4 ready-to-use examples

Scheduling email examples

Choose an example for a client meeting, interview, 1-on-1, or social event, then replace the names and dates.

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Already received proposed times? See our scheduling email reply examples.

Client meeting

Propose meeting times to a client

A concise, polite scheduling email suitable even for a new contact.

Subject: Meeting schedule

Hello [Name], I hope you're doing well. This is [Your Name] from [Company Name]. I'd like to arrange a meeting. Would any of the following times work for you? • [Month] [Date] ([Day]), 10:00–11:00 • [Month] [Date] ([Day]), 14:00–15:00 • [Month] [Date] ([Day]), 15:00–16:00 We expect the meeting to take about 60 minutes. If none of these options work, please send me a few times that would be convenient for you. Thank you for your time.

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How to write a scheduling email that gets a reply

Keep the essential details short and easy to scan so the recipient can check their calendar quickly.

State the purpose in the subject

Use a clear subject such as “Meeting schedule” so the request is obvious before the email is opened.

Offer several date and time options

Three options with the day and start and end times are usually easy to compare.

Include the duration and reply deadline

Add the meeting length and, when needed, a response deadline near the proposed dates.

Choose dates for your scheduling email

Pick times on the calendar, copy them into your email, or create a response link to collect group availability. No sign-up is required.

Choose dates — no sign-up Build a candidate-date message

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