There are many reasons why you might request this, for example:
Making a sales pitch
Attracting an investor to your product
Follow up with potential clients and more.
In this post, we'll focus more on how you can successfully carry out these usa number data types of solicitations. The templates and tips I'll provide will also work well for other purposes, with minimal customization.
Advantages of sending a meeting invitation email
Of course, there are other ways to request a meeting: you can do it over the phone or in person. But doing it via email proves to be the most effective way, and here's why:
It is traceable
If you want a successful business deal, you must get used to a rigid form of communication. You must not miss any details.
Unlike spontaneous conversations or calls, email allows you to easily track what you sent. So you and your interlocutor can always stay on the same page and plan the agreement with the history of the email thread.
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It is convenient
In business, you need to be very careful about the people you are going to cooperate with, whether it is a prospect or a potential partner. Any pressure on them can cost you lost deals or business.
Email is the best way to maintain healthy business relationships while requesting a meeting: you can find the most appropriate tone and language to address a person, while you can plan your response without feeling embarrassed or pressed for time.
It is effective
Most business is now conducted online. The chances of you meeting a person at a sales conference or any other business event and having face-to-face communication are relatively low.
And speaking of calls, I doubt your potential client or investor is ready to respond right away or answer your follow-up calls. It’s no surprise that 9 out of 10 people want to use messaging to interact with businesses.
How to structure a meeting request email
Let's look at the anatomy of business meeting request emails.
Subject line
Before writing a business meeting request, think of a catchy subject line that will tempt a recipient to open your message. Here I advise you to refrain from long and complicated subject lines: busy people you'll be writing to won't bother to read them. Stick to something simple but nice and personalized , for example:
How about a meeting next Tuesday? (suitable for quick responses)
Are you free on Friday afternoon? (informal)
Request a meeting at your convenience (formal)
I know you're busy, [Name], but I need your feedback (personalized and engaging for the recipient's experience)
We better discuss this this week (creating a sense of urgency)
Are you available for a brief discussion? (intriguing)
I have something special to share with you (appealing to the feeling of exclusivity)
Need more subject line ideas for your business emails? Find them in one of our blog posts.
RAP template for email body and sing-off
Don't make it a long read. Your email should be short but meaningful. I've read thousands of emails and very often people tend to ramble on rather than writing with an objective focus.
To avoid this unhealthy popular trend, I recommend applying the RAP method, which has proven to be useful for structuring the body of a business meeting request email.
I know, there might be some good Eminem song playing in your head right now, but RAP is something different in email marketing . This is an abbreviation of 3 key points you should be on every time you compose an email:
R = Reason
Spend the first few lines providing a clear overview of the purpose of the meeting. Your recipient should understand why you are sending them an email and how their presence will impact the meeting.
Consider the example:
»I am writing to you because I have read your last post and I am excited about your level of experience»
A = Action
What follows is a kind of call to action that would encourage your recipient to continue the communication, changing it into the form of a business meeting. As a rule, this part tells your recipient the details of the meeting, such as the date, time, type of meeting (online or in-person), channel (for online meetings) or physical location (for in-person meetings).
For example:
»As my company is hosting a marketing conference next month, we would appreciate it if you could share your digital marketing expertise with our audience and participate in the event. Let me invite you to a short zoom call this Friday so we can discuss it in more detail. Is 2pm okay with you?
P = Professional Final
You should end your email with a signature that ties everything together and leaves a pleasant aftertaste, so that the person you are writing to will be more inclined to respond to your request in a positive manner. The general rule here is this: the ending should fit the overall tone of the email. For example, if the body of the email is formal, do not use an informal signature.
