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How to Write an Email to Arrange a Meeting

By October 29, 2017 No Comments

email to arrange a meetingApproximately 269 billion emails are sent every day. That works out to be almost 2.4 million every second.

Email is one of our most important tools for getting through the workday. But we all know how easily miscommunications can happen when we can’t rely on body language to tell us what someone is really saying.

When you send an email to arrange a meeting, you need to use the most professional and effective language, without sounding overly formal. This is a delicate balance that many people can get wrong, which can be awkward if you’re arranging a meeting with a potential client or business partner.

Here are some tips for writing the best email to arrange a meeting:

Set Up A Rapport When Writing An Email To Arrange A Meeting

Up to 45% of all emails are considered spam. We’re inundated with it. For this reason, most people are already wary and on the defensive as they read emails from new email addresses.

If you haven’t communicated with someone by email before, and you’d like to set up a meeting, consider setting up a rapport first.

You can do this by avoiding asking for the meeting in your first email. Instead, ask a simple Yes or No question to assess if they’re interested. This first email should only be around two sentences to see if they’d like to talk to you in the future.

Use Context

We’re all busy, which is why it’s not uncommon for people to agree to a meeting in person and then forget about it until you send an email.

Instead of an “out of the blue” email, introduce some context. Maybe you met them at an event. Perhaps you’re a massive fan. Or maybe you’ve been passed their information by a mutual acquaintance. Mention this information early on in the email.

Check Your Language

The language you use should be tailored specifically for the type of person you’re emailing. For example, you’d probably use very different language when addressing the CEO of a major corporation compared to the social media guru working for a startup.

With this being said, there are a few important tips to keep in mind regardless of who you’re emailing:

Be Clear

Never assume that someone will automatically understand you. Instead of writing “Can we talk next Monday”, write “Can we talk on Monday the 18th.”

Be Specific

People are busy, and no one wants to spend all day checking and reading work emails.

Your aim should be to cut down on the number of emails that are sent back and forth. Instead of writing “Let’s Skype on Tuesday afternoon”, say “Let’s Skype on Tuesday at 4 pm.”

Be Professional

There are many places where you can use slang. Unfortunately, business emails are not one of them. Never use text speech like “u” or “b4”. And avoid words like “redic” or “totes”.

Before you send your email, run it through a spell and grammar checker. Grammarly is an excellent option and can be installed as an email plugin to pick up any errors or typos.

Keep it Concise

Don’t overwhelm your recipient with excess information. Show that you value their time, and only include information that they need to know right now.

Ready to Email to Arrange a Meeting?

Hopefully, the above tips will make it much easier for you to arrange meetings with clients, business partners, and colleagues.

Remember to show that you value their time, and keep things professional.

What are your top tips for email in the workplace? Leave a comment below or get in touch with your thoughts.

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