Email Marketing

5 Email Templates for Successful Scheduling Clients and Prospects

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Tereza Zemanová  |   September 1st, 2023

10 Min.  read

You might think that writing a “little” email to schedule a meeting is a no-brainer. However, if you don’t compose your scheduling emails right, you can go back and forth trying to figure out what works for both. 

Not only will you lose valuable time, but clients’ interest can lessen with every new email they have to send.

Image preview for article: 5 Email Templates for Successful Scheduling Clients and Prospects

Let’s dive right into several useful and adaptable email templates.

An Initial Outreach Email

The first email needs to make a good impression. The goal is to provoke the customer's curiosity and hint at a potential meeting. 

If you go in with aggressive “Hi! Let’s schedule a meeting” you can be perceived as rude and pretentious. Instead, show respect and build your credibility.

Do that by explaining why you are worthy of their time. If the client or prospect isn’t familiar with your company, give them a quick rundown of who you are, what you do, and how the client should care. 

Furthermore, to convince the email recipient that you are trustworthy, mention your popular projects and/or best clients. The fact that you have experience will assure them to hear you out and schedule a call or a meeting. 

You can use the following template as a skeleton for such an email.

How to introduce yourself and request the meeting

Hi [Client/Prospect],

I’m [your name] with [your company]. Let me get straight to the point. 

We're a [your industry] company, and we specialize in [your niche]. Our goal is to help clients with [name a challenge you can solve for the client].

We’ve served over [an approximate number of clients], including:

  • [former client]

  • [former client]

  • [former client]

I was wondering if you can spare a few minutes of your time to discuss [the client’s potential pain point you can solve]? 

We’ll be brief, I promise!

Looking forward to hearing from you. 


[Your Name]

Email Reply to a Client

You won’t always be the one who makes the first move. Clients and prospects can get in touch with you as well. 

In this case, the previous email template won’t apply. 

Since the clients are acquainted with your company and have already expressed their interest, keep it short and sweet. Simply nudge them in the right direction and point out the next step.

Here's a template of how you can respond to a client’s inquiry and entice a meeting or a call.

Email templates: How to respond to a client and request a meeting

Hi [Client/Prospect],

Thanks for contacting us about [mention the client’s reason for outreach]. We are happy to hear from you.

I’d gladly schedule a time with you to answer all your questions. 

Click here [a link to scheduling calendar] to review our schedule and book a time that works for you.

We look forward to talking with you soon.

Kind Regards,

[Your Name]

You can use appointment scheduling software to speed up the scheduling process. Simply integrate the link in an email and the client will access your calendar. They will be able to see open slots and book a meeting with you in a minute. However, if you don’t have an online scheduling calendar, you can list when you’ll be available in the following few days.


I’ll share with you my availability so let me know what works best for you:

  • Monday (April 5th), 3 P.M.

  • Wednesday (April 7th), 10 A.M. or 2 P.M.

  • Thursday (April 8th), 9 A.M. or 1 P.M.

Embrace the direct approach by giving clients precise dates and times to limit the exchange of emails.

Follow-Up Email as a Closing Tool

“Not every email outreach will be graced with an instant reply. People are busy. People forget. Or they overlook your email.  If you’ve sent an email and haven’t gotten a response, it’s time for the next step – a friendly follow-up.”

— Linda Ferguson, CEO at

Why follow-up emails matter?

Because 80% of deals require at least five exchanges before closing the deal. 

Therefore, you can use this follow-up email template for the second round of “scheduling endeavor.”

How to follow up after unanswered email

Hi [Client/Prospect],

It’s [your name] from [company name]. I just wanted to reach out and check if you have any questions.

If you are ready to schedule a meeting or a call, respond to this email or follow this link [a link to your scheduling calendar].


[Your Name]

This segment is optional, but you might want to give some proof of your investment in this collaboration. Before you say your goodbyes, entice the client some more with the following:

I thought you might find interesting our work with [name of the past client whose case is similar to the new client]. With our help, they managed to [share a goal you helped them achieve]. You can also find out more about their case here.

Email for Setting the Meeting Date

It often happens that you have a nice quick chat on the phone, but you settled on scheduling a meeting or detailed discussion over email. In this situation, you must act fast.

A concise and direct email that prompts fast agreement will help you set the date. Exploit the fact that the client is still under the impression of your great talk.

Just take a look at the following email example that takes a friendly and casual approach to set a date with an established connection:

How to schedule a meeting

Hi [Client/Prospect],

This is [your name] from [name of the company]. We had a talk a few minutes ago/an hour ago/yesterday. 

I want to follow up on our talk and schedule a meeting. I’m excited to further discuss [the topic you were talking about on the phone].

You can book your time with me here [a link to your scheduling calendar] or respond to this email with the dates that work for you.

Looking forward to speaking to you again.

Kind Regards,

[Your Name]

Email for Closing the Deal

If you had a nice meeting, but you still need to make out the details of your collaboration, it’s time for another email.  

You can use this template to put your plan in motion and get that client you’ve been eying. 

How to schedule a "final" meeting

Hi [Client/Prospect],

Thanks for taking the time to meet with me yesterday/the other day. Our meeting made a great impression on me.

Anyway, I spoke with the team, and they are on board. If you are still interested in working with us, please follow this link to schedule another meeting or send me the dates that suit you best.


[Your Name]

Wrapping up!

Every business has one ultimate goal – to sell. To make a sale, you need to meet up with clients and prospects. To get that meeting, you need to send them an inviting email. 

As you can tell, something seemingly simple like a scheduling email sets the course for achieving your goals. 

Do you have some awesome tips and tricks for writing a scheduling email template? Share your wisdom with us!

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