Setting Up A Meeting Via Email: How To Do It Easily


You know your prospects. You have researched their businesses, needs, and preferences. Ideally, you do know what air they breathe. Right? 


Now it’s time to schedule a meeting with your valuable prospect to take a step ahead for deal closure. Should you send an email to do so? And how?


When closing a sale, having a face-to-face meeting with a potential prospect can make all the difference. We all know it since such interactions are more intimate, which enables 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).


Let’s see how it works!


How to schedule a meeting with a prospect via email


When writing a meeting request email to a prospect or client, there are a few things to bear in mind. 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 the responses to come in have gone. Keep in mind that nobody wants to feel like they are speaking to a machine!


Therefore, you must put in the effort to give it a personal touch, especially now that you know about your prospect (including their issues, competitors, future state, etc.). Therefore, you have a better chance of interacting with that potential client when you personalize.


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. You must include the personal booking link with access to your calendar to make this happen.

 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. On the other hand, you might also get the best practices by using data (like when’s the ideal time to send your prospect an email) 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 on your prospect’s end. What is a better method of accomplishing it than by 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 here, ensure to provide a precise date and time in your email proposal.


    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, insist on 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, to increase its effectiveness, you must learn its proper application, whether the recipient is a new prospect or an existing client. 


    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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