ve built a client base ranging from simple startups to Fortune 500 giants like Amazon, IBM, and others. Unlike our competitors, 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. Can we chat sometime on [Date], [Time]? We could discuss how our services might improve your business. Kind regards, [Name]

Hey [Name]! I’m [Name]. We met at [Event Title] on [Date]. Sounded like you were interested in some of the blockchain technology improvements we offer. Can we book a quick meeting this week to see what we can do? I can adjust my schedule as necessary, so feel free to offer any date and time. Sincerely, [Name]

Everyone has to reschedule an appointment sometime. It’s unavoidable. Sometimes, we encounter unexpected circumstances or problems that are more pressing than any meeting or appointment.

While it would be recommended to tailor each email to the case, no one will know if you’re using a template instead of a custom-crafted letter.

Dear [Name], Can I reschedule tomorrow’s appointment to another date and time due to an unexpected conflict in my schedule? Circumstances beyond my control have forced my hand. Please confirm if [Date] [Time] would suit you. Sorry for the inconvenience. Thank you for understanding. Regards, [Name]

Dear [Name], I want to reschedule tomorrow’s appointment to [Date] due to a devastating loss in our family. I apologize for any inconvenience this may cause. If the date stated doesn’t suit you, feel free to suggest something that would seem reasonable to you. Thank you very much for understanding. Best Regards [Name]

Dear [Name], While I was looking forward to our meeting on [Date] at [Time], I regretfully will have to reschedule. Without going into too much detail, an unforeseen family accident requires me to be elsewhere for several days. However, I am still very interested in discussing the potential business opportunity. I can see myself being available on [Date] and [Date] at the closest. However, if these dates or times do not work for you, please let me know when you can meet. I apologize for any inconvenience this may cause, and I look forward to meeting with you on a different date. Sincerely, [Name]

Nowadays, most doctor appointments can be made through automated and dedicated systems, but some customers prefer to schedule through email. Sending a doctor’s appointment confirmation email will help them realize that everything went through and increase the chance of attendance.

On the other hand, sometimes you’ll need to email the boss to inform them about a doctor’s appointment. A template for these cases is handy as it’s more likely to provide all the necessary details.

Doctor appointment confirmation templates:

Subject line: Your Appointment at [Medical Clinic] is Confirmed

Dear [Name], We are looking forward to welcoming you to [Medical Clinic] on [Date], [Time]. You’ve booked an appointment with Dr. [Name] for an endocrine assessment. If you cannot make the appointment, inform us by calling our phone number [Phone number]. Rescheduling can also be done through our website. Please take a moment to read our Cancellation Policy and our Important Information page if you are a new client. Best regards [Name] [Medical Clinic]

Subject line: Thank you for choosing [Medical Clinic], your appointment is confirmed

Hello [Name], Thanks for choosing [Medical Clinic]. You’ve just taken an exciting step in your wellness journey, and we’re so glad to be a part of it. Your appointment is booked for [Time] on [Date]. All the information you need for your appointment is available here: [Link]. We’re looking forward to seeing you. Best Regards, [Name] [Medical Clinic]

Need more email templates for emails in the medical field? Check out these 10 medical newsletter examples and ideas .

Take the Best Appointment Email Example

We have covered nearly every appointment-related email template in existence. Instead of writing a completely new email each time, follow the templates outlined above to save time, avoid miscommunication, and maximize the effectiveness of writing.

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Appointment Email FAQ

How to ask for an appointment politely.

To ask for an appointment politely, follow these steps:

• Start with a courteous greeting.
• Clearly state your request for an appointment.
• Mention your availability and ask about theirs.
• Express appreciation for their time.
• Provide your contact information.
• Use a polite closing and signature.

How to Write Appointment Email?

Writing an appointment email involves clear and professional communication. Whether you are scheduling an appointment for a business meeting, a job interview, a medical check-up, or any other purpose, it’s important to convey the details clearly and respectfully. Here’s a step-by-step guide on how to write an appointment email:

• Subject line : A clear and concise subject line indicates the appointment’s purpose and date.
• Greeting : Begin with a polite greeting, using the recipient’s name if known.
• Purpose : State the reason for the appointment briefly and directly.
• Propose date and time : Offer a few options, showing flexibility.
• Confirmation request : Ask the recipient to confirm or propose alternatives.
• Contact information : Include your contact details for accessible communication.
• Gratitude : Express appreciation for their time and attention.
• Sign off : Use a professional closing followed by your name.
• Attach documents : If needed, attach relevant documents.
• Proofread and send : Carefully proofread before sending to maintain professionalism.

How to Request for an Appointment?

Requesting an appointment involves clear and polite communication to convey your intent and ensure a positive response. Here’s a step-by-step guide on how to request an appointment:

• Subject line : Keep it simple, like “Meeting Request” or “Appointment Inquiry”.
• Greeting : Begin with a friendly “Hello” or “Hi [Recipient’s Name]”.
• Purpose : State your reason briefly and directly.
• Propose date and time : Suggest a few options for the appointment.
• Confirmation request : Politely ask for confirmation or suggest they propose a convenient time.
• Contact information : Share your contact details for further discussion.
• Gratitude : Express thanks for considering your request.
• Sign off : Use a professional yet friendly closing, like “Thanks”, “Best wishes”, or “Looking forward to it”, followed by your name.
• Attach documents (if needed) : Mention any attachments, if applicable.
• Proofread and send : Before sending, double-check for errors and then send your request.

If you haven’t found what you were looking for, consider looking through these articles:

• Email Marketing Strategy for Hotels + 4 Best Examples
• How to Win at Event Marketing (Step-by-step)

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How to Conduct the Perfect Customer Visit

By Natsha Ness

Customers are the lifeblood of any organization. Whether you have the ability to meet with them face-to-face, or are required to so over Zoom due to our ever-changing reality, customer visits require intentionality. They also provide a golden opportunity to make your customers the North Star they should be – and improve literally everything about your organization as a result. Why a Customer Visit is Worth Its Weight … in Actual Gold

How do we know a customer visit is critical to success? In 2019, we conducted research into sales and marketing alignment, in partnership with DRIFT . In it, we found a significant correlation between the most aligned sales and marketing teams (which were also the most revenue-generating teams) and their focus, not only around customers-centric metrics, but also regular visits with customers.

Planning Customer Visits is Key

Sometimes customer visits are inexpensive (like when they happen on Zoom ). Still, just because you’re  remote doesn’t mean the interaction has to feel inexpensive. In fact, you can still invest in the same sorts of things you did on-site. Think about buying lunch with an UberEats code. Or sending your customers a box with a bunch of goodies for the meeting. In other words, think about how you can make the “visit” an experience.

If someone falls into your target account list, and is likely to have a strong lifetime value in your business, they’re worth visiting. But you have to first make sure there’s mutual agreement around the desired outcome of such a meeting. In other words, why are you getting together?

There could be plenty of possibilities, but three main reasons almost always necessitate a customer visit:

• You’re close to creating a proposal. If you’re about to put together a proposal, a customer visit will help you achieve the tight alignment you need to make sure what you’re offering is a good fit with what the customer needs. This will likely come after multiple discovery calls and deep dives. You’ve figured out which challenge you want to solve, and have had conversations with various people that lead you to believe it’s time to create an official proposal.
• You recently created a proposal. (My recommendation is to make the customer visit happen before the creation of the proposal, but it’s better to go after than not at all).
• Upsell. An often underutilized function of customer visits are to the folks who already invested with you, but of course, this can be leveraged to further the relationship and ensure it stays. It can also be used to uncover additional insights into other products or services that may fit additional, previously undiscovered, challenges. You can also work to prevent customer churn by conducting a customer visit.

Who should be involved in a client visit?

After the “why” comes the “who.” Who needs to attend your customer visit to achieve your desired outcome? There could be a wide variety of internal stakeholders that you want to include. You might have people from business development, marketing, analytics, general managers or directors and/or someone from the C-Suite. There should only be people there who have direct input into and/or influence over the subject matter at hand; no one extra. Once you figure out who should be there, think about each of their differing priorities. If you’re unsure of someone’s priorities, ask them in advance. This will help you show up prepared.

Then consider who should be there from your side. Again, don’t bring anyone who doesn’t have a clear role. There’s no dedicated team that should go to customer visits; it varies based on the goal and the customer. You should know what the customer cares about before you head there. This helps you decide whether you need your CEO present or whether the principal on the account is sufficient.

Before the Visit 

One of the best tips I can give you is to get all the skeletons out of the closet before you get in front of someone. For example, if your customer’s marketing leader beams about his 600 pieces of content, but the business development group complains they are out of date and impossible to find, do you want the first time the marketing leader hears that to be real-time, while you’re onsite? Trust me; you don’t. The whole meeting could go downhill fast. You can work through potential issues by asking if there will be multiple budget stakeholders in the room. If so, as it relates to this project, find out whether they will be contributing some of their budget to the meeting’s desired outcome. If so, what does that look like? These questions can help you spot any areas of potential friction before you’re ever in the room.

Preparation is Prince

The content of your meeting is king, but preparing properly to share that content is certainly a strong runner up. Make sure each attendee has a very specific role, and then prepare the right presentation. Consider the following question to guide your preparation:

• Are you sharing a slideshow? Audio? Video?
• What assets will you use before the meeting, during the meeting and after the meeting?
• How will you leverage small, breakout rooms to facilitate conversations vs. all-together, large group dynamics?
• Do you need slides, overheads, pens, markers, etc.? If so, it’s a good idea to send these ahead!
• Do you need a backup plan? For instance, what if your computers don’t work; do you have a hard copy of your presentation?

Then, it’s time to rehearse. Spend time with your team actually going through the presentation before heading to the customer. Talk about who will cover which slides, and how the flow will go. Make sure you’re bringing value to the customer and the tone of the meeting will be what they’re expecting. Finally, send over a message summarizing the purpose of getting together. I like to call this the DOGMA – Details Outlining Goals & Meeting Agenda. I tell them this is what we agreed to, and offer them a chance to come back and add to it or edit what I’ve sent.

During the Client Visit

Here are a few tips for the meeting itself:

• Watch for signs of misalignment. This often looks like one person repeatedly whispering to another, or in Zoom world, obviously Slacking. If someone is smiling during your presentation and you’re being serious, they’re probably talking about something else with someone on their computer. Even if you notice this, don’t mention it in front of the whole group. Instead, note it for later.
• What you can explore directly and immediately are the subtle expressions that indicate someone doesn’t buy into what’s being presented. If these things happen, try to draw it out so it can be addressed in the room. Don’t be afraid to just say, “Sally, it looks like you might have something to share.” If there are corporate politics involved and you can’t draw out the issue, try to have a conversation privately in person or via  a private Zoom chat. But stay in tune with all parties as much as you can by reading body language, tone of voice and so on.

Note: This insinuates that when on Zoom everyone has their camera on. Everyone should have their camera on.

• Record the meeting. Some people get weird about recordings, but having your meeting recorded can go a long way in helping you clarify issues later or capture something that even the best notetaker might miss. If you think someone might not like the idea, have a colleague dial into the meeting and record the call. You can say something like, “Peter couldn’t be here in person, but he wanted to call in.” It’s an easy, subtle way to get a recording to happen without making anyone feel uncomfortable. Enlist a dedicated note taker, but ask all attendees to take notes.
• Leverage a “Parking Lot.” If someone brings up an idea or thought that isn’t perfectly relevant to where you are in the agenda, jot it down in a “Parking Lot” that you can revisit at the end of the meeting – or afterward.
• Don’t leave the room without recapping what went on, with details and next steps. “This was our desired outcome and here are the five things we discussed. Numbers one through four have been hashed out, but we need to spend more time on number five so let’s set up a call ASAP to flesh that out more.” Make sure to spell out who owns what, and the agreed upon timeline so you set the expectation for accountability.

After the Visit

You had your meeting.  Now what? This is where you make or break the trust and credibility you worked so hard to create. I suggest sending a quick email to all involved parties, again reiterating what was discussed and the next steps. But take it a step further and get a handwritten thank-you note in the mail that same day. The content should be different – make it personal and send it out fast, and you’ll blow your customer’s socks off. Really.

After you’ve sent the customer a summary, create a customer visit report for your internal teams. A customer visit report should include:

• Action items
• Positive highlights
• Risks and opportunities
• Any other key observations and notes

Customer visit reports can also be given to clients, or sent in lieu of the email suggested above. After you’ve written up the most important information, it’s time to start taking action.

Take the lead by holding up your end of the bargain. Take care of any items for which you’re responsible, and set up any follow-up meetings that were discussed immediately. The power of a customer visit can quickly be deflated by distraction – and a lack of action – when it’s over.

How We Can Help Your Client Visit Planning

So, which customers or prospects deserve your time and attention onsite? Make a list, and get to scheduling. It’s the step you’ve been missing toward better alignment and better results too. Need support with any of these tactics? Shift Paradigm is a full-service partner for any organization that wants to stay agile in the current digital landscape. Our customer engagement services provide the complete package to keep your customers invested in your products and organization. Interested? Contact Shift Paradigm today!

Personalization at Scale: How AI Enhances Customer Engagement

Ignite Growth: Getting Started with Salesforce Data Cloud

Effectively Leveraging the New Salesforce Consent Data Model

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28 Emailing Employees

Arley’s comments:

You’ve done a lot of work here. You’ve done a lot of research and have used headings and bullet points to help organize your information. I also like how you built in some interactive videos. Right now, you’ve taken the tactic of summarizing a lot of the main points of the articles you read. This leads to repetition, since some of the articles made similar points. In a revision, we can work on synthesis: combining multiple perspectives into one cohesive document. Reverse outlining might be useful here. Also, make sure to cite your sources using in-text citation. This way, the reader knows where these ideas come from. 

Judy’s comments:

There is a lot of great information here which is written and presented in an engaging way. Watch repetition and organization of ideas and ensure to be clear with your headings by introducing the content contained under them (e.g. Employee Engagement Plan Templates – at first I thought this was going to be off topic however it is a series of email templates to keep employees engaged). To add more depth to the information contained here I would suggest researching guidelines around which emails should come from which company positions (e.g. HR vs. a manager vs. an executive) as well as guidelines around what messages are okay to communicate via email and which are not.

Why email etiquette is important in the workplace?

(Tonogbanua, 2016)

The importance of email etiquette is that it helps to create a professional reputation and improve communication in the workplace.

Types of emails in the workplace

There are two primary types of emails in the workplace.

• Request-and-Reply Emails

These are very common emails in the workplace in which employees are expected to reply. These types of emails include questions which are to be answered, specific tasks people need to finish, directions to the employees to acknowledge or comment on policies, meetings or projects . (University of Waterloo, n.d.)

• Confirmation Emails “This kind of email creates a permanent, written record of a conversation that has taken place. For example, if you and a colleague discussed collaborating on a project over lunch, you might send them an email with the details of that conversation. This gives you both a record of the conversation and allows for the conversation to continue, if needed.” (University of Waterloo, n.d.)

How to create engaging emails for your employees?

(UIIC, 2020)

1. Create a standard brand voice for your department or company.

With a standard brand voice, your employees will read your emails not because they’re well-written, but because they genuinely care (Campaign Monitor,2019). It makes everyone on the same page.

2. Set email communication a part of your corporate image .(Campaign Monitor,2019)

3. pay attention to your email’s header and the design of its body .(campaign monitor,2019).

Add an eye-catching subject line and body. (Enovapoint, 2021)

• Using a name rather than a department in the sender line
• Tell them what’s inside
• Highlight its importance
• Engaging pre header

Create an inviting design (Enovapoint, 2021)

• Clean layout
• Visual hierarchy
• Be creative

4. Improve interactivity to boost engagement.

Boost interactivity with your emails even more by (Campaign Monitor,2019)

• Including useful links, like one to add events to calendars
• Promoting interaction with your company’s social media.
• Creating surveys and polls.
• Linking to videos or other informative content.

Create conversations (Enovapoint, 2021)

• Link to a discussion
• Ask for feedback

Time to send (Enovapoint, 2021)

• Understanding analytics

5.Wrap up : Email Etiquette Rules Every Professional Should Follow :

• Include a clear, direct subject line.
• Use a professional email address.
• Think more before hitting “reply all”.
• Include a signature block.
• Use professional salutations.
• Use exclamation points sparingly.
• Be cautious with humor.
• Know that people from different cultures speak and write differently .(Campaign Monitor,2019) ( Real source )

Creating corporate emails that your employees want to read is all about incentivizing engagement with interesting, high-value, and actionable materia l.(Campaign Monitor,2019)

By embracing company culture in your corporate emails, you’ll create not only more engaging emails, but also more engaged employees.

What’s Dos and Don’ts of Email Communication in Engagement?

(Researchclue, 2020)

Let’s work on improving how you use email to communicate with your staff.

Write well defined subject lines

It is very important to have a clear subject line for the email you are sending. Almost everyday we send and receive a big number of emails which sometimes become out of control. If there would be no subject line, it would become very difficult for the recipient to know about the importance and urgency of the email and the purpose of the email may lost if the recipient misses it. So, the subject line maintains clarity from the moment the email is received. (Misiak, 2019)

Use your company’s address

You should send the emails to the staff using your company’s email address. You may have many business and personal email addresses, but it is not wise to use them for sending mails to the employees. It is easy for the employees to recognize the email if is with their company’s address. If you are the representative of some department, it is good to use department name to make the recipients understand where it is coming from. (Guillory, 2019)

Have a goal with each email

Emails should not be sent without purpose. Before sending an email you should know your goal. Whether you want to inform the employees about the changing work hours or leave guidelines. Goals give a purpose to the sender and the reader as well. (Guillory, 2019)

Know your audience

You should have the knowledge of the audience before creating an email. You should know whether you creating an email for your colleague, employees, or future employer. If you are composing an email for some professional environment, it is not appropriate to use salutations like ‘Yo’ or ‘Hey’. (Misiak, 2019)

Proofreading can help to look for and avoid the spelling or grammatical errors. On the contrary, if you do not revise the email properly, it may look unprofessional due to errors in it. So, once you are done with the subject line and the body, do proofread. (Misiak, 2019)

Know your tone

There are high chances that your message can be misread and misunderstood if you are unprofessional in your writing. Make sure your email conveys your intended tone. The recipients may not be able  to interpret well the humour communicated via email because it needs vocal tone along with it to serve its purpose. It is informal to use slangs. (Misiak, 2019)

Consider the length

Your readers may not have much time to read long messages so it is appropriate to keep the length short. Lengthy emails may lead to readers ignoring it. It is also not good to keep your emails too short that these miss the important information and are not understandable to the readers. It can not be said with certainty about how much length is ideal because every email is different. Cutting down the unnecessary information helps in keeping the message short. (Misiak, 2019)

Your email inbox should not grow

It is very common with almost everyone that their email inbox grows in size due to a busy routine and disorganization. It is likely that some important messages may bury in these unread messages. You may not be able to reply to some important messages due to your flooding inbox which is unprofessional. “Inbox zero” can help in managing the email inbox, the purpose of which is to stop you from re-reading the messages and keep the inbox empty. (Misiak, 2019)

Don’t be slow in responding

It is unprofessional to keep the senders waiting for your reply which may be torturous for them. It may lead to anxiety because no one wants to be ignored or disrespected. Reply back to the emails as soon as you receive them. There are some situations when you do not know how to respond to the emails, then you should respond back with expected deadline. (Misiak, 2019)

Do not overuse the exclamation points

Exclamation points are fine to use when you are talking to the persons you know well. When it comes to writing or speaking to a person you do not know well, using exclamation points is not appropriate. Abbreviations (LOL, IDK, etc.), emojis, and all CAPS are also in this category. (Misiak, 2019)

Don’t abuse the privilege

It is inappropriate to send emails to the employees more than often because this makes them have a casual attitude towards your emails. It is very important to consider the message and mode of communication before sending it to the recipient. The messages which can be delivered by talking in person or over phone should not be communicated via email. Do not send a flood of messages at one time. (Guillory, 2019)

Do not send emotional emails

Do not write emails if you are guided by some negative emotions. If you are upset or angry, give yourself time to write properly. For example, if you are angry or upset at the time of writing an email, this may reflect in the message too. Keep the message in the draft to revise it later if you feel emotion overpowers it. (Misiak, 2019)

Do not communicate everything via email

It is not appropriate to send every message through email. Some messages may not clear to the recipients because your tone may be incomprehensible for the reader. In some situation where other communication modes are better to use it is not advisable to use email. (Misiak, 2019)

When is email the appropriate form of communication to use?

It is always not appropriate to send messages through email, though it is one of the means of communication in the workplace. It is very important to consider your message, the possible reaction of the audience to the message and the size of the audience before considering the method of communication. Email is the best method for sharing information and conveying positive or neutral news. There are situations when email cannot be used as a means of communication but other methods like face-to-face, phone, instant messaging, video conferencing are more appropriate. (University of Waterloo, n.d.)

• When you want to share information with a large group of people. For example, you want to share a memo with the whole staff in the office. (The Writing Center, University of North Carolina at Chapel Hill, n.d.)
• You want to have a written record of the communication by saving emails which makes it easy to refer back to what someone said in an earlier message. (The Writing Center, University of North Carolina at Chapel Hill, n.d.)
• When you need to send an electronic document.
• You need to reach a person who is not physically available on the campus, hard to reach via telephone, or is living in a different country with different time zone. (The Writing Center, University of North Carolina at Chapel Hill, n.d.)

When is email not an appropriate form of communication to use ?

Email is not an effective means of communication when:

•   Some messages are long and do require a lot of discussion. Such messages should not be sent via email because face-to-face is the best medium to discuss such messages. For example, if you have some plan and want feedback from the employees for it, you should meet the employees in person to have their feedback on your plan. (The Writing Center, University of North Carolina at Chapel Hill, n.d.)
• Not all the messages can be sent through email because some information is highly confidential, and email can never keep the privacy because your message can be forwarded to the other person without informing you. Even you delete the message, server always store a backup copy of your email which can be accessed by any person. (The Writing Center, University of North Carolina at Chapel Hill, n.d.)
• It is not appropriate to send an email when you are terminating someone. The best way to communicate this information is meeting the person face to face. (University of Waterloo, n.d.)
• It is not good to use email If you are delivering a very good and exciting news and you want to see the reactions of your employees, but your employees live in different countries and cities. Video conferencing is the best means of communication here. (University of Waterloo, n.d.)
• When you want fast reply. Though email is one of the fastest means of communication, it does not mean that you should expect an immediate reply. Unless there is no commitment on the part of your reader, it may take some days’ time to respond to your message as most of the people who are doing job tend to do email correspondence in their regular business hours. (The Writing Center, University of North Carolina at Chapel Hill, n.d.)

Engaging Emails Templates and Examples

With HR email templates, clear and simple communication is the goal.

1.Thank You Email Templates

By sending out these emails to your employees, it will be of benefit to you as your employees will be encouraged to perform better after receiving these token of appreciations. Treat it as a morale booster for your employees (6Q BLOG,2021) . These will strengthen your employee’s belief in the job and will make him feel  a  significantly greater sense of belonging at their workplace.

Here are some ideas of email templates you can use to thank your employees.

(Andriotis, 2019)

Here is a summary of the types of thank you letter templates:(6Q BLOG,2021)

• Thank you for a job well done
• Thank you for your hard work
• Thank you for volunteering
• Thank you for your excellent sales performance
• Thank you for a great Year
• Thank you for going the extra mile
• Thank you for being a great leader
• Thank you for being YOU! (6Q BLOG,2021)

2.Employee Engagement Plan Templates

Below are a series of email templates to keep employees engaged:.

“Hello,

We hope you are settling into your new role well! As you know, our company is continuing to grow. To sustain that growth, we want the best people to join our team and you play a critical role in helping us recruit top talent. Your feedback on our interview process will help us make it a more meaningful experience for future candidates, and will help them prepare for interviews with more confidence around what to expect, which will in turn help us find the best talent — just like you!

As you know, we have a company page on xxxxx, part of which allows you to leave reviews about our interview process. Please take a moment to visit xxxxxxx and share an anonymous review about your interview experience with our team.

It only takes a few minutes to complete, and your feedback is completely anonymous.

All the best,

Your HR Team” ( Glassdoor.2021)

“Hello!

Our company has a page on Glassdoor, which includes messaging for interested job candidates to learn more about our company. It’s a great way to help us hire key people for your team, but we need your help.

I understand that your team is expanding and you are looking for candidates with certain qualities and expertise. But these candidates don’t have enough information about what this job is like.

Please reach out to your team members and ask them to leave anonymous employee reviews on  xxx. I’ve included a sample email template to send to your team today. [Include Template 4]

“Hello xxx Employees,

Do you have ideas about how to make our workplace better? Would you like the opportunity to improve your personal and professional growth in our organization? Are there issues around feedback and compensation we need to look at? Now is your chance to tell us what you think.

Starting on xxx, 20xx, and running for approximately 2 weeks, we will be conducting an online employee engagement survey that covers these topics and more.

SURVEY DETAILS

The survey is being delivered by xxxx, a company that specializes in employee engagement measurement and benchmarking. You will have the ability to take the online survey starting xxx and closing xxx You will receive an email directly from xxxxx inviting you to complete the survey. Please be assured that all responses to the survey are completely confidential; at no time during or after the survey will xxxxxx divulge individual responses to anyone at xxxxxx, only aggregate results (combined responses) and reports on the topics covered in the survey will be provided.”

“Hello, Executive Team!

As you know, we are hard at work trying to find the best people to join our team, and have a profile page on Glassdoor to show off our brand to potential candidates. Glassdoor is a leading destination for job seekers to research companies and decide if they want to work there.

Your feedback is critical to our success and you would assist us greatly by leaving an anonymous review on  xxxxx !

You can leave your job title as anonymous. Feel free to share our company’s vision, strengths, and areas where we still need to grow. Your perspective is vastly different from our other team members and a comment from you would mean a lot.

Subject: Share Your Experience at [Company Name] on Glassdoor!

“Hi [Employee Resource Group Name] Team,

We’d love it if you would take a moment to review [Company Name] on Glassdoor!

Glassdoor is a leading destination for job seekers to gain insights about jobs and companies and decide where they want to work. We use employee feedback on Glassdoor to listen to you so that we can become a better company.

We encourage you to take a few moments to reflect on your experience with your Employee Resource Group and our Diversity & Inclusion initiatives, and to then share your thoughts on Glassdoor. You can now also rate us specifically on the topic of Diversity & Inclusion. Our commitment is to continually review this feedback, identify patterns and trends, and drive change where needed.

Thank you, HR” ( Glassdoor.2021)

COMPLETE THE SURVEY AND YOU COULD WIN CASH!!

“As an incentive for completing the survey xxx will award two (2) cash prizes randomly selected by xxxxx from all participants who have completed the survey by the following deadlines:

• The first cash prize of $xxx will be randomly drawn from all participants who have completed the survey by xxxx.
• The Final draw for a prize of $xxx will be randomly drawn from all participants who have completed the survey, including those who completed the survey by xxxx deadline, when the survey concludes on xxxx.

We hope you will all take some time to complete this survey.  Thank you for your support. Your opinions are most important to our continued progress.

Human Resources Department” ( Glassdoor.2021)

3.Employee Engagement Survey Communication Email Examples

(Blog, 2019)

Examples of Survey Communications

Example 1: A letter or email to employees introducing survey (direct from organization).

“Dear Colleague,

Welcome to our Employee Survey for 20XX.

Over the coming year, ‘Organization X’ is embarking on an ambitious expansion plan. Achieving this vision will involve the participation and commitment of all our employees and to this end we would like a better understanding of how people really feel about working for Organization X. We are therefore happy to announce the introduction of the 20XX employee survey which is the first step to achieving our vision.

If we are to share a successful future then clear, honest communication is critical. I do appreciate that ‘honest communication’ sometimes feels difficult which is why we have contacted a specialist external provider to help us run this survey. Please be aware that your responses to the questionnaire are completely anonymous – we will not be able to attribute responses to any individual. We have chosen this approach to ensure that you feel confident and able to give genuine feedback – good and bad. My hope is that we will all gain through your appraisal of areas that are the most critical for our success and through your frank assessment of our performance in these important areas.

Please be candid in answering these questions – rest assured no one can be identified from their responses as all survey data will be held in strict confidence.

The survey will be available online until <insert end date>. On completion of the survey, we will communicate both the findings and our action plan. It is only through transparent accountability that we will realize our organizational potential and build a great place for us all to work.

Thank you for taking the time to complete this survey.

Click HERE to access the questionnaire

Completion notes from our survey partner:

The questionnaire that you are about to complete is probably a little different from other staff questionnaires that you may have been asked to do. Our approach is to gain an in-depth understanding of what is important to you in your career and how satisfied you are. The questionnaire will take you approximately 25 minutes to complete and is divided into four distinct sections. Occasionally you may feel that questions are being repeated. This is not the case although we do ask a number of questions on similar themes to ensure that the data we collect is as reliable as possible.

We would like to take this opportunity to clearly state that we will only report back to Organization X on a group basis so that individual responses cannot be identified.

If you have any queries or concerns regarding the confidentiality or completion of the questionnaire please do not hesitate to contact us.

Account Manager, great{with}talent.” (Greatwithtalent,2021)

Example 2: A letter or email to employees introducing survey (direct from great{with}talent).

Some organizations prefer survey communications to be managed by great{with}talent to reinforce the anonymity of the questionnaire and increase completion rates.

“Dear <insert employee name>,

Welcome to the Organization X Staff Survey 20XX

As mentioned in previous communications from your management teams, Organization X want to benefit from the perspective and insights of all their employees to ensure that the aims and objectives of the organization can be met. To this end an anonymous, online staff satisfaction survey has been developed by great{with}talent.

The questionnaire that you are about to complete is probably a little different from other questionnaires that you may have been asked to do. Our approach is to gain an in-depth understanding of what is important to you in your career and how satisfied you are. The questionnaire will take you approximately 25 minutes to complete and is divided into four distinct sections. Occasionally you may feel that questions are being repeated. This is not the case although we do ask a number of questions on similar themes to ensure that the data we collect is as reliable as possible.

We would like to take this opportunity to clearly state that we will only report back to Organisation X on a group basis so that individual responses cannot be identified.

Example 3: A letter or email to line managers introducing survey.

Below is an introductory email aimed at line managers/team leaders.

“Dear <insert line manager name>,

As you will be aware we will shortly be embarking on a staff satisfaction survey. The information gained from the survey will be used to inform focus action plans to improve levels of staff commitment and morale. This initiative is vital if we are to achieve our ambition growth plans for the coming year and your participation and support is required to make this a success.

A more detailed briefing pack (see attached) has been prepared for to support you and your teams throughout the survey. In summary your role will be to:

• Encourage your teams to complete the survey;
• Reassure employees of the anonymity of the process;
• Be open-minded and positive about the process;
• Complete the survey yourself – your views are key to this initiative;
• Helping staff locate questionnaire;
• Allowing your staff sufficient time to complete questionnaire;
• Provide consistent and positive responses to your team’s questions;
• Alerting the Survey Team with any concerns of issues throughout the process.

May I take this opportunity to thank you for your support and commitment to this process – our continued growth and success relies on the commitment and satisfaction of our staff.

If you have any questions please do not hesitate to contact me.

<Insert name>, Survey Team.” (Greatwithtalent,2021)

15 Manager email templates to help prepare for important conversations when:

Below are some of the email templates that the managers should follow to interact with the employees in their organization:

• An employee continuously shows up to work tired

If an employee is not performing according to the expected standards due to fatigue or tiredness which is the result of some factors not related to the workplace, then as a manager it is your duty to talk to such employees to fix the problem. You need to choose the words very carefully so that these do not hurt the personal feelings of the employees. (Scheiner, 2021)

“Hey _______ ,

I noticed that you seemed a little tired the last few days, is everything okay?

I don’t mean to get too personal, but if there is anything going on outside of work that you need time to deal with, just let me know. Your wellbeing is the priority. Just know that if you ever need to chat about anything, I’m here for you.

Thanks!”  (Scheiner, 2021)

• An employee continuously comes late to work

If any of the employees come late to work, you need to write an email to them to come on time so that it should not affect workplace productivity and upset the colleagues. You should tell them that you are ready to listen to their problem and assist them in any way. (Scheiner, 2021)

I noticed that you’ve been getting into work late the last few days. I think that might make things difficult for your coworkers who depend on you. Is everything alright?

If there’s anything on your mind, or anything I can help with, let me know!

• An employee cannot complete work for the given deadline

If the employees cannot work on time due to their slow pace or some other reason, there is a need to tell them to improve their performance to work on time. You should tell that you are willing to listen to them without judgement. This way you can earn their trust. (Scheiner, 2021)

How’s it going?

I want to discuss your missed deadlines. If there’s anything that’s been preventing you from focusing and you want to discuss it, I’m all ears and happy to help out any way I can.

Even if it’s just a matter of your work motivation levels, we really need to solve this problem somehow together.

Let me know what your thoughts are,

Thanks!” (Scheiner, 2021)

• An employee takes too much leaves

An employee might remain absent from the work too often due to several reasons which you need to know to inspire them to have a perfect work-life balance. You need to be very careful while talking to them about their absenteeism. (Scheiner, 2021)

How’s everything going?

You know we encourage work-life balance and are happy to let you take time off. However, from what I’ve noticed, you’ve been taking quite a bit of time off.

If there’s anything you’d like to talk about, please let me know. I’d be happy to help in any way I can.

Going forward, you’ll need to be more present in the office to be there for your team. That’s how we’ll all achieve our goals together!

• An employee can’t handle criticism

If you give feedback to the employees about their performance in a bit unpleasant tone and you have a bad feeling that the employees could not receive it well, you should write an email to them to let them know that your intention was not to hurt them. (Scheiner, 2021)

It seemed like my comment earlier didn’t land well. I hope there’s no misunderstanding. Everything I said was meant to help you grow and become an even better employee. Sometimes feedback is hard to hear but the intention is always with your best interest at heart, to help you improve.

If there’s ever anything you’d like to talk about, just let me know! I’m here for you.

• An employee has a negative attitude

If you find that some employees are showing up pessimistic attitude in the workplace which may be due to some issues with the colleagues and can affect the workplace environment and their co-workers, you need to write an email expressing the openness to hear about the issue and help them out. (Scheiner, 2021)

Your attitude recently hasn’t been as positive as we’re all used to. I’m not happy to see any of my team upset, but even more so, negative attitudes affect the whole team.

If there is something work-related, let’s get together and work this out. Otherwise, if it’s a personal matter, let me know if and how I can be a support.

• An employee needs more training

Some employees need more training to do their work properly and make improvement in their area. As a manager, it is your duty to motivate them that you are willing to help them improve so that they should not feel that they are lagging behind. (Scheiner, 2021)

Your progress so far has been great in many areas. Now here are a few skills where I think you’d benefit from focusing on improving.

I suggest we schedule a meeting once a week aimed at helping you develop in this area. I’m sure this way we can get you up to speed.

• An employee brags a lot or takes too much credit

Overconfidence on the part of the employees and their wish to take too much credit may lead to disturbance for other employees who may feel underconfident due to this. While appreciating their talents and achievements, find some words to tell them that their behaviour is not healthy for others. Tell in a positive tone that they should collaborate with others. (Scheiner, 2021)

It’s been brought to my attention that you may be taking personal credit for the work the whole team is doing.

There’s no doubt you’re talented and I love your ambition, but the truth is that your work speaks for itself. More importantly, remember that we win as a team and pride collaboration and team dynamics over individual success.

I wonder, do you feel that you are not receiving enough recognition from me as your manager, or from your peers?

I am free to speak about this further if you wish to continue the discussion,

• An employee flirts inappropriately

Flirtatious behaviour on the part of the employees needs to be addressed. While talking to them about this you need to consider the culture of the employees. You need to remind them that the office culture comes first. (Scheiner, 2021)

This is a bit of a sensitive subject, but I wanted to talk with you about something.

Some of your behavior with coworkers is being seen as inappropriate. I know you probably didn’t do this intentionally, but we need to make sure that this doesn’t happen again.

If you’re not sure what it was you did, or why it’s inappropriate, let’s have a chat and clear up that misunderstanding. Sound good?

• An employee wants to leave the job

If there comes an issue of employees wishing to leave the job, as a manager you need to reach out to them to listen to their reasons and tell them their decision surprised you.  (Scheiner, 2021)

Your news earlier surprised me. I really appreciate you sharing how you’re feeling about work.

I’d be very open to hearing more of your valuable feedback and seeing where we can make changes and improvements to keep you on board. I really value you. You’ve made a big impact on the team and company.

Would you like to book some time to chat tomorrow?

Let me know,

Thanks!”   (Scheiner, 2021)

• An employee recently got fired

In case when you fire an employee, it is not recommended to do this by informing him via email because the best mode here is a group meeting. After you fire the employee, you can send the follow up email to welcome him to share their concerns and ask questions. Do not write anything that may degrade the fired employee. (Scheiner, 2021)

“Hi team,

This morning I unfortunately had to let  __  go. I know this is surprising to hear.

This decision was made because performance goals were not being reached. After working together of X amount of time to improve the situation, their performance continued to fall short of expectations.

Don’t hesitate to contact me if you have any questions or concerns. I’m here to talk and be as transparent as I can.

I will be sharing a plan for how we will fill this gap on the team shortly.

Thank you. Keep up the great work!”  (Scheiner, 2021)

• You want feedback from employees

Emails are one of the best ways to have feedback from the employees. It is not appropriate to ask for the feedback then and there because this way the employees do not get enough time to think before giving feedback and they are likely to say what you want them to say. (Scheiner, 2021)

“Hey everyone!

I would like to ask you for some feedback.

I want to understand more about your day-to-day pain points. The goal is to see if I can help solve them as a manager. I’d love it if you took some time to give us feedback on how I can help improve your experience at work.

We’ll be using Officevibe, a feedback platform that ensures that everyone’s feedback is completely anonymous so you can feel free to share whatever is on your mind.

• You receive negative feedback

If you receive a negative feedback from the employees, you should not express in your emails to them that you are not happy with the feedback you received. Rather use the persuasive language to ensure that they feel free to tell you more. (Scheiner, 2021)

I have received some anonymous feedback from the team about a concern. First off, I appreciate the sincerity. It’s my goal to improve through your honest feedback.

If whoever wrote that wants to come chat, I’d be happy to address any concerns. It’s not mandatory, though. You can all be confident that feedback will remain anonymous if that’s what you choose.

We work hard to make this a great workplace, and we only want to make sure that everyone is happy here.

• You want to express gratitude to a specific employee

It is a great part of a manager’s job to recognize talents and achievements in others whether it is expressed in person or in an email. While you are composing a thank you message for the employee be sure to be specific and use personal expressions to praise the work. (Scheiner, 2021)

I just wanted to take a quick minute to tell you what a great job you did with that presentation earlier. I was seriously impressed!

The fact that you used those graphs in your slides to back up what you were saying was a really smart idea.

I’m confident that your contributions are going to play a major role in landing this contract and absolutely delighting the client. This is going to be a big win for everyone.

Thanks again, and keep up the great work!” (Scheiner, 2021)

• You want to thank the team

It is very beneficial experience to admire the team for the hard work because this encourages the employees to perform their best for the future opportunities. (Scheiner, 2021)

I just wanted to take a quick minute to thank all of you for your contribution lately.

You all did an incredible job with the X project. They were so impressed with our presentation and I’m pretty sure they’ll end up becoming a client!

I can’t express how much you all mean to me. I truly enjoy coming to work every day with all of you.

The future looks bright!

Enjoy your weekend :)”  (Scheiner, 2021)

Advantages and disadvantages of email-communication in the workplace

Email is still among the most widely used communication tools in the workplace today. However, while email is still the go-to medium for a lot of people, companies find that its disadvantages overtake its advantages if they don’t take steps for improving email communication. (Vdovin, 2020)

Advantages-of-email-communication

The Advantages of Email for Internal Communications

• Email is a free tool. Once you are online, there is no further expense that you need to spend on to send and receive messages. (Vdovin, 2020)
• Email is quick. Once you have finished composing a message, sending it is as simple as clicking a button. Email, especially if an email system is integrated into the network, is sent, delivered and read almost immediately. (Vdovin, 2020)
• Email is simple. It is easy to use. Once your account is set up, composing, sending and receiving messages is simple. Also, email allows for the easy and quick access of information and contacts. (Vdovin, 2020)
• Email allows for easy referencing. Messages that have been sent and received can be stored and searched through safely and easily. It is a lot easier to go through old email messages rather than old notes written on paper. (Vdovin, 2020)
• Email is accessible from anywhere – as long as you have an internet connection. Whether or not you are in the office or on the field, or even overseas, you can access your inbox and go through your messages. (Vdovin, 2020)
• Email is paperless, and therefore, beneficial for the planet. Not only can you reduce the costs of paper, but you are also actually reducing the damage paper usage does to the environment. (Vdovin, 2020)
• Email allows for mass sending of messages. An effective medium to utilize to get your message out there, you can send one message to several recipients all at once. (Vdovin, 2020)
• Email allows for instant access of information and files. You can opt to send yourself files and keep messages so that you have a paper trail of conversations and interactions you have online just in case you may need them in the future. (Vdovin, 2020)

On the other hand, while internal email certainly has its advantages, it can also have disadvantages especially if an email alert system is not available in the workplace.

The Disadvantages of Email for Internal Communications

• Email could potentially cause information overload. Some messages may be dismissed or left unread, especially if there are a lot of emails coming in and the network has not integrated some sort of email alert system into the computers at work. (Vdovin, 2020)
• Email lacks a personal touch. While some things are better off sent as written and typed messages, some things should be verbally delivered or written by hand in a note or letter. (Vdovin, 2020)
• Email can be disruptive. Going through each email can be disruptive to work as it does require a bit of time. This disruption is decreased through the utilization of an email alert system. (Vdovin, 2020)
• Email cannot be ignored for a long time. The thing with email is that it needs constant maintenance. If you ignore it, more and more messages will enter your inbox until it gets to the point that your inbox is no longer manageable. (Vdovin, 2020)
• Email can cause misunderstandings. Because email does not include nonverbal communication, recipients may misinterpret the sender’s message. This is particularly true of senders fail to go through their messages before they send them. (Vdovin, 2020)
• Email messages can contain viruses. It’s best to be aware of this possibility so that you are careful when opening messages from people you don’t know, or when downloading attachments. (Vdovin, 2020)
• Email should be kept short and brief. This is especially difficult if you are one to send messages that are too long. (Vdovin, 2020)
• Email requires timely responses. While some people tend to disregard messages, those that require responses should be replied to as soon as they are received and read. If not, urgent and important messages may be left untended. (Vdovin, 2020)

Andriotis, N. (2019).  Employee Recognition in the Workplace: The Why and How  [Image]. Retrieved 18 July 2021, from https://www.efrontlearning.com/blog/2018/04/employee-recognition-workplace-benefits-ways.html.

Blog, D. (2019).  How to keep the younger employees for long term!  [Image]. Retrieved 18 July 2021, from https://blog.ricebowl.my/en/21538/retaining-millenials-in-the-workforce-Linkedin-082019.

Campaign Monitor.(2019).How to create corporate emails employees want to read

https://www.campaignmonitor.com/blog/email-marketing/how-to-create-corporate-emails-employees-want-to-read/

Enovapoint. 2021.The 4 Steps to more engaging internal emails

https://www.enovapoint.com/blog/post/how-to-create-more-engaging-internal-emails

Graham Ericksen.(2020).Six Ways to Improve Employee Engagement with Email (Yes, Email)

https://hiring.monster.com/employer-resources/workforce-management/employee-performance/employee-engagement-with-email/

Guillory, S. (2019).  8 Tips For Improving Email Communication With Your Employees – Zippia For Employers . Zippia For Employers. Retrieved 18 July 2021, from https://www.zippia.com/employer/8-tips-for-improving-email-communication-with-your-employees/.

Glassdoor.(2021) Templates for Hiring Pros. Employee Engagement Templates to Help Improve Your Employer Brand. https://www.glassdoor.com/employers/resources/8-employee-engagement-templates-to-help-improve-your-employer-brand/

  Greatwithtalent.(2021). Staff Engagement Survey Communication .

https://greatwithtalent.me/2013/10/08/engagement-survey-communication/

Raza, H. (2019).  Why is Email Etiquette important! . Linkedin.com. Retrieved 20 July 2021, from https://www.linkedin.com/pulse/why-email-etiquette-important-husnain-raza.

Indeed Editorial Team.(2021).20 Best Practices for Email Etiquette in the Workplace- Indeed. https://www.indeed.com/career-advice/career-development/email-etiquette

Lewis, C.  Employee Email Tips | Reward Gateway . Rewardgateway.com. Retrieved 18 July 2021, from https://www.rewardgateway.com/blog/internal-email-communications-tips.

Misiak, I. (2019).  The Dos and Don’ts of Email Communication . Element Three. Retrieved 17 July 2021, from https://elementthree.com/blog/the-dos-donts-of-email-communication/.

Researchclue. (2020).  The Dos And Don’ts Of Business Email Etiquette  [Image]. Retrieved 18 July 2021, from https://www.nairaland.com/5794954/dos-donts-business-email-etiquette.

Scheiner, M. (2021).  15 manager email templates to help you prepare for important conversations . Officevibe. Retrieved 19 July 2021, from https://officevibe.com/blog/15-email-templates-for-managers.

Sharon Schweitzer.(2019). The Dos and Don’ts of Business Email Etiquette https://www.glassdoor.com/blog/dos-and-donts-business-email-etiquette/

Tonogbanua, C. (2016).  Email Etiquette  [Video]. Retrieved 18 July 2021, from https://youtu.be/dxAuQHMtX5c.

The Writing Center, University of North Carolina at Chapel Hill n.d. Effective Email Communication – The Writing Center • University of North Carolina at Chapel Hill . Retrieved 17 July 2021, from https://writingcenter.unc.edu/tips-and-tools/effective-e-mail-communication/.

UIIC. (2020).  How To Write Professional Emails  [Image]. Retrieved 18 July 2021, from https://uiic.aktu.ac.in/how-to-write-professional-emails/.

University of Waterloo.  Writing professional emails in the workplace | Writing and Communication Centre . Writing and Communication Centre. Retrieved 16 July 2021, from https://uwaterloo.ca/writing-and-communication-centre/resources-writing-professional-emails-workplace.

Vdovin, A. (2020).  The Advantages and Disadvantages of Email for Communications in a Company . Alert-software.com. Retrieved 16 July 2021, from https://www.alert-software.com/blog/the-advantages-and-disadvantages-of-email .

6Q BLOG,(2021) 8 Email Templates to Thank Employees for Their Great Work

https://inside.6q.io/8-email-templates-thank-employees/

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Feb 8, 2023

How to write appointment emails with 6 samples and templates

Whether you're organizing a meeting, confirming details, following up, or even cancelling an appointment, here’s how to do it.

Lawrie Jones

Table of contents

Appointment emails are all about the efficient use of time and resources.

Whether you're organizing a meeting, confirming details, following up, or even canceling an appointment, it's easier to manage appointments to do it over email.

Writing appointment emails isn't always fun, but following a standard format is usually quick and easy for everyone. We walk you through the email appointment format, explaining the building blocks of crafting compelling subject lines and body copy.

If that isn't enough, we illustrate the principles with 6 appointment email samples. No need to book; let's begin!

How to write an appointment email

Appointment emails are professional correspondence with a single purpose. You may want to send an appointment email to:

• request an appointment
• confirm appointment details
• delay an appointment
• follow-up an appointment
• cancel an appointment
• reschedule an appointment

The most effective appointment emails are short, simple, and get straight to the point. They also follow what should be a familiar format if you're already used to writing business emails.

So let's break that down for you.

Appointment email format

It helps to break down the appointment email format into 3 separate parts:

• Subject line – grab attention, inspire action, and capture the click!
• Body copy – Explain who you are, what you're asking for, and why. Strip content back to the basics, and use bold text and bullet points to help convey your message.
• Sign-off – Before saying goodbye, check you've included all contact details and essential information.

Those are the basics, but here's a step-by-step breakdown of an appointment email format:

1. Appointment email subject line

The best subject lines are simple, and that's certainly the case for appointment emails. Don't try to be funny or friendly; say it like it is (as we do in these samples):

• Appointment request: (date)
• Appointment confirmation – (your name)
• Can we reschedule our meeting?
• I need to cancel our appointment
• Additional information required after our meeting

These may seem simple because they are. There's no point wasting time crafting anything creative here, so we won't.

2. Appointment email body

Start your appointment emails with an introduction (if you don't know the person) or a reminder if you do. Then, in the same intro paragraph, be sure to say what the email is about – such as requesting an appointment, rescheduling an appointment, or canceling one.

• My name is (your name), and I'm contacting you from (company name). I would like to request an appointment with you to discuss (whatever you want to discuss)
• It's (name) here. We have an appointment scheduled for (details), but I wanted to ask if we could reschedule.

If you've established the purpose of the email in the first paragraph, you could stop there. But you may need to clarify details, confirm aspects of the meeting, or share resources.

• I've booked us a space at (meeting room). Please confirm that this works for you.
• I've attached some papers I wanted to discuss at our appointment. Can you review these before we meet? Let me know if you have any questions.

3. How to end an appointment email

Appointment emails have a single purpose, and you'll want to (gently) push for a response.

• It would be great to get a confirmed date in the diary. Please let me know if this appointment time works for you.
• I appreciate rescheduling this appointment may cause you some disruption. Please confirm that you've received this email and that the suggested time is acceptable. If not, please feel free to offer an alternative.

Remember to include your contact details and an appropriate sign-off.

• You can contact me at any point at (insert details), and I'll be happy to answer any questions.

Appointment email examples

So, we're at that point in the article where you get to see some examples.

These template appointment emails should be used for information and inspiration to help you create your own.

Please look at how we've applied the professional format to these appointment emails and focus on the tone of voice.

Ready to go? Then let's start.

1. Appointment confirmation email sample

Email appointment confirmations are standard correspondence, whatever your business. You'll see how we've included space to add details, such as date, time, and location.

You can also add attachments and links to essential resources, such as parking information.

2. Appointment request email sample

The format, tone of voice, and style of your appointment request emails depends on whether you know the person. If you do, you can kick back and be more relaxed and less formal.

If you don't, it's a good idea to be formal (at least until you secure the appointment). This explains who you are, why you're messaging, and what you want.

If you want some extra inspiration, check out our guide on how to request things via email .

• It's always good to add a few dates for the person to choose from

3. Cancel an appointment email sample

If you need to cancel an appointment, do it as early as possible. It's essential to offer an apology and, if you want, explain why you can't make the original appointment.

Then, if you still want to meet, you can suggest alternative dates (as we do in this appointment cancellation email example).

4. Reschedule an appointment email sample

If you can't make a meeting dates consider rescheduling an appointment by email. If you were the one who had to cancel, offer an apology and explain why you couldn't make the previous appointment.

Then, offer some appropriate dates and times for a new meeting. It's a good idea to provide the person (or persons) with several options.

Doing so could help you avoid email tennis, that's time-consuming and frustrating.

• Add your dates and times

5. Appointment reminder email sample

Don't want to be staring at a blank screen or an empty room? Then send an appointment reminder email!

You'll notice that this appointment reminder email template is short and sweet, as it has a simple job. You can learn more about writing effective email reminders here .

6. Appointment follow-up email sample

Learning how to write a formal follow-up is a great skill, so let's show you how.

You can use this email follow-up after an appointment to share information, meeting notes, or request something from other participants.

Be sure to fill in the gaps and focus on continuing the conversation.

Appointment email template with Flowrite

The easiest and fastest way to write an appointment email is using Flowrite.

You can request to reschedule, cancel, or accept an appointment using our smart email writing AI, like so:

Final words on appointment emails

Understanding how to write great appointment emails should be part of every professional's toolkit. Our best advice is to keep it simple and not stress it too much.

Break down the message into its core parts, and initially focus on being formal. Then, once you've mastered the format, you can get more creative!

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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.

Turn your long URLs & snippets into quick shortcuts. Get started with OSlash today!

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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The Art of the Customer Visit: How to Plan One + Why You Should

When was the last time you visited a customer? Customer visits might seem extravagant and unnecessary on the surface.

Why not just get on a phone call or Zoom meeting? Or follow up with them via email? You could just send them a survey, or even dig into your product analytics to surface insights.

That said, if I’m talking to another entrepreneur and say something like, "It's super crucial you physically visit your customers", they all look at me as if I just said the most obvious thing in the universe.

Visiting customers is like working out or eating healthy: everybody knows they should do it, but very few people actually do.

And we’re not excluding ourselves here: We launched Close in January of 2013, but our first customer visit was more than a year later!

Some businesses put off visiting customers because it takes time, and it’s easy to push down on your long to-do list. Or, it may seem more urgent to focus on getting new customers to sign on, rather than visiting existing customers.

If this sounds like you, let’s discuss the benefits of visiting your customers, and how you can set up successful customer visits.

What Are the Benefits of Visiting Your Customers in Person?

It’s true: COVID has permanently altered the way B2B sales works. Studies by McKinsey show that companies have reduced their in-person efforts as a go-to-market strategy by more than 50 percent since the pandemic started.

That said, a decent number of B2B buyers still prefer in-person contact during the customer journey.

And this is exactly where the opportunity lies—fewer companies are vying for your customer’s attention in person. This opens the playing field for your company to perform more customer visits.

And trust me—it’s worth the effort. Here's a quick rundown of the value we got from our first customer visits.

Motivate Your Team to Serve Customers Better

Seeing real people use your product is incredibly inspiring. It energizes you. It recharges your batteries. It gives you a visceral sense of how your work actually impacts the life of your users, rather than just an intellectual understanding. It's like pouring gasoline on the fire that fuels your engine.

Everybody on your team—from the CEO to the intern—should visit a customer, for this reason alone.

It is different from hearing customers tell you how much they love your product or how great they think it is. You just have to experience customer satisfaction happening in real-time. You need to see real human beings depending on what you built. You need to witness how your product helps them to operate better, to be better at what they are doing.

The impact you make on other people's lives is a much stronger driver than any number on a spreadsheet can ever be. Do not underestimate how much this affects you. It's powerful.

Build Better Customer Relationships

Meeting someone in person adds another dimension to your relationship with your customer. You can do a lot of relationship-building via email, chat, phone, and Zoom, but nothing has the same effect as meeting someone in person. It creates a human bond between the two of you.

Jason Lemkin of SaaStr says he never lost a customer whom he had personally visited while he was CEO of EchoSign. Spending time with your customers transforms a transactional relationship into a partnership. It builds empathy on both sides, which ultimately leads to better business.

In-person customer visits are one of the best ways to build customer intimacy . It deepens the commitment on both sides. If one of the people we met needs help one day, we'll be more eager to support them. And I'm pretty sure they'll be more forgiving if there's ever an issue with Close and be more loyal to our product.

Get In-depth Product Feedback on the Customer Experience

Your customers are more than the sum of all their clicks on your product. Yes, you might be monitoring product usage and reading all the feedback people send you via email or even tell you on the phone, but you're missing a lot of crucial context if you can't see your customers using your product within their work environment.

• How exactly are they using your product?
• What's happening around them?
• What else is on their screen?
• What's competing for their attention?
• What's their workspace like?

When you visit your customers, you get to see the environment in which they use your software. You experience your product embedded into a user's workday and get a sense of the entire puzzle, rather than just a single piece of it.

And it's little things, like...

• What kind of headsets /chairs/desks are they using?
• What other software/apps are they using during their day?
• Which little hacks did they come up with to make them more productive and efficient?
• What makes them smile, and what makes them frown when interacting with your web or mobile app ?

It just gives you a better picture of what's working and what's not.

Here’s a real example: during one customer visit, we saw that the customer was using a TV to display our reporting in Close . But at the time, our reporting page wasn’t optimized for full-screen display—it looked crappy.

I remembered that one of our engineers had worked on a quick fix that would make this look better, but we had never released it. I sent a message to the team, and within an hour, this feature was released by our VP of Engineering, Phil Freo . It looked fantastic, and our customers loved it.

While visiting customers, you can gather more in-depth feedback about how they’re using your product and where they would like to see improvements in the customer experience. Product managers can then use this information to build out improvements.

Find Opportunities to Upsell

Years ago, during one customer visit, we found the customer was on a basic plan that didn’t include a specific feature. Instead, they were using a third-party provider to get this feature for their sales team.

Talking with the founder, we faced some resistance to upgrading their plan. But we gained an internal champion during that customer visit by chatting with the sales team manager. We gave him everything he needed to make the transition happen, and they soon upgraded their plan to start using this feature again.

Visiting customers in Germany in 2015

This is the power of in-person visits—not only did the extra revenue help us, but by upgrading their plan, the customer’s success with our product was significantly increased.

Create New Case Studies and Customer Stories

Using case studies and real-life examples of how your customers use your product is an excellent digital marketing strategy and one that will help build trust in your brand.

When planning customer visits, think about the customers you may want to interview for video testimonials or case studies on your website. Having these real customer stories also helps build better marketing alignment with your ideal customers and their needs.

All of these are examples of the kinds of benefits you can get from visiting your customers. You can't predict which benefits precisely you'll get—but you will always get value from a customer visit!

Get Your Copy of Talk to Your Customers →

How to Plan a Client Visit That Boosts Customer Loyalty in 7 Steps

By now, you should be sufficiently motivated to actually visit your customers. But what do you say and do? How do you get the most value out of these visits? How do you prepare for them? How do you wrap them up? How do you get started when you visit their office?

1. Identify Which Customers to Visit

Whether you have 10 customers or 10,000, it’s probably not feasible to visit everyone. So, which customers should you visit?

To start, make a list of the customers who already have a good rapport with you—your partners, advocates, and overall best customers.

Next, include customers who are using your product or purchasing from you on a regular basis. Learning about how they use your products and services, or why they keep coming back to you, will be great for your team.

Finally, make sure to include the customers who consistently give you critical feedback. These customers are already pushing your team to do better, and they will likely have super valuable insights to share with you when you visit in person.

2. Decide Who You’re Meeting With

Once you know which companies you’ll visit, decide which individuals inside the company you’ll need to meet with.

First of all, you set up a meeting with the founders or CEO. That's the person you'll be officially meeting. But it's not necessarily the person you'll spend most of the time with.

For SaaS companies, focus on the person managing the team that's using your product, as well as the end-users. If you’re a service-based business, talk to the people who are mainly affected by using your services.

The Close team visiting customers in Ottawa, Canada, 2014

3. Spend Time Getting to Know the Business Beforehand

Just like when prospecting, spend time doing research before the meeting—whether that’s on social media sites like LinkedIn, on the company’s website, or in B2B databases like Crunchbase.

When you walk into that client visit, you should know exactly who you’re talking to, what kind of business they are, which customers they serve, and how your product or service fits into that workflow.

4. Prepare and Share an Agenda

Having a clear agenda for your customer visit is essential to get the most out of the time you spend with your customers.

Start by setting out the agenda for your main meetings with the C-suite and with the managers of the teams that use your product. Set up talking points: such as updates to your product pricing, or upcoming feature launches in your product. Also, leave room in the agenda for their team to add any questions or comments. Leave a clear space for them to give you feedback.

Once your customer visit agenda is prepared, share it with their team. Let them have editing access so they can include their ideas. Make sure that expectations between you and your customer are aligned before you start asking them a lot of questions. Create a setting that encourages them to discuss and share their concerns openly.

Also, make sure to discuss confidentiality. If you plan to report back to your team after your customer visit, explicitly ask them if they're fine with you sharing their business processes, revenue numbers, etc, with your team. (If not, that's fine too—you can still share the learnings, without actual specifics, with your team.)

That way, both teams will be ready to get started when the day comes.

5. Learn About the Customer Experience in Real Time

So, the day of your customer visit has finally arrived! Start by talking in general, broad terms about their business and your business. Then, progress to more specific topics and product use cases.

Be both a student and a mentor. Learn as much as you can about your customers, and look for opportunities to help them. Learn about their workflows, and your product fits into those workflows.

Here are some questions you might ask during a client visit:

• How often do you use our product?
• Which team members use our product the most? How often do they use it?
• Are there secondary users that only use our product occasionally? If so, for what? How often?
• What are your business goals?
• How do you implement our product in your daily workflow?
• What bugs have you encountered?
• What features are you missing within our product?
• What do you like most about our product?
• What do you hate about our product? Which limitations do you find particularly frustrating?
• Which metrics does your team track within our product? (Or which KPIs does our product impact for your team?)
• If our product ceased to exist tomorrow, what alternatives would you consider to replace us?
• Are there any trends or changes in the industry that could affect the way you use our product in the future?

These questions and others like them will give you a clearer picture of how your customers use your product, and how it impacts their business.

The Close team doing a customer visit

6. Ask for and Give Referrals

Visiting customers is a great opportunity to get referrals . And to refer them to others as well. Don't just limit referrals to potential customers—any reason to put them in touch with other people is fair game, as long as you can see potential value for both parties.

Sometimes we see companies serving the same audience with complementary services—that's potential for a co-marketing initiative. If you introduce two happy customers to each other, and they collaborate together, and both get a ton of value out of it, you generate a lot of goodwill, and oftentimes very vocal brand advocates.

If you have a partner program set up, try to see if the customer you’re visiting would be a good candidate for that program, and help them understand how it works and the benefits they could get.

7. Create a Customer Visit Report for Your Team

If you do conduct a customer visit, make sure to document your learnings and take note of memorable moments. Then, you can share these insights with your team.

It's important that all the insights you gain during a customer visit actually become organizational knowledge—otherwise, your customer visits are basically useless.

So, set up a structured customer visit report that your team can peruse and learn from, both now and in the future. Inside this document, note specific items that will be of interest to the different teams in your company—for example, product feedback that your product managers may want to look at, customer journey insights that the marketing team should keep in mind, or product knowledge gaps that the customer success team may need to address.

To make sure everyone in the company benefits from customer visits, we try to share some pictures or highlights from our customer visits in Slack, and then during our weekly team meeting, a team member might give a quick 2-minute summary of their customer visit.

How Often Should You Plan Customer Visits?

There's no one-size-fits-all formula. It depends on your startup, but in general: you should meet them more often than you're meeting them now.

Jason Lemkin recommends every co-founder, CEO, and Customer Success Manager should meet on-site with five customers a month.

Being able to see the environment in which your customers use your product, the atmosphere at their workplace, and talking with the people who use your product daily is always an insightful experience.

Customer visits have been a crucial market research method for traditional businesses for many decades—but they're even more crucial for startups and SMBs . Your most powerful asset when you're in a market with established, large companies is your ability to understand your customers better and focus on their needs better than a large corporation can.

Michael Seibel, Managing Director at Y Combinator, said : "If you look around the startup ecosystem, you can find too many founders who believe that famous investors + lots of employees = winning. I bet most of our VC-backed competitors feel this way, and you can use this to defeat them (they aren't talking to customers nearly enough).”

Want more insights on talking to your customers? Get my book and learn more about building customer intimacy.

More articles from The Close Blog

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Learn from the sales pros with our free sales guides.

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.

B2B Email Mastery

Master cold outreach with our collection of the 33 best B2B sales email templates. Strengthen your communication strategy with our guides on crafting polite meeting request emails [ 26 Email templates to ask for a meeting politely ], discovering the top digital marketing tools for 2024 [ 85 Best Digital Marketing Tools of 2024 ], sharing your scheduling link seamlessly [ 28 Email templates to share your scheduling link politely ], and sending timely reminders [ 25 Meeting Reminder Email Templates ].

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.

Increase your bookings by reducing the customer friction

Leadmonk is a mobile-first scheduling platform that offers flexible booking options, automated reminders, and promotional landing pages. It reduces the booking friction by giving the flexibility to your customers to book appointments using their mobile number or email address without the back-and-forth emails or messages. You can let invitees opt-in for WhatsApp or SMS notifications if they book with their mobile number, so they get updates on the go.

Meet one-on-one or in a group or as a team (Collective, and Round Robin appointment types). Meet online or in person. Leadmonk supports all meeting combinations.

It is built for customer-facing teams such as Sales, Marketing, Customer Success, and Freelancers/Consultants. It is also suitable for industry sectors such as Doctors, Dentists, Chiropractors, Entrepreneurs, Educators, Coaches, Recruiters, and Professional Services companies such as Legal, Accounting, and Real Estate.

It integrates natively with Google, G-Suite, Outlook and Office 365 Calendars, Google Meet, MS Teams, Zoom, Stripe, PayPal, Zapier, HubSpot, and other popular business apps to support your business in a wide range of prospect and customer scheduling scenarios.

It is perfect for any person or business no matter if you are starting off or have been around for a while.

Save time on scheduling. Spend time on the things that matter. Check leadmonk.io to know more.

Latest posts

20 questions for faster and better b2b lead qualification, the ultimate guide to generating leads and converting them into meetings, unlocking cost savings: inside sales teams and appointment scheduling software, 28 proven strategies and techniques for lead generation and conversion, how to increase lead qualification with self-qualification forms, close more deals by routing leads to the right sales rep, double your inbound conversion using leadmonk.

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.

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