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Formal Meeting Email Template

A formal meeting email is just like a business letter, and whether you are writing to a colleague or a boss, it is essential that the email is professional.

A well written letter can assure a positive reply.

Remember that you are the one requesting a favor, and therefore you need to be polite and flexible with the dates and circumstances of the meeting.


1. In the subject line use a clear title: avoid vague sentences, instead go straight to the point. The subject line should contain the date when you wish to have the meeting.

2. Keep the letter short and divide it into clear paragraphs: one for introducing yourself, and another one for offering various possibilities for the time and place of the meeting.

3. Clearly state the times you are available for the meeting, and offer several possibilities.

4. Offer an easy way to be contacted, such as a phone number you can be reached at any time.

Sample Formal Meeting Email Template

Subject Line: Meeting on the 12th of July

Dear Mrs. Shelley,

My name is Katherine Jones. I am contacting you in regard of the meeting scheduled on the 12th of July. You have asked me to contact you a few days before the set date, so we can find a suitable time for the meeting.

On the 12th of July I am free between 11 am and 15 pm, during which we can schedule the meeting any time you wish at my office. I will be waiting for your email. You can also contact me any time through my mobile phone, at 334-111-997.

Your sincerely,

Katherine Jones