Follow-up Meeting Scheduling Email Examples

Discover practical examples of follow-up meeting scheduling emails to enhance your communication skills.
By Taylor

Introduction

Following up on meeting requests is an essential part of professional communication. It ensures clarity and confirms participants’ availability. Below are three diverse examples of follow-up meeting scheduling emails you can use in different contexts.

Example 1: Confirming a Team Meeting

Context

You’ve previously discussed scheduling a meeting with your team to brainstorm ideas for an upcoming project. You want to follow up to finalize the date and time.

Dear Team,

I hope this message finds you well! I wanted to follow up on our previous discussion regarding our brainstorming session for the upcoming project. How does Thursday at 2 PM sound for everyone? If that doesn’t work, please let me know your availability this week.

Looking forward to hearing your thoughts!

Best,
Taylor

Notes

  • You can adjust the proposed time based on your team’s availability.
  • Adding a brief agenda for the meeting can help participants prepare.

Example 2: Following Up on a Client Meeting

Context

You had an initial meeting with a client to discuss potential collaboration, and you’re sending a follow-up email to schedule a second meeting.

Subject: Following Up on Our Meeting

Hi [Client’s Name],

I hope you’re doing well! I wanted to thank you for our initial discussion last week regarding the collaboration opportunities. I believe it would be beneficial for us to meet again and dive deeper into how we can work together.

Would you be available for a follow-up meeting next week? I’m available on Tuesday and Thursday afternoons, but I can adjust to fit your schedule. Please let me know what works best for you.

Thank you, and I look forward to your reply!

Best regards,
Taylor

Notes

  • Make sure to personalize the email with the client’s name.
  • Offering multiple options for meeting times shows flexibility and respect for the client’s schedule.

Example 3: Scheduling a Follow-up After a Conference

Context

After attending a conference, you want to follow up with a speaker to discuss their presentation further.

Subject: Great to Connect at [Conference Name]

Hello [Speaker’s Name],

I hope this message finds you well! I thoroughly enjoyed your presentation on [Topic] at [Conference Name]. Your insights were incredibly valuable, and I would love the opportunity to discuss them further.

Would you be open to scheduling a follow-up meeting? I am available next week on Wednesday or Friday afternoon. Please let me know if either of those times work for you, or suggest a time that is more convenient.

I appreciate your time and look forward to our conversation!

Warm regards,
Taylor

Notes

  • Mentioning the conference and topic shows genuine interest and helps the speaker remember you.
  • Ensure to be polite and express appreciation for their time.