Here is How to write Emails to Clients and Colleagues to Schedule an Appointment or a Meeting with them


Your Question:

I would like to know how to write an email to a colleague or client to schedule an appointment or meeting with them.

Ana Answers:

It depends slightly on the individual you are contacting and your relationship with them. If it is a colleague within your department or junior members of your staff, you may use a slightly less formal email than you would a client, or person in a more senior position than yourself.

business email writing

Some people build strong personal relationships with clients too, so the tone of the email must ultimately match the relationship between yourself and the other person.

However, there are certain general approaches when creating business emails, such as staying polite, succinct, and to the point.

Here’s an example of an email you may send a colleague or junior member.

To: [email protected]
Subject: Meeting Re: advertising budget
Dear Joe,

I would like to schedule a meeting to discuss our advertising budget for the next quarter.

Would you be available tomorrow at 11 am for a meeting? It should not take more than 30 minutes.

I look forward to hearing from you.



As seen from the example, we can see that an email for scheduling a meeting should always have:

  1. A relevant subject line (introducing the topic)
  2. Intro: A polite opening: e. Dear (name)
  3. Body 1: Short paragraph explaining the reason for the meeting or appointment
  4. Body 2: One or two sentences to propose a time and date.
  5. Closing: A polite closing: i.e.

I look forward to hearing from you.

accept, business meetingWhen emailing a senior member or client, it is important to remember that – according to business etiquette -, they should be given the first choice of time and for a meeting.

For this reason, we suggest in this case that you request a time convenient to them rather than recommend a time and date yourself.


In this case, you may adapt the Body 2 section to look more like this:

Could you please indicate a time and day which would suit your schedule? 


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S Ganesh
5 years ago

I would like to write a mail regarding IT issue, I am not able to send mails from my outlook due to some IT security policies.
Please help