Setting Up A Meeting Via Email: How to Do it Easily

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You know your prospects. You have researched their business needs and preferences. Ideally, you know what air they breathe, right? Now it’s time to schedule a meeting with your valuable prospect to step ahead for deal closure. Should you send an email to do so? And how?


A face-to-face meeting with a potential prospect can make all the difference when closing a sale. We all know this because such interactions are more intimate, enabling participants to connect more deeply, read each other’s body language, and think strategically.


However, we all know that persuading someone to participate in a formal meeting is no simple task! Email can help you with this, even though it may appear ineffective. When you know how to do it like a professional, the potential for setting a sales appointment via email is noteworthy.


It’s more than just beginning with and ending politely. There must be something more than that, so your prospects will take the time out of their busy schedules to read your email and agree to meet with you (or whoever closes deals in your team).


How Do you Schedule a Meeting with a Prospect by Email?


When writing a meeting request email to a prospect or client, there are a few things to remember. For instance:

  • Short and catchy subject lines,
  • Accurate recipient information,
  • Avoid being too ambiguous.

You may create effective emails for a sales appointment setting with these tips. But, for a better understanding, let’s dive in deeper!


1. Personalization is always appreciated


Personalization is one of the most attention-drawing business strategies. Yes, it works! As we see, everything is personalized today, from skincare to clothing. The same tactic applies to the B2B world, too.


To pique clients’ attention and demonstrate that you aren’t simply another email spammer, personalizing your meeting request emails to match their businesses is need-of-the-hour.


Sending out generic emails and waiting for responses has gone. Remember that nobody wants to feel like they are speaking to a machine!


Therefore, you must try to personalize it, especially now that you know about your prospect (including their issues, competitors, future state, etc.). Personalizing gives you a better chance of interacting with that potential client.


2. Clarity bears significance


Do you like it when someone talks ambiguously? Well, neither do your prospects.


So, be precise if you want them to show up. Make sure your appeal is clear and informative. Share the meeting’s date, time, duration, and other specific information. Your prospects’ likelihood of answering “yes” increases with the lesser number of queries they have about the meeting.


Returning to mentioning the scheduled time when requesting a sales appointment, here are two things to consider.


  • When you want your prospects to understand how to recommend a time for a meeting, select a few open times on your calendar and send it to them. Additionally, you can provide them with a link to your complete availability and let them choose the most convenient time.
  • You may level it up further by giving your prospect access to your calendar. To do this, you must include the personal booking link with access to your calendar.

    3. Technology makes everything better


    Numerous advanced tools are available today to make email communication hassle-free and persuasive. For instance, an email tracker indicates whether or not your email request was opened and other activities. You might also learn best practices by using data (when’s the ideal time to send your prospect an email) that is readily available online.


    Using appointment-setting tools, you can stop your CRM and email calendar from constantly twitching if you schedule many appointments with the same client over a set period.


    4. A compelling CTA is a clever idea


    Always ask for a response to prevent a no-show from your prospect. What better method of accomplishing this than including a CTA in your email?


    A single call to action (CTA) is the best way to tell a prospect what to do next. Did you know that:


    • Over 90% of site visitors who read your headline also go through your CTA copy.
    • A single CTA in an email raised clicks by 371% and sales by 1617%. (source)

    Since scheduling a sales appointment is the main objective, please provide a precise date and time in your email proposal.


    Also Read: 4 Ways to Improve Sales Appointment Scheduling


    5. Sending a reminder makes sense


    The last step is to send a follow-up email to them two to three days before the meeting to remind them of all crucial details (date, time, URL) without appearing desperate.


    The actual selling, however, should not be attempted by email. Instead, you’ll need a call or in-person meeting before making your sales pitch. The prospect should be intrigued enough by your emails to agree to a call or meeting.


    Therefore, sending a reminder allows everyone to be on the same page and, if necessary, gives everyone time to make modifications before the meeting rather than postponing or, worse yet, canceling it.




    The bottom line is that email is a convenient and orderly way to keep in touch with prospects over time, making it a crucial tool for setting up appointments. However, whether the recipient is a new prospect or an existing client, you must learn its proper application to increase its effectiveness. 


    Getting a busy professional to read your email and mark their calendar for you is difficult. That’s why, before clicking the send button, double-check every detail.


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