7 Tips for Asking for a Meeting Availability

Meeting planning is a very common way in business communication to discuss a variety of topics. Whether it’s an interview for a job, watching a potential client, attracting potential clients, etc., they all fit perfectly into the organization of the meeting. Therefore, a meeting request by email becomes a formal way of communication between all business people.


An email meeting request has three main reasons for planning, including:

  • time;
  • date;
  • venue of the meeting.

Here are some variants of meeting request.


When asking for availability, be sure to use the first line of the email to prioritize the meeting. Asking for presence in the first line, you attract attention. Because he receives a lot of emails every day, people often look at the letter before rejecting it. No one wants his inbox to stack or every email to be carefully sorted. However, increasing the importance of the first line, people usually open it more often because the importance attracts them. The recipient will also respond quickly because of the importance.


When asking about availability, it is important to be straightforward to get the recipient’s attention. The duration of attention is getting shorter every day, and it is necessary to save time due to efficiency in the organization.

What Does the Meeting Include?

When asking about the availability of a meeting, you must first determine what it provides. Who is needed for the meeting and what topics or issues will be discussed? Therefore, when you send an email requesting the availability of meetings, you should emphasize the importance of visiting visitors and how mutually beneficial it is.


Remember to indicate the approximate duration of the meeting (board) so that the recipient can schedule the meeting according to their own agenda. And be flexible in your planning.

Send a Personal Email

Once you’ve determined what the meeting is about and who is needed for the meeting, it’s time to send an email to the participants. If you ask about availability and indicate importance, it’s best to send an email in person instead of a “copy of your email.” This is very important when it comes to board meetings. You want the recipient to open the email and know the goal with just a few keywords.


Also, write an email so that the recipient knows what the appointment is about and whether the appointment is available.

Suggest Viable Options

A busy schedule requires viable options. You can’t expect everyone to fit in perfectly with your time. Therefore, you can suggest several dates and hours in the email and ask which time interval best fits the recipient’s agenda. This creates a space for breathing, which will make it easier to put an appointment on the agenda and respond politely to your email.


Check Grammar and Spelling

Every meeting is different, so civilized language is important. It is important to be extremely polite when sending an email requesting an appointment. There are no grammatical errors, as the recipient may be repulsed by a poorly written email.

Add Information

If you are sending an email requesting an appointment, it is important that you provide relevant meeting information. When it comes to potential customers, it means sending investments with valuable and up-to-date information about your company and its products. Also add links to your website and contact information.


For security reasons, you should first check your files for viruses. To save space, the size of the nozzle will be minimal.


Be Thankful

When all recipients have read and responded to your email request, it’s important to send a thank-you note. Professionalism is highly valued in the business environment, so providing an answer is important to show appreciation.


The thanks notes should be professional and positive so that the recipient can attend the meeting. Even if the potential customer reacted negatively, do not forget to thank him for the time spent, because the future may be more fruitful.