How to Craft a Perfect Pre-Meeting Email Template (2023)

As salespeople and professionals, I'm sure you can relate to the sheer number of cold emails I get every hour of every day of the week. With so much noise in our inboxes (not to mention the issue of limited time), there’s a good chance we're not opening all of those emails.

How to Craft a Perfect Pre-Meeting Email Template (1)

But when I receive a pre-meeting email from a salesperson I’m about to meet, the odds are much better that I’ll open the email and review the content.

In this article we'll discuss:

  • The importance of sending a pre-meeting email
  • How to write a pre-meeting email
  • Pre-meeting email examples and templates

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What is a pre-meeting email?

A pre-meeting email is an email sent prior to the meeting to help the recipient or prospect prepare ahead of time. Essentially this correspondence sets the tone for what the prospect can expect during the meeting and ensures everyone is on the same page.

While I am more likely to view this person’s email due to our upcoming commitment and prior relationship, I expect more from the email in terms of content.

The Importance of a Pre-Meeting Email

One simple advantage of sending a pre-meeting email is standing out from the competition. You will stay in front of prospects and differentiate yourself if you do some research and get personal.

You also need to keep track of your promises and recommendations throughout the sales process, so that follow-through is carried out with precision, and a pre-meeting email can help you achieve this end. Making business personal and meeting (or better yet, exceeding) expectations are two ways to close more deals.

How to Write an Email for a Meeting

Creating a Pre-Meeting Email Template

You might know that you need to write a pre-meeting email, and you might even know some of the basics of pre-meeting email content, but actually crafting such an important piece of communication doesn’t always come easily.

At the very least, your pre-meeting email should include a reminder confirming the location, time, and date of the meeting. You also should ensure attendees know the purpose of the meeting, along with any reports, pre-reading, or requests for materials a day or two in advance.

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To create a solid pre-meeting email template, we suggest you follow these steps:

(Video) 4 Proven Email Marketing Templates

1. Include a specific subject line.

For simplicity, the subject line should include the meeting day and topic. The more attention-grabbing or relevant the subject line is, the more likely your prospect is to open it.

According to Invesp, 47% of email recipients open them based on the subject line. Emails with a personalized subject line were 22% more likely to be opened over those without one.

2. Write a personal greeting.

A simple greeting such as "Hi [name]!" or Hello [name] will suffice.

3. Write a brief reminder paragraph.

This paragraph should cover the purpose of the meeting and what you expect.

For example:

"I’m looking forward to meeting you at [location and time]. As I mentioned during our phone call on [date], I’ll be sharing [product], which relates to your [goal]. We aim to [witty line about your company brand]."

4. Write a brief closing paragraph.

Your closing paragraph can help guide the prospect to a piece of company content. This could be a link to a video, white paper, or some other quality content relating to your meeting.

Offer to provide any other materials that the prospect wants, and make yourself available for questions or feedback.

For example:

"You can see a short video about [product] on our website if you’re curious. Feel free to email or call if you have any questions or further needs before we meet on [date and time]."

5. Wrap it up.

You’re done. “Looking forward to meeting with you," followed by your name is one of the best ways to end a pre-meeting email.

Personalizing a Pre-Meeting Email

Keep in mind that the pre-meeting email template can only get you so far. If you haven’t truly adopted your company’s CRM yet, you need to do so to craft a killer personalized pre-meeting email.

All of the personal information you need about your prospects is in that CRM, and your job as a sales representative becomes much easier when you rely on your company’s existing tools and data when communicating with prospects.

Additionally, remember to include the sales content that matters most to your prospect in your pre-meeting email. If you’re not sure where to find the right content, utilize your company’s sales and marketing productivity tools. Personalizing your pre-meeting email with just the right content could make or break your deal.

Pre-Meeting Email Template

We've covered quite a bit here. Let's get the ball rolling using the HubSpot email template below as a starting point.

1. Standard Pre-Meeting Email Template

How to Craft a Perfect Pre-Meeting Email Template (4)This is a standard template you can use for setting up an initial meeting while offering the prospect something of value beforehand. Let's see a similar email in action:

Global Services + Grimes Consulting Meeting on 12/16

Hi Lisa,

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

I'm looking forward to our meeting tomorrow. 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!

Regards, Meg

(Video) 9 Hyper-Persuasive Sales Email Templates

How to Craft a Perfect Pre-Meeting Email Template (5)

What we like:

This example kept things short, concise, and direct. They've reminded the prospect of the meeting they both agreed to, provided them with a brief outline of what will be discussed, and provided value to them in the form of a relevant content offer.

2. Friendly Reminder Pre-Meeting Email Template

Sometimes you may just want to send a quick follow-up to confirm your meeting. In this instance, you can use the template below.

How to Craft a Perfect Pre-Meeting Email Template (6)Let's see what this looks like as a real-world example:

Looking forward to meeting you Tuesday

Hi Candice,

I’m confirming our meeting tomorrow at 2:30 PM. I’ve added an agenda to the calendar invite for you to review prior to the meeting.

If you believe there are any changes that should be made to the agenda please let me know and I’ll update it accordingly.

I’m looking forward to connecting with you and learning more about TriStar.

Thank you,

(Video) Simple Cold Email Template That Books Meetings (2023)


How to Craft a Perfect Pre-Meeting Email Template (7)

What we like:

This email is short and sweet, confirming the date and time of the meeting, while also giving the recipient room to change the meeting date if the one listed is no longer feasible.

The addition of the agenda ensures that everyone comes to the meeting prepared and ready to discuss ideas.

3. Preparing a Prospect

Sometimes you may want to give your prospect materials to review prior to meeting to give them the opportunity to brainstorm and come up with questions. In this case, the email template below will be of good use.

How to Craft a Perfect Pre-Meeting Email Template (8)Let's check out a similar email in action:

Looking forward to meeting you Thursday

Hi Jeremy,

I’m looking forward to meeting with you this Thursday (4/8) at 10 AM. To ensure that we’re making the most of this meeting I’m sharing the following information for you to review ahead of time.

  • Product and Service Overview
  • Product Demo

After reviewing, I recommend brainstorming a few questions that are most relevant to your business, especially if you think your business could require a specialized solution. Talk to you soon!



How to Craft a Perfect Pre-Meeting Email Template (9)

What we like:

This email gives the prospect everything they need to know prior to the meeting to ensure they're making the best use of their time. By giving the prospect materials like a demo or service overview ahead of time, they can digest the information on their own time and start to visualize how your product can provide value to their business. It also gives them time to prepare any questions they have ahead of time.

4. Confirming Attendees

While you may have only one contact at the prospect's company, others may want to attend the meeting. Use the template below to make sure all attendees get the invite.

How to Craft a Perfect Pre-Meeting Email Template (10)Similar to the examples above, this email confirms the date but also gives the recipient the opportunity to invite others. Let's check out a similar real-world example:

(Video) Weekly Collective Reading • March 5 to March 12, 2023 • Identify Your Intuition & Release Fear!

Confirming attendees for our meeting Thursday (4/12)

Hello Robert,

I’d like to confirm that our meeting includes all necessary attendees from ClearPoint. I’m aware that there may be other stakeholders that need to be included, and I’d love to have them involved in every step of this process.

Evaluating a new product or service is usually a team effort. The more people that can advocate for a solution, the more likely a company is to adopt that product or service.

If there are more guests you'd like to attend, please let me know and I’ll add them to the meeting invite.

Thank you,


How to Craft a Perfect Pre-Meeting Email Template (11)

What we like:

This example displays the sales rep's understanding of the importance of having all stakeholders involved in the decision-making process.

Giving prospects the opportunity to add more guests will get more stakeholders involved and give you access to other contacts within the company.

Pre-Meeting Emails are Worth the Extra Step

Sending a pre-meeting email might seem formal, but it's a great way to ensure your plans go smoothly. Additionally sending an email ahead of time adds a human touch to your meeting instead of it being a faceless hold on your prospect's calendar.

Communication and relationship-building are what selling is all about, but you can't do either if you never meet.

Editor's note: This post was originally published on August 1, 2015 and has been updated for comprehensiveness.

Topics: Book Sales Meeting Free Scheduling Software

(Video) 6 Tips for Productive 1:1 Meetings with Your Manager


How do you write an email informing a meeting? ›

  1. 1 Have a clear and concise subject line. ...
  2. 2 Compile your invite list. ...
  3. 3 Start your email with a formal greeting. ...
  4. 4 Introduce yourself to team members you haven't met. ...
  5. 5 Discuss the purpose of the meeting. ...
  6. 6 Offer multiple dates and time options. ...
  7. 7 Ask your recipient to send an RSVP. ...
  8. 8 Send a follow up if needed.
Apr 20, 2022

When creating an email template to confirm a meeting? ›

SUBJECT: Confirming your meeting with [Executive Name]

Just reaching out to confirm your meeting with X on Tuesday, November 6th at 1:00pm ET. [Executive Name] will meet you at [Location Name]. Please let me know if this time and location are still convenient for you or if anything changes.

How do I make a pre set email in Outlook? ›

Create an email message template
  1. On the Home menu, click New E-mail. ...
  2. In the message body, enter the content that you want.
  3. In the message window, click File > Save As.
  4. In the Save As dialog box, in the Save as type list, click Outlook Template.
  5. In the File name box, type a name for your template, and then click Save.

How many emails should you send before an event? ›

Make sure to send around three reminder emails: a week before the event, three days before the event, and one day before the event. For online events, you can send two more: an hour or two before the event and when the event begins. The idea here is that you don't overdo it.

How do you start a meeting message? ›

  1. Well, since everyone is here, we should get started.
  2. Hello, everyone. Thank you for coming today.
  3. I think we'll begin now. First I'd like to welcome you all.
  4. Thank you all for coming at such short notice.
  5. I really appreciate you all for attending today.
  6. We have a lot to cover today, so we really should begin.

What is an example of follow up email? ›

Dear Ryan, I'm just following up on an email I previously sent to you. I understand that you are busy, but I would appreciate it if you could review the email and respond to me as soon as you can. If I don't hear from you by the end of the week, I'll call you at your office.

How do I answer questions in an email sample? ›

How to write a response email
  1. Respond quickly. ...
  2. Start with a greeting. ...
  3. Reply to questions or concerns in separate lines. ...
  4. Ask for confirmation of understanding. ...
  5. Include closing remarks and your signature.
Apr 13, 2021

What should a confirmation email say? ›

How to Write Confirmation Emails that Delight and Convert
  1. Confirm Email Signups to Maintain Your Subscriber List Integrity. ...
  2. Provide Clear Next Steps. ...
  3. Help Prospects Understand the Steps Required to Meet a Goal. ...
  4. Promote Your Products and Services in a Non-Salesy Way. ...
  5. Confirm Purchases With a Reward.

How do professionals confirm a meeting? ›

I'm confirming our appointment on [date] at [time] to discuss [topic]. I currently have the meeting place scheduled at [location]. If you want to reach me to adjust our appointment or change any of these details, please call me at [phone number]. I look forward to meeting you on [date].

How do I make my email look good in Outlook? ›

Apply Outlook stationery and themes to all messages
  1. Click the File tab.
  2. Click Options.
  3. Click Mail.
  4. Click Stationery and Fonts.
  5. On the Personal Stationery tab, click Theme. ...
  6. Under Choose a theme, click the theme or stationery that you want, and then click OK.
  7. Select the font options that you want to use.

What is the 3 emails rule? ›

Here is how the “3 email rule” works: * You send me an email asking for help or clarification or advice * I respond via email with my thoughts, comments, questions, etc. * You send another email back with additional questions, or the need for clarification. (3 emails have been sent - hence the name of the rule.)

Is it unprofessional to send multiple emails? ›

It looks unprofessional

When sending an email to multiple people, it is best to only use the Bcc feature and email services like Gmail sparingly. If you need to communicate with a lot of people on a regular basis, it's better to use a free bulk email service like Selzy.

Can I send 500 emails at once? ›

Recipients/Emails per 24 hours — 500

With a regular Gmail account, you're restricted to 500 recipients or individual emails. For instance, you can send a single email to 500 recipients or 50 emails to 10 recipients to reach a total of 500.

What should you say before starting a meeting? ›

You'll want to start the meeting by welcoming your attendees and introducing yourself.
You can start with a simple greeting, using phrases such as:
  1. “Good morning / afternoon”
  2. “Let's begin”
  3. “I'd like to welcome everyone”
  4. “Since everyone is here, let's get started”
  5. “I'd like to thank everyone for coming today”
Feb 17, 2018

How do you say follow-up professionally? ›

1. Be Direct
  1. “I'm following up on the below” or “Following up on this [request/question/assignment]”
  2. “I'm circling back on the below” or “Circling back on this [request/question/assignment]”
  3. “I'm checking in on the below” or “Checking in on this [request/question/assignment]”

What is an email follow-up strategy? ›

Follow-up email is a message or series of messages delivered in response to a subscriber's action. It encourages customers to upgrade to a premium plan rather than a free trial, schedule a business meeting, provide feedback, or purchase other products, and more.

What is a professional response email? ›

A response email is simply an email to reply to another email. In business, this is the type of email you will have to write every day. This could be a meeting confirmation email, approving an application email, inquiry response email, declining an invitation or contract email, acknowledgment email, etc.

How do you respond to a meeting confirmation email? ›

Always try and be clear and concise, acknowledge the request, and confirm immediately. Thank you for inviting me to interview for the (job name) position on (date). I can confirm that I will be attending the interview. I can confirm that I have received your meeting request.

How do you say noted professionally? ›

In a professional setting, people use the phrase “duly noted” as a quick way to acknowledge someone's email.

How do you bump an email professionally? ›

Phrases like, "Just wanted to bump this email to the top of your inbox," or "Wanted to touch base on this," quietly acknowledge your prospect is busy and might just need a gentle nudge to get the ball rolling again.

How can I politely tell someone that I m waiting for their response? ›

7 alternatives to “I look forward to hearing from you”
  1. 1 Use a call-to-action. ...
  2. 2 I'm eager to receive your feedback. ...
  3. 3 I appreciate your quick response. ...
  4. 4 Always happy to hear from you. ...
  5. 5 Keep me informed . . . ...
  6. 6 I await your immediate response. ...
  7. 7 Write soon!
Sep 3, 2021

How do you politely nudge someone in an email? ›

[Name], I hope your day is going great! Forgive me for emailing you again, but I just wanted to follow up on the email below and see if you might have any thoughts. Consider this no more than a friendly nudge!

What makes a good email template? ›

The most effective way to create an email template is to have a great email content. A perfect email content is short, crisp, and clear with non-clutter or unnecessary words.

How could you prepare before a meeting to make it more efficient? ›

Here are 7 ways to increase the efficiency and improve the results of meeting time:
  1. Is the meeting necessary? ...
  2. Write an agenda. ...
  3. Start and stop on time. ...
  4. Cover important items first. ...
  5. Summarize each conclusion. ...
  6. Assign specific responsibility. ...
  7. Keep notes and circulate minutes.

How do you start a professional email template? ›

What to include at the start of your emails
  1. Salutation or greeting. Start with an appropriate greeting depending on how formal you need to be. ...
  2. Introduction and reason for writing (if necessary) ...
  3. An opening phrase/ well wishes (optional) ...
  4. A thank you line (optional)

What words do you say at confirmation? ›

Bishop: Dips his right thumb in the Chrism and makes the sign of the cross on the forehead of the one to be confirmed, as he says: “(Name), be sealed with the gift of the Holy Spirit.” Newly confirmed: Amen. Bishop: Peace be with you. Newly confirmed: And with your spirit.

How do you write a good confirmation letter? ›

How to write a confirmation letter in 5 steps
  1. Include a letter header. ...
  2. Start with your explanation. ...
  3. Add detailed information about the confirmation. ...
  4. Highlight anything you might have attached. ...
  5. End with a supportive statement.
Aug 18, 2021

How do you respond to a proposed meeting time? ›

If you aren't sure whether you can make the meeting, reply promptly with an explanation and a date when you will know whether or not you can attend. This lets the sender know that you've received the message, and it helps the sender coordinate the necessary logistics.

How do you politely follow up a meeting? ›

Dear [name], It was a pleasure meeting you at the [name of the event] networking event on [day of the week you met them]. I really enjoyed our conversation about [what you discussed] and hearing your insights. Following up, I have attached a document from [company name] outlining what we discussed.

How do you politely follow up on a meeting request? ›

Add a Personal Touch

Politeness and sincerity are key. Here are a few things you can add to your message: Express your gratitude and thank your recipient for their time. Ask to keep in touch, set up a face-to-face meeting, or schedule a phone call — be sure to provide at least two dates and times that you're available.

How do I send a professional follow up reminder email? ›

How to Send a Friendly Reminder Email
  1. Subject Line. Succinct subject lines will get you far when sending reminder emails. ...
  2. Greeting. A greeting sets the tone for the body of your email, so don't skip over it. ...
  3. Context. The body of your email is where you let the recipient know why you're emailing them. ...
  4. Request. ...
  5. Sign-off.
Jul 20, 2021

How do professionals say just to follow up? ›

1. Be Direct
  1. “I'm following up on the below” or “Following up on this [request/question/assignment]”
  2. “I'm circling back on the below” or “Circling back on this [request/question/assignment]”
  3. “I'm checking in on the below” or “Checking in on this [request/question/assignment]”

What should be the subject line for a follow up email? ›

If you're following up after a successful meeting and want to keep the ball rolling, try nudging the recipient to take the next step with a call to action (CTA) in the subject line. “Next steps” gets the reader's attention by indicating that there's something they need to do in the near future.

How do you start a follow up email sample? ›

Hi [First name], I'm writing to follow up on my email regarding [what your last email was about]. I didn't hear back from anyone on your team. If it makes sense to talk further, let me know how your calendar looks for the next few weeks for a 5-10 minute call.

How do I write a gentle follow up email? ›

Tip: Be brief. Be polite by asking if they've looked it over rather than accuse or point out that you haven't received it yet. Add value by giving them context for the urgency if needed or urgency about the next steps. Finish with a call to action so they know what you want them to do and why it's important.

How do you write a meeting protocol? ›

  1. Date and time of meeting.
  2. Names of the participants.
  3. Purpose of the meeting.
  4. Agenda items and topics to be discussed.
  5. Action items.
  6. Next meeting date and place.
  7. Documents to be included in the meeting report.
Nov 3, 2022

What are the four ways to respond to a meeting request? ›

Your choices are “Accept,” “Tentative,” “Decline,” or if allowed by the meeting organizer, “Propose New Time.” Clicking “Accept” informs the organizer you will attend the meeting.

How do you set a response to a meeting request? ›

Open the meeting request and click Accept. Click Send the response now if you wish to respond or select Do not send a response. Then click OK. You may want to choose Edit the answer before sending to include a comment such as: “I will be arriving late.”

How do I send a respectful reminder email? ›

  1. Choose an appropriate subject line. A solid email subject line is a must. ...
  2. Greet the recipient. Like a subject line, a salutation is a must when you're sending a polite reminder email. ...
  3. Start with the niceties. ...
  4. Get to the point. ...
  5. 5. Make a specific request. ...
  6. Wrap it up and sign your name.
Nov 4, 2021

How do you use gentle reminder in a sentence? ›

Just a gentle reminder that there is an election today. They will provide the constant but gentle reminders you need to stay on track.


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