Informal Meeting Request Email Sample: 7 Effective Ways to Communicate

Are you struggling to write an informal meeting request email that effectively communicates your desire to meet without coming across too formal or stuffy? Look no further! In this article, we will provide you with sample emails that you can use as a starting point and edit as needed to make them suit your specific needs and tone. Our goal is to take the stress out of reaching out to professionals and colleagues, providing you with the tools you need to communicate your message clearly and effectively. Whether you’re looking to set up a coffee date with a prospective mentor or simply hoping to connect with a like-minded individual over lunch, we’ve got you covered. So why wait? Read on to discover our easy-to-use informal meeting request email samples!

The Ultimate Structure for an Informal Meeting Request Email Sample

Writing an email requesting a meeting can feel like a daunting task, especially if you are looking to communicate informally with the recipient. However, if done right, it can be a quick and effective way to connect and establish a productive working relationship. Here are some tips on how to structure your email to make it stand out and increase your chances of receiving a positive response.

Get Personal

When beginning your email, start with a personalized greeting that addresses the person by name. Take some time to research and familiarize yourself with the recipient’s background and interests. This can help you tailor your message to their needs and make them more likely to respond. Additionally, demonstrate that you value their time and are aware of their busy schedule by proposing a specific day and time for the meeting.

Clearly State the Purpose

Make sure to clearly state the purpose of the meeting in the subject line and the opening sentence of the email. This will grab the recipient’s attention and let them know exactly why you are reaching out to them. Be brief and to the point, using language that is easy to understand and avoids any industry-specific jargon.

Provide Details

Follow up the purpose statement with a brief description of what the meeting will entail. Will it be a quick coffee chat to discuss a potential collaboration? Or a 30-minute phone call to get to know each other? Specify the objective and how it will benefit both parties. Provide any additional details, such as the location or platform for the meeting, and a brief outline of the topics that will be covered.

Express Gratitude

As you conclude your email, take the opportunity to express your gratitude towards the recipient for considering your request. Emphasize the value and importance of their time and expertise, and let them know how much you would appreciate the opportunity to connect. End with a clear and concise call-to-action that encourages the recipient to respond and confirm the meeting.

By following these guidelines, you can structure an informal meeting request email that is professional, concise, and personalized. Remember to keep it short and sweet, avoiding any unnecessary information, and maintain a friendly and respectful tone. With these tips in mind, you’re sure to increase your chances of a positive response and establish a more productive relationship with your recipient.

Informal Meeting Request Email Samples for Different Reasons

Invitation to a Lunch Meeting

Dear John,

I hope this email finds you well. I’d like to invite you to a lunch meeting on Friday, 23rd October at 1 pm at Bonanza Restaurant. We could discuss our new project, which I think might interest you. This will be an informal meeting, and I’m looking forward to catching up with you.

Let me know if the date and time work for you, and I’ll make a reservation.

Best regards,


Follow-Up Meeting with Client

Dear Mr. Smith,

I hope this email finds you well. I’d like to set up a follow-up meeting to discuss the progress of the project we started last month. It’s important that we touch base and make sure we’re both on the same page.

Are you available for an informal meeting next Wednesday, 28th October, at your office? Please let me know, and I’ll confirm the time.

Thank you,


Coffee Meeting for Networking

Dear Sarah,

I’ve been following your work for some time now and I think it would be great to meet you and discuss the possibility of collaborating in the future. I’d like to invite you to a coffee meeting next Friday, 30th October, at 10 am.

This will be an informal meeting where we can exchange ideas and connect. Let me know if this date works for you, and I’ll suggest a location.

Looking forward to meeting you,


Meeting Request for Mentorship

Dear Prof. Lee,

I hope this email finds you well. I’m writing to request an informal meeting with you to discuss the possibility of mentorship. I’ve been following your research and I think you could offer invaluable guidance in my career.

Would you be available for a meeting next Monday, 26th October, at 2 pm? I understand you’re busy and so I’m open to your suggestion on the meeting location.

Thank you for considering my request,


Request for a Sales Meeting

Dear Mr. Johnson,

I’d like to request an informal meeting with you to discuss our latest product line. I believe our products are in line with your business needs, and I’m keen to explore the possibility of working together.

Are you available for a meeting on Tuesday, 27th October, at 3 pm? I could visit your office, or we could meet at our showroom, whichever is convenient for you.

Looking forward to hearing from you,


Request for a Training Session

Dear HR Manager,

I’d like to request an informal training session for our team on interpersonal communication skills. I believe this would benefit our team, and improve our communication dynamics.

Can we schedule a meeting to discuss the format and details? I’m open for suggestions and any insights you might have. I will follow up this email with a phone call to confirm.

Thank you for considering my request,


Follow-up Meeting Request for Job Interview

Dear Hiring Manager,

I hope this email finds you well. I’d like to follow up on my job application for the marketing position at your company. I’m very interested in the position and would like to request an informal meeting to discuss my qualifications further.

Are you available for a meeting next Wednesday, 28th October, at 2 pm? I’m available to come to your office or meet at a location convenient for you.

Thank you for your time and consideration,


Related Tips for Writing an Informal Meeting Request Email

Writing an effective and persuasive meeting request email can be a daunting task, particularly if you’re writing in an informal style. Here are some valuable tips that will help you to make the most of your email communication:

  • Be clear and concise
  • Keep your email short and to-the-point, and ensure that the purpose of the email is clear. Avoid using complex language or industry jargon, and instead, use simple and direct language to convey your message.

  • Add a Personal Touch
  • While it is always important to maintain a level of professionalism, adding a personal touch can help increase the likelihood that your request will be accepted. Address your recipient by name, use a friendly tone, and consider adding details that show you’ve taken the time to research their interests.

  • Be Specific
  • Be specific about the time, date, and location of the meeting. Provide your recipient with a few date and time options to choose from, and ensure that the location is easily accessible.

  • Follow Proper Email Etiquette
  • Ensure that you follow proper email etiquette and use the appropriate tone. Use proper salutations and sign-offs, and proofread your email for errors before hitting send.

  • Show Appreciation
  • Don’t forget to show appreciation for your recipient’s time and consideration. Express gratitude for them considering your request, and let them know that you look forward to the opportunity of meeting with them.

By following these tips, you can craft an effective and persuasive meeting request email that is sure to increase your chances of getting a response. Remember, the most important thing is to be clear, concise, and respectful in your communication.

Frequently Asked Questions about Informal Meeting Request Email Sample

What is an informal meeting request email?

An informal meeting request email is a casual email sent to request a meeting with someone, without any strict rules or guidelines for the content or tone of the email. It is usually used in a less formal or professional setting, such as with friends, acquaintances, or colleagues outside of work.

What should I include in my informal meeting request email?

You should include the purpose of the meeting, the preferred time and location, and a brief explanation of why you want to meet. You may also include some personal details or pleasantries, depending on your relationship with the recipient.

What tone should I use in my informal meeting request email?

You should use a friendly and casual tone, but still be professional and respectful. Avoid being too formal or too casual, as it may come off as insincere or unprofessional.

How should I address the recipient in my informal meeting request email?

You should address the recipient by their first name, unless they have specifically asked to be addressed differently. Using a friendly and personal tone can help establish a good rapport with the recipient.

How can I make my informal meeting request email stand out?

You can make your email stand out by being creative and personal in your approach. Use humor, storytelling, or other engaging techniques to capture the recipient’s attention and make them more likely to accept your meeting request.

What is the best time to send an informal meeting request email?

The best time to send an informal meeting request email depends on the recipient’s schedule and availability. You may want to send the email during their work hours, but keep in mind that they may be busy or not checking their email regularly. It’s best to ask for their preferred time and location in the email to avoid any scheduling conflicts.

What should I do if I get a rejection for my informal meeting request email?

If you get a rejection for your informal meeting request email, don’t take it personally. You can try to follow up with the recipient and suggest a different time or location that may be more convenient for them. If they still decline, respect their decision and don’t push them any further.

Can I use informal meeting request emails in a professional setting?

While informal meeting requests are usually used in a less formal or professional setting, they can be used in a professional setting as well, depending on the relationship you have with the recipient. Just make sure that the tone and content of the email are appropriate for the context and audience.

What are some common mistakes to avoid in an informal meeting request email?

Some common mistakes to avoid in an informal meeting request email include being too pushy or demanding, using inappropriate language or tone, or not providing enough information about the purpose or agenda of the meeting. Make sure to proofread your email carefully and ensure it is clear and concise.

Wrap it Up!

Well folks, that brings us to the end of this little lesson on writing an informal meeting request email. I hope you found our sample email and all our tips and tricks helpful. Remember, the key is to keep it simple, friendly, and to the point. Don’t make it too formal or stuffy, and always try to inject a little personality into your writing. Thanks for reading our article and we hope to see you back on our site soon for more great tips and tricks!