Best Pre-Meeting Email Templates for 2022

A pre-meeting email is sent before a meeting to give the recipient or potential client time to prepare. In essence, this correspondence ensures that everyone is on the same page and sets the tone for what the prospect can anticipate during the meeting. Being different from the competition is a straightforward benefit of sending a pre-meeting email. If you do some research and get personal, you will remain in front of prospects and stand out from the competition.

If you want help in crafting a pre-meeting email then this article will guide you.

Subjects for “Pre-Meeting-Email-Template”

Consider the subject line as a summary of the content of your email body. It gives the reader a hint of what is there in your email. The secret to writing a compelling subject line is to keep it brief and direct. Less people are likely to read your email if your subject line is long.

If you don’t know what to write in the subject line of your pre-meeting email then you can use one of the following:

  • Urgent: Request for a meeting
  • Your reply needed to schedule a meeting
  • Important development team meeting
  • Project kickoff on {day} at {time}
  • Meeting to {Reason}

1. Pre-Meeting Template

I’m sure you’ll agree with me that our meeting on {DATE} {Day} at {Time} will require considerable preparation in order to ensure that we be efficient with our time.  Accordingly, I’ve taken the liberty of writing up formal task assignments.

{Details about assignment}

Please inform me if there are any concerns.  I look forward to seeing you on {DATE} {day} at {Time}.

Kind Regards,
{Sender Details}

2. Sample Meeting Invitation with Agenda

Dear {Name},

I hope this email finds you well. I’m writing to invite you to a meeting on {day and date} at {time} to discuss {topic}. 

The meeting will take place at/on {location/videoconference platform} and will last about {number} hours. An agenda for the meeting is attached. The most important topics for discussion include:

{meeting agenda item 1}

{meeting agenda item 2}

{meeting agenda item 3}

Please click this link to confirm whether you will attend. We ask that you reply no later than {date and time} so we can plan effectively. 

Thank you

Kind Regards,
{Sender Details}

3. Team Meeting Email Sample

Dear team,

It's that time again!

This meeting will focus on discussing {x}. Bring any questions you have, as there'll be {amount of time} to cover those, and be ready to chat through the following:

Talking point 1

Talking point 2

{insert a link to a deck if needed}

See you then,

Kind Regards,
{Sender Details}

4. Virtual Coffee Meeting Invitation Email

Dear {Name},

I’m {your name} and I am a {your job title} at {company name} in {location}. I’m reaching out because {specific reason you want to meet with them}. I know you are busy, but I would love to have a virtual coffee meeting and {what you would like to learn about} — even just 20 minutes would be so appreciated. What does your calendar in the next couple weeks look like?

Thank you,

Kind Regards,
{Sender Details}

5. Schedule a Meeting Email Template

Dear {Name},

I hope you’re doing well. I’d like to schedule a meeting with you next week to discuss {purpose of the meeting}. I’m available {mention two to three available dates and times}. 

If any of the above times work for you, please let me know by {deadline}. If you can’t make these times, please send a few dates you’re available so we can work out a time. 

Thank you, and I’m looking forward to our meeting.

Yours Sincerely,
{Sender Details}

6. Perfect Pre-Meeting Email

Dear {Name},

Hope you had a nice few days out of the office!

I'm looking forward to our meeting {date}. I'd like to walk away having a better understanding of your pain points with global logistics, your team's 2022 goals, and how our international logistics software can help you achieve them.

In the meantime, we just released a new case study with a company I think yours has quite a lot in common with. Here's the link: {Insert link}.

Let me know if you have any questions. Otherwise, looking forward to connecting tomorrow at 11:00 AM ET. Hope you're surviving the post-vacation sluggishness!

Yours Sincerely,
{Sender Details}

7. Reminder Email for a Meeting

Dear {Name},

I hope all is well! This is a gentle reminder of our upcoming scheduled meeting on {insert date and time}. You’ll get a calendar notification 30 minutes before the event. 

I’m eager to chat with you about {insert meeting purpose}. As always, if you have any questions or concerns, you can send me an email or shoot me a text message. 

Speak soon, 

Kind Regards,
{Sender Details}

Examples of Keywords Used in Email-

  • Name – Naveen
  • Sender Details – Naveen
  • CEO
  • Date/Time – 15 October 2021

Tips for writing “Pre-Meeting-Email-Template

  • Write a personal greeting
    A simple greeting such as “Hi or Hello will suffice.
  • Create a succinct paragraph of reminders.
    The meeting’s purpose and your expectations should be covered in your email’s body.
  • Create a small conclusion paragraph.
    Your concluding sentence can direct the prospect to certain company content. This could be a URL to a white paper, video, or another valuable resource relevant to your meeting.
  • Finish it with style
    One of the best ways to end a pre-meeting email is with “looking forward to meeting with you,” followed by your name. This is one of the best and classiest ways to end your email.
  • Say thank you
    Make sure to say thank you in your email before you send it off.


It would help if you kept in mind that your email must be in as simple language as possible. We hope that you liked these templates and found them helpful. We also hope that your Pre-Meeting-Email-Template meets with politeness and a positive attitude. If you have any suggestions related to the same, do mention them in the comments below.


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