How To Ask For A Meeting With A Client - Docket

How To Ask For A Meeting With A Client

Let’s not forget that clients are humans like us. They are busy, have their own agendas, work all day, they have families at night, and they try to enjoy life throughout and in-between – time is of the essence. So whether we have sales quotas or just sincerely want to check-in and help out, finding creative ways to get appointments will help secure time between you and your client. So how do you ask for an appointment for a client meeting? Let’s take a closer look.

A request for appointment will take up someone’s time. Not only do they need to take time to take your initial call or read your initial email, they have to find time to meet on their busy calendars. When thinking about how to ask for an appointment, politely consider this and come prepared with information and options to help make it work their time.

Do Your Homework

Before you need to know how to ask someone to meet formally, you need to understand who that someone is, what might they need from you, and create a narrative. Look at their company website from the About page, Products pages, and every nook and cranny down to the page navigation to learn about their business. 

Before taking even a single step forward to ask for availability for meeting or even asking for someone’s availability, sample competitive sites to understand what or who your client might be up against. 

Once you have formulated a better understanding of the person, product, process, and competition, ways as to how to ask for availability for a meeting examples include:

  • In Person
  • Email
  • Letter
  • Phone


In-person meetings are typically the best way to connect with a client but asking for someone’s availability in-person can put them on the spot. Use this technique cautiously so as to not scare away the client. If location is a challenge, in-person can also be a video call. With today’s technology improvements, meeting in an online video while sharing your camera can offer similar benefits to bring in person. Use a meeting tool like Docket and provide a professional agenda while using the in-app video conferencing tool to have a face to face meeting.


When asking for someone’s availability, examples include the option of email. This is typically the most favorable option for the client but can leave you in the dark until they respond. When considering how to ask for an appointment in an email, looking for an email to arrange a meeting with a client sample, or how to ask for an appointment by email samples, consider templates like a sales appointment request email sample, an official meeting invitation email sample, or a request for meeting email sample that provides a simple approach from greeting and introduction to purpose. In the meeting request email subject, provide an enticing reason they should open your email that makes requesting for an appointment via email not seem like a sales tactic but rather something they want to hear more about. In your sales appointment request email template or when asking for someone’s availability email, samples of your product or service can also be useful to get their attention. Share the narrative you put together from your research into the sample meeting request email to potential client so that they may form a connection in seeing the work you put in to getting to know them better. If using a make appointment email sample software, try to get right to the point and give them a good reason why they may want to respond back to your sales appointment request email. 

After trying a few different sales appointment request email samples, create your own schedule a meeting email template that you can reuse from client to client to save you time.


A request letter for meeting appointment with client can sometimes come off as too “marketing” however, if finding that how to get a sales appointment via email is not working, a letter may be  the personalized touch your client needs. Try a sample letter requesting appointment business meeting, sample letter to request a meeting with a manager, or sample letter to request a meeting with a CEO, depending on the role, to find a template that works best. A formal meeting request letter sample may be best for those who are very time-conscious as well as a sample letter for meeting schedule. Keep in mind if you made a request for an appointment email to client and did not hear back, a letter may not be the best method for this particular client.


While we become increasingly shy to talk on the phone as text and chat become more prevalent, a phone call appointment is a great option. When understanding how to get appointments over the phone or even how to ask for an appointment over the phone, think back to the pre-work you did to prepare and make a phone script for scheduling appointments that focuses on the narrative you crafted together. When you get the client’s attention, knowing how to confirm appointments over the phone is key. Lock in a date and time and be as flexible as possible to take their first offer to reduce the time it takes to finalize next steps. When setting appointments over the phone, scripts and templates are your best bet to be prepared and keep theme engaged until a commitment is made for a later time. 

What to include in your meeting request

When reaching out to a potential client for a meeting request, you can increase your chances of a successful booking when including a meeting agenda along with helpful resources like one-sheeters and case studies for your product or service. Even if you have a meeting scheduled, sharing an agenda can help lower the chance that a prospect will ghost you.

Sending out an agenda before a meeting sets clear expectations, and gives your client to prepare questions for your meeting.

Whether using in-person, email, letter, or phone, aiming to help your customer be more successful should always remain the focus. Use a technique that works best for them and once established, stay consistent as much possible.

About the Author

Heather Hansson

Heather is VP of Product and Chief of Staff at Docket. She enjoys leading cross-functional teams to work together on vision, strategy, and implementing solutions that help people work and live better. When she isn’t helping rid the world of wasteful meetings with Docket, Heather likes to run, take violin lessons with her son, and spend time with her family.

Related Content