Important Points Remembered When Scheduling a Meeting

• Clear subject line
• Greeting
• Purpose of scheduling a meeting
• Meeting location and duration
• Possible dates and times
• Deadline for submitting any queries or concerns
• Thanks and appreciation
• Closing Statement

1) Subject Line

The subject line should be the summarized message of the topic on which you want to schedule a meeting.

e.g., Invitation: Project Review Meeting

2) Greeting

Always start your email with a greeting.

e.g., Hello, Hi, Hi everyone, Hi All, Hi Team, Dear <Name of Person>

3) Purpose Statement

Starting statement of your email.

e.g., I wanted to touch base with you about setting up a new meeting.

4) Meeting Location and Duration

Clearly mention the meeting location and duration of the meeting.

e.g., a. We will meet in the Pearl conference room for an hour.

b. We will meet by video conference for 30 minutes.

5) Possible Dates and Times

Mention the possible dates and times on which you are planning to schedule a meeting.

e.g., a. For your convenience, I’ve included a list of possible meeting dates and times:

b. Below is a list of possible dates and times for the meeting:

1. 1. Friday, 10^th June at 11 am IST Time
   2. Monday, 12^th June at 2 pm IST Time
   3. Wednesday, 14^th June at 4 pm IST Time

6) Deadline for Confirmation

Clearly mention the deadline for accepting the invitations or changing the meeting time if any of the members is having any concerns.

e.g., a. Please confirm which days work for you by Thursday, 5^th June.

Please reply by Thursday, 5^th June if any of these days and times conflict with your schedule.

7) Thanks, Statement

Add a thanks statement at the end to make your invitation as polite as you can.

e.g., a. I’d really appreciate your…(help, input, feedback)

1. Thanks in advance for your timely reply.
2. Thanks in advance for your collaboration.

8) How to Close an Email?

Always end your email with a thank you note.

e.g., Thanks &Regards, Thanks, Sincerely, Best Regard

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