Rodok
Abderrazzak AbouyaalaA good meeting request email states why you are asking, what the meeting covers, how long it takes and gives the reader an easy way to say yes. Use it when you already have some context, such as a reply, a warm referral or a clear reason, not as a blind first message to a stranger.
When to use it
Use it after a prospect has shown interest, after a mutual contact has introduced you, or when your reason for writing is strong enough to justify the ask. If it is a first contact with no context, a question works better than a request for time. See the cold email template.
The template
Subject: 15 minutes on (topic) next week? Hi (first name), (One line connecting to the context: your earlier reply, the person who introduced us, or the reason you are writing.) I would like to spend 15 minutes on (specific topic), and I will bring (one useful thing: an example, a short plan, three questions). Would (day) at (time) or (day) at (time) work? If someone else on your team is better placed, point me to them and I will reach out. (your name) (link to your calendar, if you use one)
Why it works
- The subject line says what the meeting is and how long it takes.
- The reader sees what they get, not just what you want.
- Two concrete times are easier to answer than "when are you free".
Two variations
After a positive reply:
Thanks for the reply, (first name). The quickest way to cover (topic) is a short call. Here is my calendar: (link). If a written summary suits you better, I can send one today.
Through a mutual contact:
Hi (first name), (contact name) suggested I get in touch about (topic). Could we find 15 minutes in the next two weeks? I will keep it to (agenda in one line).
What to check before you send
- The reader has a reason to meet: you gave them something to gain.
- The time ask is small. Start with 15 minutes.
- Time zones and any calendar link are correct.
- For email in the US, the CAN-SPAM Act has no exception for business-to-business email. Use an honest subject line, accurate sender details, a postal address and an opt-out. GDPR and CASL apply in the EU, UK and Canada.
Mistakes to avoid
- "Do you have 30 minutes to chat?" with no topic.
- Asking before anyone knows who you are.
How Rodok helps
A Rodok tracker looks for the signal you describe, such as a new head of sales or a hiring push, and fills in the person's company and LinkedIn page. AI drafts the first line, and you review it before it goes from your own Gmail or Outlook. In the CRM, calendar sync and booking links let the reader pick a time, and the meeting attaches to the record. More on getting to a first conversation is in outbound sales strategy.
Frequently asked questions
How do I ask for a meeting by email?
State the topic, the length and what the reader gets. Offer two specific times or a booking link, and keep the message to a few lines.
Should I include a calendar link?
It helps when the reader already knows why you are writing. Add a reason first.
How long should the meeting be?
Ask for 15 minutes. It is easy to agree to, and a good conversation can always run longer.
