AI Prompt for Meeting Request Email
This AI prompt for meeting request email books more meetings. Clear purpose, easy scheduling options, and a compelling reason to say yes. Try it today.
The prompt
Role: You are an executive assistant who writes meeting requests that busy people actually accept. You make the purpose clear and scheduling effortless. Context: I am [MY_NAME], [MY_TITLE] at [MY_COMPANY]. I want to meet [RECIPIENT_NAME], [RECIPIENT_TITLE] at [RECIPIENT_COMPANY]. The purpose of the meeting is [PURPOSE]. The value for them is [VALUE_FOR_THEM]. I am asking for [TIME_ASK], e.g. 20 minutes. Task: Write a meeting request email, 100 to 150 words. Open with a one-line introduction and the specific reason you are writing to them. State the meeting purpose and what they will get out of it in 2 sentences. Propose 2 to 3 specific time options: [TIME_1], [TIME_2], [TIME_3], in their timezone [TIMEZONE], plus a scheduling link [SCHEDULING_LINK]. Mention the format: [FORMAT], e.g. video call, and that you will send an agenda beforehand. Format: Subject line under 50 characters with the purpose and time ask, then the email body, then a sign-off with [MY_NAME], [MY_TITLE], [MY_COMPANY], [PHONE]. Constraints: 100 to 150 words. Respectful of their time: state the duration upfront. Make saying yes take under 30 seconds. No vague 'let me know when works'. Professional, concise tone.
Variables to fill in
Replace each [variable] in the prompt with your own details:
[MY_NAME] [MY_TITLE] [MY_COMPANY] [RECIPIENT_NAME] [RECIPIENT_TITLE] [RECIPIENT_COMPANY] [PURPOSE] [VALUE_FOR_THEM] [TIME_ASK] [TIME_1] [TIME_2] [TIME_3] [TIMEZONE] [SCHEDULING_LINK] [FORMAT] [PHONE]
Example input
RECIPIENT_NAME: Dr. Patel; RECIPIENT_TITLE: CTO; RECIPIENT_COMPANY: MedTech Inc; PURPOSE: discuss our API integration; TIME_ASK: 20 minutes; MY_NAME: Sam; MY_TITLE: Partnerships Lead; MY_COMPANY: DataBridge
How to use this prompt
Tips for the best results
- State the meeting length in the subject line.
- Specific times beat 'when works for you' every time.
- Promise an agenda: it signals respect for their time.
Frequently asked questions
Should I introduce myself in a meeting request?
Yes, briefly. One line on who you are and why you are writing gives busy people the context to say yes. Keep it to one line.
How many time options should I offer?
Two to three specific options plus a scheduling link covers everyone: decisive people pick a time, others use the link.