5 Email Templates for Successful Scheduling Clients and Prospects

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.

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.

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.

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

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.”

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.

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:

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. 

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!