After a positive reply
SubjectRe: {topic}
Great, thanks {first name}. A 20-minute call is the quickest way to see if it fits. Would Tuesday at 10:00 or Wednesday at 14:00 ({their time zone}) work?
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15 emails that get the meeting booked.
From the first 'worth a call?' to the reminder the day before. Each one keeps the ask small and clear, and makes picking a time the easiest part.
15 templatesBooking links and timesUpdated October 2026
The short answer
A meeting request email that works says why the meeting is worth their time in one line, says how long it takes, and makes picking a time effortless: offer two specific times in their time zone or a booking link. Confirm the booking the same day and send a short reminder the day before.
- Say how long. '20 minutes' gets more yeses than 'a call'.
- Say what they get. One line on why the meeting is worth their time.
- Two times or a link. Offer two specific slots in their time zone, or a booking link that only shows real availability.
- Introduce the link, don't just paste it. 'Here's my calendar if easier' reads better than a bare URL.
- Confirm and remind. A same-day confirmation and a reminder the day before cut no-shows.
The 15 templates
Replace everything in {braces}. Use them as they are, or as a starting point in your own voice.
Asking for the meeting
First ask, low pressure
Subject20 minutes on {topic}?
Hi {first name}, Would a 20-minute call help? I'll show how {customer} handled {problem}, with no slides. If it's not useful, we stop early. {your name}
For a busy executive
Subject15 minutes, {topic}
Hi {first name}, I know your calendar is full. Fifteen minutes on {topic} could save your team {benefit}. If {assistant name} manages your diary, happy to work with them. {your name}
Sending a booking link, politely
Link plus times
SubjectRe: {topic}
Happy to. Tuesday at 10:00 or Thursday at 15:00 work on my side. If neither suits, here's my calendar so you can pick any time: {booking link}
Link only, warm
SubjectRe: {topic}
Thanks, {first name}. To save us the back-and-forth, here's my calendar. Pick whatever time works best: {booking link}
Group meeting
Subjecttime for {topic}
Hi all, I've found a few slots that work across our calendars and time zones. Pick one here and it will book for everyone: {booking link}
Confirming and reminding
Confirmation
SubjectConfirmed: {topic}, {date} at {time}
Hi {first name}, we're set for {day} at {time} ({time zone}). The invite has the link. I'll come with {what you'll prepare}.
Day-before reminder
SubjectTomorrow at {time}
Hi {first name}, looking forward to tomorrow at {time}. Is there anything you'd like me to cover or bring?
Adding an agenda
SubjectAgenda for {day}
Hi {first name}, for our call on {day}: 1) {item}, 2) {item}, 3) next steps. Anything to add?
Rescheduling
You need to move it
SubjectMoving our call
Hi {first name}, sorry, something has come up for {time}. Could we move to {new time} or {alt time}? Or pick another slot here: {booking link}
They need to move it
SubjectRe: our call
No problem at all, {first name}. Here's my calendar to pick a new time whenever suits: {booking link}
Time zone mix-up
SubjectTime check
Hi {first name}, quick check on time zones: we're booked for {time} {your zone}, which is {their time} for you. Still good?
After a no-show
Same day, no blame
SubjectMissed you today
Hi {first name}, sorry we didn't connect at {time}; I know days get busy. Here's my calendar if you'd like to pick another time: {booking link}
Two days later
SubjectStill useful?
Hi {first name}, is {topic} still worth a conversation? If the timing's wrong, just say and I'll check back later.
Last try
SubjectClosing the loop
Hi {first name}, I'll leave it here for now. If you'd like to talk about {topic} later, reply to this and we'll find a time.
Before the call
Make booking the easy part. A Siela booking page offers slots checked against every calendar you have connected and sends reminders to both sides. During the call, meeting notes record from your own device and turn what was said into decisions and follow-up.
Or let Siela send them for you
Siela AI's AI appointment setter finds the right people, writes messages like these for each one and sends them from your own accounts, within the daily limits you set.
You
You 9:41
Find an hour with Priya and Tom next week.
AI SDR 9:41
Priya replied that she'd like to see a demo, so I sent your booking link and stopped her follow-ups.
AI SDRConversation
Priya Raman is ready to book
ChannelLinkedIn
SentYour booking page link
ThenNo more follow-ups to Priya
Questions
How do I ask for a meeting by email?
In one line, say why the meeting is worth their time, say how long it takes, and offer two specific times in their time zone or a booking link.
Is it rude to send a booking link?
Not if you introduce it. Offer a couple of times and add the link as an option ('if easier, here's my calendar'). It saves both sides the back-and-forth.
How long should a sales meeting request be?
Two to four sentences. The ask is small, so the email should be too.
How do I reduce no-shows?
Confirm the booking the same day, send a short reminder the day before with an agenda, and make rescheduling easy with a booking link.
Can Siela book meetings for me?
Yes. Set the AI SDR's goal to Book a demo and add your booking link. It shares the link once someone is ready to talk, and a Siela booking page checks every calendar you've connected and sends reminders both ways.
Skip the copy and paste.
Siela AI finds people with a reason to talk, writes messages like these for each one and sends them from your own accounts.