Scheduling and Appointment Email Templates You Can Copy

Rule number one: Show respect and build 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 why they should care. 

To convince the email recipient that you are trustworthy, mention your popular projects and/or best clients.

You can use the following template as a skeleton for such an email. For more on writing the cold opening itself, see our outreach email best practices guide.

When the recipient already works with you, the request is different: You are not earning attention, but making a specific appointment easy to accept. Name the purpose, the length, and two or three concrete times, and always name the time zone.

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 direct. 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.

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. Pair the link with two or three typed times, so the recipient can either click through or reply with a single word, whichever costs them less.

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

A first scheduling email often lands while the other person is busy, so a short follow-up after two or three working days is normal rather than pushy. Indeed, a follow-up is even expected (if you don't follow up, then you must not be serious, right?).

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: [insert link]

It often happens that you have a quick call, 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. Send it within an hour or two of the call, while the conversation is still fresh for both of you.

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

Once a time is agreed, confirm it in its own short email. The confirmation is what gets found when someone searches their inbox on the morning of the meeting, so it carries everything needed to show up: date, time with time zone, location or link, and the agenda in one line. There is a version of this email that is not one-to-one at all. If a product or booking system sends the confirmation automatically instead of a person typing it, it becomes a transactional template, designed once and reused for every booking. That is the version worth building in an editor like Topol PRO. Send the calendar invite at the same moment: the invite is what fires reminders on the day, and the email is what gets found in inbox search.

A reschedule handled quickly keeps the meeting; one handled vaguely loses it. If you need to do that, apologize once, offer new times immediately, and keep the agenda unchanged so the reschedule reads as a calendar problem rather than fading interest.

If you had a nice meeting, but you still need to work 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 eyeing. 

Name the purpose, the length, and two or three concrete times, then hand over control: if none of those work, ask them to send times that do. The politeness is in being specific, because specific is what costs the other person the least effort to answer.

Two or three. One reads as an ultimatum, and an open “whenever works for you” pushes all the work onto the other person, which is the slowest option of all.

After two or three working days. One follow-up is expected; more than two in the same week reads as pressure and makes a busy recipient less likely to answer at all.

Plain text. These are one-to-one messages, and a designed layout signals a bulk send, which is the opposite of what a meeting request should feel like. The exception is automated confirmations and reminders sent by a product or booking system, which are transactional email and are usually templated.

Every template here does the same three things: it names the purpose of the meeting, offers concrete times with a time zone, and makes the reply as short as possible, ideally one word. Scheduling threads go long when one of the three is missing, so if an exchange is dragging, check which one you left out.

Scheduling emails themselves belong in plain text. But if your product or team sends meeting confirmations and reminders at volume, those are templates worth designing once and reusing: browse the email template gallery or build your own in Topol PRO.