# Meeting request email templates, with time slots included > Meeting request email templates for cold, warm, internal and short-notice asks. Each offers concrete time slots, states the purpose and fits one screen. Source: https://askmomo.app/templates/meeting-request-email ยท Updated 16 October 2026 A meeting request email asks one person for one block of time and makes saying yes a one-word reply. Send it when a thread has gone past three replies, when you need a decision, or when you are meeting someone for the first time. The five templates below cover cold, warm, internal, short-notice and formal requests. ## What should a meeting request email say? Four things, in this order: why you want to meet, how long it will take, two or three specific times with the time zone, and what happens if none of those work. Put the purpose in the subject line. Keep the whole email short enough to read on a phone without scrolling. If the person already knows you, skip the introduction and start with the ask. ## Template 1: cold request to someone who does not know you Use this for a first contact where you have one clear reason the meeting is worth their time. ``` Subject: 20 minutes on [topic]? Hi [Name], I run [company], where we [one line on what you do]. I am writing because [specific reason this person, for example: your post on X / your team is hiring for Y / a mutual contact suggested it]. Could we take 20 minutes next week? I can do: Tuesday [date], 11:00 to 11:20 IST Wednesday [date], 15:30 to 15:50 IST Thursday [date], 10:00 to 10:20 IST If none of those suit, send me any slot that does and I will work around it. A Google Meet link will follow once you pick. Thanks, [Your name] [Title, company] ``` ## Template 2: warm request after an introduction or event Use this within two days of meeting someone or being introduced, while the context is fresh. ``` Subject: Following on from [event / intro by Name] Hi [Name], Good to meet you at [event] on [day]. You mentioned [the thing they said], and I have been thinking about it since. I would like to pick that up properly. Would 30 minutes on [day, date] at [time] IST work, or [second day, date] at [time] IST? Happy to come to you, or Google Meet if easier. Best, [Your name] ``` ## Template 3: internal request for a decision Use this inside your own company when a thread has stopped moving and a decision needs a room. ``` Subject: Decision needed: [topic], 15 min this week Hi [Name], The [topic] thread has three open questions and nobody can close them over email. I would like 15 minutes to decide [the decision] so [team] can start on [date]. Options: [day] [time] or [day] [time]. I will send a two-line summary of the choices the day before so we can decide inside the slot. Thanks, [Your name] ``` ## Template 4: short-notice request for today or tomorrow Use this when something cannot wait and you need the other person to understand why without alarming them. ``` Subject: Quick call today on [topic]? 10 minutes Hi [Name], Something has come up on [topic] that needs your input before [deadline]: [one sentence on what changed]. Can you spare 10 minutes today? I am free 14:00 to 16:00 IST and again after 17:30 IST. Reply with a time and I will call, or send me yours. If today is impossible, first thing tomorrow works too. [Your name] ``` ## Template 5: formal request to a senior or external stakeholder Use this for a client sponsor, a regulator, a board member or anyone whose assistant may be reading. ``` Subject: Request for a meeting: [topic], week of [date] Dear [Name], I am writing to request a meeting to discuss [topic]. The purpose is to [one line: agree the scope of X / review the proposal dated Y / introduce Z]. I expect the discussion to take 30 minutes. I am available at the following times, in IST: [Day, date], [time] [Day, date], [time] [Day, date], [time] If it would be more convenient, I am glad to work around your calendar. Please let me or [assistant name] know what suits. With regards, [Your name] [Title, company, phone] ``` ## What to change before you send Every placeholder is a decision. The ones below are where templates go wrong. - Write the time zone on every slot, not once at the bottom. IST, not India time, and add the other person's zone if they are abroad. - Offer slots at least 24 hours ahead unless the request is urgent. Slots in the next two hours read as pressure. - Say the length you actually need. A 20-minute ask gets accepted more easily than a vague "catch up" with no end. - Give the reason this specific person, not a reason you could send to anyone. One concrete detail beats a paragraph of flattery. - Check the slots against your own calendar after you edit the dates. Sending a time you are not free for is the most common error. - Remove any sentence that starts with "I hope this email finds you well". The ask is the opener. ## How much notice to give, and how many slots Two or three slots across two different days is enough. One slot forces a counter-offer; five or more reads like a calendar dump. Spread them: one morning, one afternoon, and avoid the first hour after lunch. For someone outside your company, aim for next week rather than this one. For colleagues, two working days is fine. If they have not replied after three working days, send one follow-up with fresh slots, since the old ones may already be gone. [How to schedule a meeting by email](/blog/schedule-meeting-by-email) walks through what to do with each kind of reply, including "none of those work". ## Let Momo AI do the thread Momo AI handles this thread for you: it reads your Google Calendar, drafts the request in your writing style with two to four free slots, and saves it to Gmail Drafts for you to send. When the reply comes, it books the pick with a Google Meet link and writes the confirmation. Nothing goes out until you tap Send. See [scheduling by email](/schedule-meetings-by-email) and how it works [for founders](/for/founders). ## Questions ### How do you politely request a meeting in an email? State the purpose in one line, say how long you need, offer two or three specific times with the time zone, and invite them to suggest another if none work. ### What is a good subject line for a meeting request? The topic and the length, for example "20 minutes on Q3 pricing?". Avoid "Meeting" on its own or "Quick question". ### How many time slots should I offer in a meeting request? Two or three, across at least two days, each with the time zone written out. More than four makes the reply harder, not easier. ### Should I attach a calendar link in a meeting request email? For a warm contact or a senior person, offer slots in the body instead; a link asks them to do the work. Links are fine for inbound demo requests. ## Related - [Book meetings over email, without sending a link](https://askmomo.app/schedule-meetings-by-email) - [Email templates you can copy, then stop writing by hand](https://askmomo.app/templates) - [Reschedule meeting email templates that keep the meeting on](https://askmomo.app/templates/reschedule-meeting-email) - [Follow-up email after a meeting: five templates for the same day and the week after](https://askmomo.app/templates/follow-up-after-meeting) - [How to Schedule a Meeting by Email, Step by Step](https://askmomo.app/blog/schedule-meeting-by-email) --- Momo AI (Ask Momo, askmomo.app) is a personal AI assistant and chief of staff for Gmail and Google Calendar, built in India. It triages your inbox, drafts replies in your voice to Gmail Drafts, tracks who hasn't replied and what you promised, schedules meetings over email, and sends a morning brief. Every email and cancellation waits for your approval.