Meeting Schedule Email Template: 7 Examples + How AI Writes Them for You

Every meeting starts with an email. But writing meeting request emails from scratch wastes time you don't have. You stare at a blank compose window, try to remember what you need to cover, and end up with something generic that doesn't set the meeting up for success.

Here's the modern solution: instead of copying templates and filling in the blanks, let AI write your meeting schedule emails for you.

Ask Fellow can generate personalized meeting request emails in seconds, pulling context from your past conversations, previous meetings, and organizational knowledge to create emails that are specific, relevant, and ready to send.

Below, we've included seven meeting schedule email templates you can use right now. But we'll also show you how Ask Fellow makes templates obsolete by writing better emails than you'd write yourself, in a fraction of the time.

Tired of writing the same meeting emails over and over? Fellow is the AI meeting assistant that writes meeting request emails, creates agendas, takes notes, and tracks follow-ups automatically. Start your free trial →

What should a meeting schedule email include?

Whether you're using templates or letting Ask Fellow write your emails, effective meeting request emails share the same core elements. Understanding these components helps you evaluate AI-generated drafts and ensures your meeting requests get responses.

• Subject line: Keep it under 10 words. State the meeting type and key topic. Ask Fellow automatically generates subject lines that match professional norms while being specific enough to stand out in crowded inboxes.

• Opening with purpose: Start with why you're requesting the meeting. Don't bury the purpose three paragraphs down. When Ask Fellow writes your email, it leads with the outcome you're trying to achieve based on the context you provide.

• Proposed time(s): Offer two or three specific options rather than asking "when are you free?" Ask Fellow can suggest times based on your calendar availability and the recipient's typical meeting patterns if you've met before.

• Duration: Be explicit about how long the meeting will take. Ask Fellow estimates appropriate durations based on the meeting type and your historical patterns.

• Agenda or talking points: Even a brief bullet list signals that you're organized. Ask Fellow can automatically generate agenda items based on open action items, previous meeting notes, and the stated purpose.

• Clear call to action: End with exactly what you need from the recipient. Ask Fellow crafts closing lines that make it easy for recipients to respond with a simple confirmation.

The advantage of AI-generated emails is consistency. Ask Fellow applies these best practices every time, so you never send an incomplete or poorly structured meeting request.

How can AI write meeting schedule emails for you?

Ask Fellow is like having a chief of staff who knows your entire meeting history. Instead of starting from a blank template, you simply tell Ask Fellow what meeting you need to schedule, and it generates a complete, personalized email ready to send.

Here's how it works:

You say: "Write an email to schedule a meeting with Sarah about the Q2 marketing campaign"

Ask Fellow generates: A complete meeting request email that includes the right tone for your relationship with Sarah, context from your previous meetings about the campaign, specific talking points based on open action items, and proposed times based on typical meeting patterns.

The difference between a template and an AI-generated email is context. Templates are generic by design. Ask Fellow pulls from your actual meeting history to create emails that reference real conversations, ongoing projects, and established relationships.

Ask Fellow can write meeting schedule emails for virtually any scenario:

• "Draft an email to reschedule tomorrow's client call to next week" - It will reference what you planned to discuss and suggest carrying over the agenda

• "Write a meeting request to my manager about my promotion timeline" - It will match the tone of your previous communications and reference relevant context

• "Create an email inviting the product team to a sprint planning session" - It will include details based on your team's typical meeting cadence and format

This isn't just faster than using templates. It produces better emails because they're tailored to your specific situation, relationships, and history.

7 meeting schedule email templates

These templates give you a starting point for common meeting scenarios. For each one, we've also included the Ask Fellow prompt that generates a personalized version in seconds.

1. General business meeting request template

Ask Fellow prompt: "Write an email to schedule a meeting with [name] about [topic]"

Template version:

Subject: Meeting request: [Topic] discussion

Hi [Name],

I'd like to schedule a meeting to discuss [specific topic or project]. The goal is to [desired outcome, e.g., "align on next steps," "review progress," "make a decision on X"].

I'm available:

• [Day, Date] at [Time]

• [Day, Date] at [Time]

• [Day, Date] at [Time]

The meeting should take about [duration]. I've created a brief agenda here: [link to collaborative agenda].

Please let me know which time works best, or suggest an alternative if none of these fit your schedule.

Best, [Your name]

2. Client meeting request template

Ask Fellow prompt: "Draft a professional meeting request to [client name] about [topic]. Keep it formal."

Template version:

Subject: [Your Company] + [Their Company]: Meeting to discuss [topic]

Dear [Client name],

I hope this message finds you well. I'd like to schedule a call to discuss [specific topic: project status, new opportunity, quarterly review, etc.].

Based on my review of [relevant context], I believe a [duration] conversation would help us [desired outcome].

I have availability on:

• [Day, Date] at [Time] [Time zone]

• [Day, Date] at [Time] [Time zone]

If these times don't work, please share a few options that fit your schedule, and I'll accommodate.

Looking forward to connecting.

Best regards, [Your name] [Your title] [Your contact information]

3. Meeting request template for your manager

Ask Fellow prompt: "Write an email asking [manager's name] for a meeting to discuss [topic]"

Template version:

Subject: Request: [Duration] meeting re: [Topic]

Hi [Manager's name],

I'd like to schedule some time to discuss [topic]. Specifically, I want to [get your input on / review / discuss / seek feedback about] [specific item].

Would any of these times work?

• [Day] at [Time]

• [Day] at [Time]

I expect this will take about [duration]. Happy to adjust based on your availability.

Thanks, [Your name]

4. One-on-one meeting request template

Ask Fellow prompt: "Create a meeting request for a 1:1 with [name] to discuss [topic]"

Template version:

Subject: 1:1 meeting request

Hi [Name],

I'd like to set up a one-on-one meeting to [discuss your progress on X / check in on how things are going / get your perspective on Y].

Are you available [Day] at [Time]? If not, let me know what works better for you.

Talk soon, [Your name]

5. Team meeting request template

Ask Fellow prompt: "Write an email inviting [team/names] to a meeting about [topic] on [proposed date]"

Template version:

Subject: Team meeting: [Topic] - [Proposed date]

Hi team,

I'm scheduling a meeting to [discuss / review / plan] [topic]. This is important because [brief context on why this meeting matters now].

Proposed time: [Day, Date] at [Time] ([Duration]) Location/Link: [Meeting room or video link]

Please review the agenda before we meet: [link to collaborative agenda]. Feel free to add any items you'd like to discuss.

Let me know by [deadline] if you have a conflict with this time.

Thanks, [Your name]

6. Meeting request follow-up template

Ask Fellow prompt: "Write a follow-up email for the meeting request I sent to [name] about [topic]"

Template version:

Subject: Following up: Meeting request re: [Topic]

Hi [Name],

I wanted to follow up on my previous email about scheduling a meeting to discuss [topic].

I understand schedules fill up quickly. If the times I proposed don't work, please let me know your availability and I'll find a slot that fits.

Alternatively, if this isn't the right time for this conversation, just let me know.

Thanks, [Your name]

7. Rescheduling meeting email template

Ask Fellow prompt: "Write an email to reschedule my meeting with [name] from [original time] to [new time or 'next week']"

Template version:

Subject: Rescheduling: [Original meeting topic]

Hi [Name],

I need to reschedule our meeting originally planned for [original date/time]. [Brief, optional reason: "A conflict came up" or "I want to ensure I can give this my full attention."]

Would any of these alternative times work?

• [Day, Date] at [Time]

• [Day, Date] at [Time]

I've updated the agenda with the latest context so we can pick up right where we planned: [link].

Apologies for any inconvenience, and thank you for your flexibility.

Best, [Your name]

If writing these emails still feels like a chore, that's the point. Templates help, but they still require you to fill in blanks, remember context, and customize for each situation. Ask Fellow eliminates that work entirely.

Teams at Shopify, HubSpot, and Vidyard use Fellow to generate meeting communications that are personalized, contextual, and ready to send. Try it for free today →

How does Ask Fellow write emails?

The difference between a template and an AI-generated email comes down to three factors: context, personalization, and consistency.

• Context from your meeting history. Ask Fellow has access to your entire recording library of past meetings. When you ask it to write an email to schedule a follow-up with a client, it knows what you discussed last time, what action items are still open, and what decisions were made. Templates can't reference any of this.

• Personalization based on relationships. Ask Fellow learns communication patterns from your history. It knows that you're formal with external clients, casual with your immediate team, and somewhere in between with cross-functional partners. Templates force you to adjust tone manually every time.

• Consistency in quality. Even when you're rushed, Ask Fellow applies best practices for meeting request emails: clear subject lines, stated purposes, specific times, and explicit calls to action. Templates only work when you remember to fill in every field thoughtfully.

Here's what this looks like in practice:

• Template approach: You open a template, delete the placeholder text, try to remember what you discussed with this person last time, manually look up your availability, write a generic purpose statement, and hope you didn't forget anything important.

• Ask Fellow approach: You type "Write an email to schedule a follow-up with Jordan about the infrastructure project." Ask Fellow generates a complete email that references your last conversation about the migration timeline, mentions the open action item about vendor selection, proposes times when you're both typically available, and uses the communication style you've established with Jordan.

The second approach takes 10 seconds instead of 5 minutes, and produces a better email.

What else can Ask Fellow do beyond writing emails?

Writing meeting schedule emails is just one capability of Ask Fellow. Think of it as your AI chief of staff that can query your entire meeting history and generate outputs based on what it finds.

• Answer questions about past meetings. "What did we decide about the Q3 budget?" or "What commitments did the sales team make last month?" Ask Fellow searches across all meetings you have access to and provides answers with specific references.

• Generate meeting prep. Before an important meeting, ask "What do I need to know before my meeting with the leadership team tomorrow?" Ask Fellow summarizes relevant context from recent meetings, surfaces open action items, and highlights potential discussion points.

• Write follow-up communications. After a meeting, ask "Write a follow-up email summarizing what we discussed with the client today." Ask Fellow generates a professional recap based on the actual meeting content, not your memory of it.

• Surface commitments and risks. "What commitments are at risk across my team?" or "Where are projects getting blocked?" Ask Fellow analyzes meeting content to identify patterns and potential issues.

• Create status updates. "Write a status update on the product launch based on this week's meetings." Ask Fellow synthesizes information from multiple conversations into coherent summaries.

All of this happens with enterprise-grade security. Fellow is SOC 2 Type II certified, HIPAA compliant, and never trains AI models on your data. Privacy controls ensure that Ask Fellow only accesses meetings you're authorized to view.

How to get started with AI-generated meeting emails

Moving from templates to AI-generated emails takes less time than you'd expect. Here's the path most teams follow:

Step 1: Connect your calendar and start recording meetings. Fellow integrates with Zoom, Google Meet, Microsoft Teams, and even captures in-person meetings and Slack huddles through botless recording. Every recorded meeting builds your searchable knowledge base.

Step 2: Let Fellow capture context automatically. As you have meetings, Fellow generates AI meeting notes, extracts action items, and builds a history of your conversations, decisions, and commitments.

Step 3: Start asking Fellow to write emails. Once you have meeting history, Ask Fellow can generate contextual emails. The more history you have, the more personalized and relevant the outputs become.

Step 4: Expand to other use cases. Beyond meeting schedule emails, use Ask Fellow for follow-ups, status updates, meeting prep, and answering questions about past decisions.

The templates below still work perfectly if you need something right now. But teams that invest in building their meeting history with Fellow find they rarely need templates at all. Ask Fellow writes better emails, faster, with less effort.

Frequently asked questions

Can AI write meeting request emails for me?

Yes. AI meeting assistants like Ask Fellow can write personalized meeting request emails in seconds. Unlike templates that require manual customization, Ask Fellow generates emails based on your actual meeting history, pulling context from previous conversations, open action items, and established communication patterns. You simply describe the meeting you want to schedule, and Ask Fellow produces a complete, ready-to-send email.

What is Ask Fellow and how does it help with meeting emails?

Ask Fellow is an AI-powered feature within Fellow that lets you query your meeting history and generate outputs using natural language. For meeting emails, you can prompt Ask Fellow with requests like "Write an email to schedule a follow-up with Sarah about the product roadmap" and receive a personalized email that references your previous discussions, maintains appropriate tone, and includes relevant context. Ask Fellow can also write follow-up emails, reschedule requests, and meeting summaries.

How is an AI-generated email different from a template?

Templates are generic frameworks that require manual customization for every use. AI-generated emails from Ask Fellow are personalized based on your actual meeting history, relationships, and context. When Ask Fellow writes a meeting request, it can reference what you discussed with that person previously, mention open action items, match your established communication style, and suggest appropriate meeting durations based on patterns. The result is an email that feels personal rather than formulaic.

What should I include in a meeting schedule email?

An effective meeting schedule email includes six elements: a clear subject line (under 10 words), an opening that states the meeting purpose, context on the desired outcome, two or three specific proposed times with duration, a link to the agenda or talking points, and a clear call to action asking for confirmation. Ask Fellow automatically includes all these elements when generating meeting request emails, ensuring consistent quality even when you're rushed.

How do I follow up on a meeting request that wasn't answered?

Follow up once after 2-3 business days with a brief, friendly email. Reference your original request, offer flexibility on timing, and make it easy to respond with alternatives. If using Ask Fellow, simply prompt "Write a follow-up for my meeting request to [name]" and it will generate an appropriate follow-up that references your original email and adjusts tone based on timing.

Is it professional to use AI to write meeting emails?

Yes. Using AI to write meeting emails is increasingly common and considered professional, especially when the AI produces personalized, contextual content rather than generic form letters. Ask Fellow generates emails based on your actual meeting history and relationships, so the output feels authentic to your communication style. The goal is efficiency without sacrificing quality or personalization.

Move beyond templates with Ask Fellow

Meeting schedule email templates served their purpose when the alternative was starting from scratch every time. But templates are still manual work: copying, pasting, customizing, remembering context, and hoping you didn't miss anything important.

Ask Fellow represents the next step. Instead of filling in template blanks, you describe the meeting you need and get a personalized email that references real conversations, ongoing projects, and established relationships. It's faster, produces better results, and frees you to focus on the meetings themselves rather than the logistics around them.

Every meeting request email you write manually is time you could spend on higher-value work. Every generic template you send is a missed opportunity to demonstrate that you remember and value your professional relationships.

Ready to stop copying templates and start generating contextual meeting emails in seconds? Join teams at Shopify, HubSpot, Vidyard, and Motive who use Ask Fellow to handle meeting communications automatically. Start your free trial →