Meeting Request Email Templates for Scheduling, Rescheduling and Follow-Ups

Short answer: a meeting request email should say why you want to meet and how long it will take. Offer two or three specific times with the time zone, and introduce yourself if they don't know you. Make it possible to say yes with one reply. When you reschedule, apologise once, give new times straight away, and keep it in the same thread.

Below are 9 meeting request email templates for executive assistants, founders and anyone who books their own meetings. Copy them, fill in the brackets, and keep the times exact.

What a good meeting request includes

Leave out long background. If the other person needs context, attach a short agenda or a document.

9 meeting request email templates

1. Asking someone you know for a meeting

Subject: 30 minutes on [topic] next week?

Hi [Name],

Could we meet for 30 minutes to [purpose]? Would any of these work?

• [Day, date] at [time, time zone]
• [Day, date] at [time, time zone]

If not, send me a couple of times and I'll fit around you.

[Your name]

2. Asking someone you don't know (a first meeting)

Subject: Intro from [mutual contact / context]: [topic]

Hi [Name],

I'm [your name], [role] at [company]. [Mutual contact] suggested I get in touch because [specific reason].

Would you have 20 minutes in the next two weeks to talk about [topic]? I'd like to [what you want to learn or propose].

I'm free [time option 1] or [time option 2], [time zone]. Happy to work around your calendar.

Thanks, [Your name]

3. Scheduling on behalf of an executive

Executive assistants: name whose calendar you manage and keep your manager copied if that's how your team works.

Subject: Meeting request: [Executive name] and [Name]

Hi [Name],

I manage [Executive name]'s calendar. [Executive first name] would like to meet with you about [purpose] for [length].

Here are some times that work on their side:

• [Option 1, time zone]
• [Option 2, time zone]
• [Option 3, time zone]

Once you pick one, I'll send the invite with a [video link / address].

Best regards, [Your name] Executive Assistant to [Executive name]

4. Confirming a meeting

Subject: Confirmed: [topic] on [day, date] at [time]

Hi [Name],

Confirming [day, date] at [time, time zone], [length], on [Zoom / Teams / in person at address]. The invite is on its way.

Agenda:

1. [Item]
2. [Item]

See you then, [Your name]

5. Rescheduling a meeting (you need to move it)

Subject: Re: [original meeting subject]

Hi [Name],

I'm sorry, I need to move our meeting on [original date]. Could one of these work instead?

• [New option 1, time zone]
• [New option 2, time zone]

I'll update the invite as soon as you confirm.

[Your name]

Offer the new times in the same email. "Can we reschedule?" with no times adds a round of back-and-forth.

6. Replying when the other person asks to reschedule

Subject: Re: [original meeting subject]

Hi [Name],

No problem. Here are a few other times: [option 1] or [option 2], [time zone]. Or pick any open slot here: [booking link].

[Your name]

7. Declining a meeting politely

Subject: Re: [meeting subject]

Hi [Name],

Thanks for the invitation. I can't join this one. [Optional: Could you share the notes afterwards? / [Colleague] is better placed to help and is copied here.]

[Your name]

8. Follow-up when nobody answered your request

Subject: Re: [original meeting subject]

Hi [Name],

Following up on my note about meeting to [purpose]. The times I offered have passed, so here are two new ones: [option 1] or [option 2], [time zone].

If now isn't a good time, just say so and I'll check back in [month].

[Your name]

9. Follow-up after the meeting

Subject: Notes and next steps: [meeting topic]

Hi [Name],

Thanks for the time today. What we agreed:

• [Decision or action], [owner], by [date]
• [Decision or action], [owner], by [date]

Next meeting: [date or "to be scheduled"]. Reply here if I missed anything.

[Your name]

Scheduling tips that save rounds of email

Offer times, not "when are you free?". An open question gets an open answer. Two concrete slots usually settle it in one reply.

Write the time zone every time. For people in other countries, add both zones: "15:00 London / 10:00 New York".

Use a booking link as a fallback, not an opener. Sending only a link hands the scheduling work to the other person. A link works well after the times, as "or pick any slot here".

Keep the thread. Reschedules, agendas and notes in one thread mean nobody has to search for the original invite.

Send the calendar invite straight after the reply. The email agrees the time. The invite is what keeps it on both calendars.

Saving these templates in Gmail and Outlook

In Gmail, enable Templates under Settings, Advanced, then save a draft as a template (Google's steps). In Outlook, open My Templates from a new message (Microsoft's steps). To make sure a request lands in working hours on the other side of the world, both apps have schedule send (Gmail, Outlook).

How Jace drafts scheduling emails for you

The slow part of scheduling is checking the calendar and typing the options. Jace is an AI email assistant for Gmail and Outlook that does that part and leaves the decision with you.

• Times from your real calendar. When an email asks to meet, Jace checks your free time on the calendars you have selected in Jace and writes a reply draft with options.
• A draft event, not a surprise booking. Jace prepares the calendar event. It is only created when you click Create Event, and invitations then go to the attendees.
• Your scheduling rules. Tell Jace "for scheduling meetings, use Calendly" or "never book before 10 am" and it applies that to every draft (rules).
• Reschedules in the same thread. Jace reads the whole thread, so a reply to "can we move Thursday?" refers to the right meeting.
• Follow-ups on unanswered requests. If the other person hasn't replied 3 days after your last email and the thread is in Waiting, Jace drafts a follow-up.

Know the limits. Jace shows overlapping events but does not block a double booking, and it does not create recurring events. Drafts wait for you to send them. More detail is in email scheduling with Google Calendar.

Related templates

• Follow-up email after no response
• Recruiting email templates for interview scheduling
• Sales follow-up email templates

FAQ

How do you write an email asking for a meeting? State the purpose in one line, say how long it will take, and offer two or three specific times with the time zone. Add a fallback such as "or send me times that suit you".

How do I politely reschedule a meeting by email? Reply in the original thread, apologise once, and offer two new times in the same email. Update the calendar invite as soon as the other person confirms.

What is a good subject line for a meeting request? Name the topic and the length, for example "30 minutes on the Q1 budget next week?". For a first meeting, mention the mutual contact or context.

How do executive assistants write meeting requests for their manager? Say whose calendar you manage, state the purpose and length, offer times that work for your manager, and say you will send the invite once a time is picked.

Can Jace book meetings for me? Jace proposes times from your calendar and prepares a draft event. The event is only created when you accept it, and the reply only goes out when you send it.

Does Jace work with Google Calendar and Outlook calendars? Jace connects to the calendar of your Gmail or Outlook account and checks the calendars you select for availability. See Jace for Gmail and Jace for Outlook for setup.

Try it on your calendar

Start a free 7-day Jace trial and connect your Gmail or Outlook account. Plans are on the pricing page.

Sources (checked 7 November 2026)

• Jace: Drafting and follow-ups, Rules, Labels, Pricing
• Google: Create a template in Gmail, Schedule emails to send in Gmail
• Microsoft: Create email templates in Outlook, Delay or schedule sending email in Outlook