Available Time Slot For Meeting
Here’s how to send someone a list of your available time slots from Outlook 2007.
With so many schedules to accommodate and little insight into when, exactly, the participants are available, finding the golden time slot often involves a long, seemingly endless e-mail thread. Given the time difference between our countries, I suggest these possible times. Thursday, 7 am New York (9 pm Tokio) Thursday, 9 pm New York (Friday, 7 am Tokio) If these are inconvenient, please suggest another time. The time of New York is also called EST or Eastern Standard Time (except that in summer they move one hour and are called EDT). Doodle is a free online appointment scheduler that can be used to book meetings and other events with friends, colleagues and anyone else. Email threads trying to book a large number of appointments can quickly become confusing and trying to mark off available and booked time slots on a piece of paper is not conducive for amendments and changes of plans.
- Click Add Time Slots. The system will automatically populate the dates/times for you. Next, you will need to assign a slot to each of the dates/times you have created. Click the orange Add Slots button. Enter the Title of Slot as 'Appointment' or other suitable text and choose the number wanted for each of your times.
- With technology, teachers across different schools (although Singapore is a very small country, and meeting face to face is not an issue, locating a common time slot for meeting still proved to be challenging) can share ideas and materials in a digital space.
Create a new email item as per below example, then click the Calendar button:
The following form will appear:
Choose the Calendar (if you have multiple) and Date (or range) you want. I usually tick the box to limit it to just work hours.
Click OK and it inserts the list of available times into your email (note it requires the email to be in HTML format).
Click Send.
Already know this tip? Yep, you’re probably not alone. That’s why this post is covered under the ‘well duh’ item in my Disclaimer.
Our inboxes have never been busier.
More than 280 billion emails were sent and received every single day in 2018. By 2023, that number is expected to reach 347 billion. For a bit of (terrifying) context, that’s more than three times the number of humans who have ever lived.
So it’s hardly surprising that a lot of emails get ignored – in fact, it’s a wonder we ever get around to responding to any of them. With all that competition around, it’s vital that your business meeting request emails cut through the noise. Here’s how to do it.
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 line manager or a campaign debrief with your team. For that, you can use an internal email tracking tool. I’m talking specifically about reaching out to a prospect. You want to book a meeting – a phone call, a video conference, a screen sharing session or ideally in person – to discuss your product and how it’s relevant to their needs. You want to sell to them.
You might already have a relationship with that person, and if you do then you should be sending them text messages, or this might be the first time you’re reaching out to them. Perhaps you’ve been given their details by a mutual connection, met them at a networking event, or found them on LinkedIn. Having these 10 meeting request email templates allows you to scale your sales engagement outreach efficiently.
Whatever the status of your relationship with the prospect in question, there’s a simple rule you can follow to help you structure your meeting request email. It’s called the RAP model:
- R – provide a reason for writing;
- A – request a specific action;
- P – end the message professionally
There are a couple of other principles to keep in mind, too. Endeavor to keep your sentences short and simple – you’re trying to communicate a clear message in the most concise way possible, not write War and Peace – and make your subject lines brief and to the point. Additionally, personalizing the email to your target recipient is generally more effective than mass email blasts.
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Examples of great business meeting request emails
So you’ve read my advice. That’s fine, but you’re probably still wondering what a great business meeting request email – one that gets you in front of your prospects – actually looks like. It’s definitely not the type of writing you are used to creating for social media. Also, it has nothing to do with your college assignments. And even if right now you’re thinking something like “writing my papers was as easy as ABC”, take your time and have a look at the emails below.
Never fear. I’ve put together ten examples of meeting request emails that get results. Feel free to adapt them to your own situations and recipients.
Example 1: Professional cold email #1
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]
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.
Available Time Slot For Meeting Email Template
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,
[your name]
Example 3: Cold email displaying your credentials
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]?
Kind regards,
[your name]
Example 4: Reaching out to someone you’ve recently met
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.
Sincerely,
[your name]
*When I say quick, I actually mean it – we’ll keep it to 15 minutes tops. I know you’re busy!
Example 5: Cold email highlighting an issue
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].
Best,
[your name]
Example 6: Cold email for SaaS companies
Hi [client’s first name],
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]
- [Product benefit]
- [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?
Regards,
[your name]
Example 7: Product demo request email
Hi [client’s first name],
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:
- [Product benefit]
- [Product benefit]
- [Product benefit]
We’re currently offering 10-minute demos – would you like to schedule one? [Link to scheduler].
Regards,
[your name]
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Example 8: Cold meeting request and customer testimonial
Hi [client’s first name],
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:
- [Product benefit]
- [Product benefit]
- [Product benefit]
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?
Best,
[your name]
Example 9: Using questions to demonstrate your expertise
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.
Available Time Slot For Meeting Email
Sincerely,
[your name]
Example 10: The brutally honest approach
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!
[your name]
What’s your method for sending meeting requests? Will you be changing it after reading these ideas? Let us know in the comments below: