Crafting Professional Meeting Requests Through Email to Admins: Tips and Examples

When you need to schedule a meeting for your boss and reach out to their secretary, it's important to do so with a professional and courteous tone. This ensures that your email is well-received and increases the likelihood of receiving a prompt response. In this article, we'll explore the best practices for sending such an email, complete with examples that you can use or adapt for your specific needs.

Key Elements of a Successful Meeting Request Email

Acknowledge the LinkedIn Connection: Start by mentioning that the boss agreed to meet via LinkedIn, which sets a professional context for the email. Polite Request for Coordination: Politely ask the secretary to coordinate the meeting time. Provide Multiple Options: Offer several convenient times that work for you to ensure the secretary can find a suitable time for the boss. Express Appreciation: Thank the secretary for their assistance in coordinating the meeting.

Example Email 1

Subject: Request to Schedule Meeting with [Boss's Name]

Dear [Secretary's Name],

I hope this email finds you well. [Boss's Name] and I recently connected on LinkedIn and agreed to meet to discuss [brief meeting topic]. He suggested I reach out to you to coordinate a time for us to meet.

When would be a convenient time for [Boss's Name] to have a [duration e.g. 30-minute] meeting with me? I am available on the following dates and times:

Date Time Monday, [Date] 9:00 AM - 10:00 AM Tuesday, [Date] 11:00 AM - 12:00 PM Wednesday, [Date] 2:00 PM - 3:00 PM

Please let me know which of these options work best for [Boss's Name’s] schedule. I appreciate you taking the time to coordinate this meeting.

Best regards,

[Your Name]

[Your Title]

[Your Company]

Example Email 2

Hello Ms. Jones,

I have been in contact with Mr. Smith. He asked me to touch base with you to schedule a meeting to discuss [brief meeting topic]. I am available at his convenience/I am available on Monday and Thursday mornings or all day on Tuesdays. Please let me know what works best for his schedule.

Please feel free to call me at [Phone Number] if you need further information.

Best regards,

Bob Wilson

Example Email 3

[The Boss’s Name] has referred me to you to set up a meeting for him and me. I assume that you can see when he is not available, and as for myself, I have conflicts on [dates and times].

I would appreciate it if you could review his calendar and let me know when he is available to discuss [brief meeting topic]. Please feel free to provide a few options for him to choose from.

Best regards,

[Your Name]

[Your Title]

[Your Company]

Example Email 4

Hello [Ms. Surname],

I was encouraged by [Boss's Name] to ask for your expertise and help on setting up a brief call with him [desired duration] in the [approx. time offered by boss] of [month]. The time was mentioned to be [what was agreed orally], and I would like to kindly confirm if this time still works. I understand [Boss's Name] is very busy, so if not, my schedule is flexible to whatever time works best.

Thank you very much for your time and energy. I am prepared to provide further information should you need any.

I look forward to hearing from you.

Best regards,

[My Name]

[Phone Number]