To request a meeting by email, say in one sentence why you want to meet, suggest two or three concrete times (with the time zone), say how long it will take and where it happens, and ask the reader to pick a time or suggest another. That is all a meeting request needs. Below are templates for a general request, a video call, a kickoff meeting, a follow-up when nobody answered, and the recap you send afterwards.
| Part | Example |
|---|---|
| Subject | Meeting request: Q4 budget review |
| Purpose | "I'd like to go through the draft budget before it goes to finance." |
| Time options | Tuesday 10:00 or Wednesday 14:00 (Eastern Time) |
| Length and place | 30 minutes, Zoom (link follows) or Room 2.14 |
| The ask | "Does one of these work, or is there a better time?" |
Meeting request email template
Copy this into your email app and replace everything in square brackets.
Subject: Meeting request: [topic]
Hi [Name],
I'd like to set up a [30-minute] meeting to [purpose in one sentence].
Would one of these times work for you?
- [Day, date, time, time zone]
- [Day, date, time, time zone]
- [Day, date, time, time zone]
We can meet [at address / in room / on Zoom, Teams or Google Meet, and I'll send the link].
[Optional: To prepare, it would help if you could bring or look at (item).]
If none of these times work, just suggest another and I'll make it fit.
Thanks,
[Your name]
[Role, company]
[Phone number]
Three times are enough. More options make the reply harder, not easier.
Email template for a Zoom or video meeting
For a video call, say which tool you will use and who sends the link, so nobody waits in the wrong place.
Subject: Quick call about [topic]?
Hi [Name],
Could we have a short video call about [topic]?
I'd need about [20] minutes to [purpose].
I'm free on [option 1] or [option 2] ([time zone]).
Once you pick a time, I'll send a [Zoom / Teams / Google Meet] invitation with the link.
Best,
[Your name]
Email template for a kickoff meeting
A kickoff meeting starts a project. The invitation should say what the project is, who is invited and why, and what you want to have agreed by the end.
Subject: Kickoff meeting: [project name] on [date]
Hi all,
We're starting [project name], and I'd like to bring everyone together for a kickoff meeting.
Date and time: [day, date, time, time zone]
Length: [60] minutes
Place: [room / video link]
Goals for the meeting:
- Agree on the scope and the main deadline
- Confirm who owns which part
- Set how we'll keep each other updated
Please look at [document] beforehand if you can.
If you can't attend, let me know who could join for your team.
Thanks,
[Your name]
Follow up on a meeting request
If your request got no answer, reply in the same thread. The times you suggested may be gone, so offer new ones.
Hi [Name],
I wanted to follow up on my note about meeting to [purpose].
The times I suggested have passed, so here are two new ones:
- [option 1]
- [option 2]
If someone else on your team is the better person to talk to, I'd be glad to reach out to them instead.
Thanks,
[Your name]
For more on nudging without being pushy, see our follow-up email templates.
Email template for a meeting recap
After the meeting, send a short recap to everyone who took part.
Subject: Recap: [meeting name] on [date]
Hi all,
Thanks for joining today.
Decisions:
- [decision 1]
- [decision 2]
Action items:
- [Name]: [task] by [date]
- [Name]: [task] by [date]
Open questions:
- [question]
Next meeting: [date, time]
Let me know if I missed anything.
[Your name]
For formal minutes with attendees, agenda items and approval, see how to write meeting minutes.
Tips for suggesting times
- Always add the time zone when anyone could be elsewhere: "14:00 CET" or "2 p.m. Eastern Time".
- Use real dates, not only weekdays: "Tuesday, October 6" is clearer than "next Tuesday".
- Say the length. People can fit 20 minutes in more easily than an open-ended meeting.
- Say who sends the invitation. Then the calendar entry arrives once, not twice.
If many people need to book time with you, a booking page can replace the list of times. Google Calendar has appointment schedules for this. According to Google's help page, you create one on a computer (not in the Calendar app for Android), with a personal Google Account or a Workspace account, and "some appointment schedule features require an eligible Google Workspace or Google One subscription."
Example: from a voice note to a meeting request
We wrote this example ourselves to show the idea. It is not real app output, and your results will look different.
What you might say into your phone:
Email to Maria Chen at the city library.
We want to run the reading club there in the spring and I need to talk to her about rooms.
Maybe half an hour.
I could do next Tuesday morning or Thursday after three, or she picks.
In person is fine, I can come by the library.
Ask if she needs anything from us beforehand, like the numbers from last year.
Friendly, but it's our first contact, so not too casual.
The finished email (Email, Professional):
Subject: Meeting request: room for the spring reading club
Dear Ms. Chen,
We would like to hold our reading club at the city library this spring, and I would be glad to talk with you about the room options.
The meeting would take about 30 minutes, and I am happy to come to the library.
Would one of these times work for you?
- Tuesday, [date], in the morning
- Thursday, [date], after 3:00 p.m.
If another time suits you better, please let me know.
Is there anything you would like us to prepare, such as our attendance numbers from last year?
Kind regards,
[Your name]
Everything in the email was in the voice note. The purpose comes first, the times stand on their own lines, and the question at the end shows you came prepared. Note the [date] placeholders: the voice note said "next Tuesday", so fill in the real date before you send.
Write the meeting request with Retexta
Retexta is a cloud voice to text and AI writing app for Android. You say what the meeting is for and when you are free, and it writes the request.
- Open Retexta and tap New task.
- Under What do you want to do?, tap Write a message.
- Under What kind of message?, choose Email (or Work chat (Slack, Teams) for a chat message) and a writing style such as Professional or Friendly. Tap Next.
- Tap Record audio and talk: who it is for, why you want to meet, how long, where, and the times that suit you.
- Stop the recording. Retexta writes the email.
- On the result screen you can change the writing style, language or length without recording again.
- Check the dates and times, then copy the email or share it to your email app.
Write a message is part of Retexta Pro, and copying or sharing results needs Retexta Pro or credits. The app is free to try: new users get a few free Pro results to view in the app, and everything after them needs Retexta Pro or credits. Retexta marks results with "AI-generated. Check important details." It does not check your calendar, so make sure every time you offer is really free.
Keep reading
More email guides: how to dictate an email on Android, the follow-up email and the out-of-office message. More about the app: Retexta, voice to text for Android.
Sources
Checked by FLAME Apps on September 25, 2026.
- Google Calendar Help, Create an appointment schedule: account types, computer only, premium features note.
- Retexta: names of goals, message types, writing styles and plans as shown in the app (release 2026.1.23) and on its Google Play listing.
- Templates and the example: written by FLAME Apps.
