When asking for an appointment, your tone should be polite, direct, and respectful of the other person’s schedule. Whether you’re writing an email, sending a message, or making a phone call, knowing how to ask for an appointment politely can make a significant difference.
This guide covers how to ask for an appointment:
Formally
Politely
Via email or text
Over the phone
With a client
Let’s explore examples and templates for each scenario.
Polite Phrases to Ask for an Appointment
Before I dive into appointment DMs or emails, here are some of the common examples people ask for an appointment:
“Would it be possible to schedule a time to meet?”
“Could we arrange a convenient time to talk?”
“Is Monday at 4 PM a good time to talk?”
“I’d appreciate the opportunity to speak with you—when might be a good time?”
“Would you be available for a quick call sometime this week?”
How to Ask for an Appointment in an Email (or via Email)
Here are email templates to ask for a meeting:
Cold Email
Subject: {{Offer}} – interested?
Hi {{First Name}},
Saw you run {{Company Name}}. I’m guessing (observation). Curious—how are you currently managing?
Most people I talk to struggle with:
{{Pain point 1}}
{{Pain point 2}}
Would you be interested in a quick meeting where I’ll show you a simple and affordable way to solve them?
Just reply "Y", and I’ll send my Calendly.
Best, {{Your Name}}
Follow-Up Cold Email
Hi {{First Name}},
You’re already doing the hard part — {{observation}}. Why not level it up by solving {{pain point}}?
With {{your solution}}, you can:
Fix pain point 1
Improve pain point 2
Let’s jump on a quick call. Interested? Just reply "Y" and I’ll send the link.
Best, {{Your Name}}
Formal Sales Pitch
Subject: Can we chat?
Hi {{Name}},
We help {{industry/type of client}} improve {{result}} using {{product/service}}. I’d love to show how it might benefit your team.
Would you be available for a short call this week or next? I can adjust to your schedule.
Best, {{Your Name}}
How to Ask for an Appointment Formally
Whether you’re talking to a senior executive, client, or someone new, sometimes a formal tone works best.
Busy Executive or Senior Leader
Subject: Request for a Short Meeting
Dear {{Name}},
I know your schedule must be packed, so I’ll keep this brief. I’d like to request a 15-minute call to share {{brief reason or value}}.
Please let me know if and when that could work for you—I’ll adapt accordingly.
Respectfully, {{Your Name}}
Job Interview (You as Candidate)
Subject: Scheduling the Interview
Hi {{Recruiter Name}},
Thank you for considering me for the {{Job Title}} role. I’m available and would be happy to move forward with the interview process.
Please let me know a few available time slots, or I can share mine.
Looking forward, {{Your Name}}
How to Ask for an Appointment With a Client
Agency to Client – Strategic Plan
Subject: Growth plan for {{Client's Business Name}}
Hi {{Client Name}},
We’ve prepared a strategy to take {{Client Business}} to {{goal}}. Would you be open to a short call this week to walk through it?
Let me know what time works best for you. I’m happy to adjust.
Best, {{Your Name}}
Client Check-In
Subject: Meeting Request to Discuss {{Topic}}
Hi {{Client Name}},
Hope you’re doing well. Can we schedule a quick meeting to go over {{topic/project}}?
Please let me know your availability.
Thanks, {{Your Name}}
How to Ask for an Appointment Over LinkedIn DMs
Here are examples of texts to ask for an appointment.
“Hi {{Name}}, would you be available for a quick call tomorrow or Thursday afternoon?”
“Hey {{Name}}, just checking if we could set up a time to talk about {{topic}}?”
“Hi, I’d love to discuss {{project}} with you. Let me know what time works.”
How to Ask for an Appointment Over the Phone
General Professional Request
"Hi {{Name}}, I wanted to see if we could schedule a brief meeting to talk about {{topic}}. Do you have time later this week or early next week?"
Cold Calling
"Hi {{Name}}, I’ll keep this brief. Would you be open to a quick 10-minute call this week to explore {{value}}?”
If They Sound Busy
"Would it be alright if we schedule a short call at a better time for you?"
Post-Event or Conference
"It was great meeting you at {{Event}}. Can we schedule a short follow-up call?"
How to Ask for an Appointment With a Doctor
Over Phone
"Hi, I’m calling to schedule an appointment with Dr. {{Last Name}}. Could you let me know the next available slot?"
Via Email
Subject: Appointment Request
Hi, I’d like to schedule an appointment with Dr. {{Last Name}} for {{reason}}. Please let me know available dates and times.
Thank you,{{Your Full Name}}{{Contact Details}}
When Should You Send an Appointment Request Email?
Timing matters. You wouldn’t call someone at 3 AM, so don’t drop emails into inboxes like you're in a time warp.
Here’s when it makes sense to hit send:
When you want to discuss a specific topic—not just “touch base” (ew).
When you need approval or input on a project.
When you're pitching a product/service to a potential client.
When you need advice, mentorship, or insights.
When you're following up and want to lock in facetime.
Golden rule? Don’t waste their time. Have a purpose, and make it clear from the get-go.
Steps to Write an Effective Appointment Request Email
Alright, so now we’re getting into the real deal. Here’s how to craft an appointment request email that’s equal parts polite, professional, and human.
1. Craft a Subject Line That Gets Opened (and Not Ignored)
Your subject line is like the book cover of your email. Make it catchy, relevant, and non-spammy. Skip the all-caps drama and exclamation overload.
Instead of:
"URGENT MEETING REQUEST!!!"
Try:
"Quick 15-min chat about [Project/Topic]?"
"Exploring potential collaboration – quick call?"
Make it so clear and light they want to click.
2. Greet Them Like a Human, Not a Corporate Drone
Forget greeting someone as “Dear Sir/Madam!” Unless you’re emailing the Queen, there's no need to greet someone like that .
Instead
“Hi Janne,”
“Hello John,”
“Hey James – hope your week is going well!”
Add a touch of personality if you know them or share something in common. It’s not creepy; it’s considerate.
3. Introduce Yourself (Without Your Entire Life Story)
You want them to know who you are, but keep it snappy. Like a Tinder bio, but for your brain.
Bad:
“I’m John. I graduated from Harvard in 2012, worked at 14 companies, and also like cats.”
Better:
“I’m John, the Partnerships Manager at ZapCo. We build B2B tools for HR pros.”
Boom. They know who you are and why you’re in their inbox.
4. Explain Why You’re Reaching Out (No Beating Around the Bush)
This is your moment—lay it out. What do you want? Why does it matter?
Be honest, be specific, and if you can, connect it to something relevant to them.
Examples:
“I’ve been following your podcast on scaling startups, and I’d love to chat about featuring you in our founder spotlight series.”
“I noticed your team’s been expanding rapidly. I have some flexible hiring solutions that could ease the load.”
Make it about them. Not you. Not your metrics. Them.
5. Ask for the Appointment (Like You Mean It)
Here’s the question. Be clear. Be kind. Don’t sound desperate. And for the love of Gmail—don’t use passive language like “I was wondering if…”
Examples:
“Would you be open to a quick call next week to explore this?”
“Can we schedule a 20-min chat sometime Tuesday or Wednesday?”
You’re not begging—you’re proposing.
6. Suggest Time Slots (Don’t Make Them Do All the Work)
If you say “Let me know when it works for you,” that’s extra homework for them. Be better. Offer options.
Examples:
“I’m free Monday 3–5 PM, Wednesday 10–11 AM, or Friday morning. Do any of these work for you?”
“Let me know if another time is better—I can be flexible!”
Easy. Breezy. Respectful.
7. Wrap Up With Gratitude (Because Politeness Isn’t Outdated)
Say thank you. Seriously. People don’t owe you their time—so appreciate the fact they’re even reading your email.
Examples:
“Thanks in advance—I appreciate your time!”
“I know your schedule is packed, so I really appreciate you considering this.”
Now sign off like a cool professional:
“Best,” “Warm regards,” “Cheers”—pick your flavor.
8. Include Your Contact Info (Don’t Make Them Sherlock Holmes)
If they want to say yes, make it easy for them to reach you. Include your phone number, email, calendar link—whatever floats your logistics boat.
Things to Keep in Mind When Asking for an Appointment
Here are some best practices to follow:
Be respectful of their time: Always assume they’re busy. Keep your request short and considerate.
Give context: Let them know why you want to meet, so they can decide if it’s relevant or urgent.
Suggest time slots: Offer a few options or use a tool like Calendly to simplify scheduling.
Keep the tone polite and professional: Especially in initial contact or when emailing someone senior.
Use clear subject lines: Make it easy for them to identify what the message is about.
Follow up, but don’t spam: One or two reminders are fine, but don’t push if they don’t respond.
Final Thought: Use a Cold Email Software
While it might feel natural to ask for a meeting in your very first email, it's often not the best move—especially in cold outreach. Asking for time upfront can come off as pushy or presumptive if the recipient doesn’t yet understand the value you bring.
Instead, a smarter approach is to build interest gradually.
Using a tool like Manyreach, you can schedule an automated email sequence—typically 5 to 6 emails—that progressively builds trust, demonstrates value, and finally asks for a meeting around the 4th or 5th touchpoint.
This way, by the time you ask for the appointment, the recipient is far more likely to say yes.
✅ Write once, automate the rest ✅ Space out follow-ups naturally ✅ Track opens and replies in real-time
If you're serious about getting better responses and more booked meetings, schedule your follow-ups using Manyreach—because timing matters.
Frequently Asked Questions
How do I request for an appointment? Be polite and specific. Say something like, "Would it be possible to schedule a time to meet to discuss {{topic}}?"
How do you ask for an appointment in a text? Keep it short and clear. For example, "Hi {{Name}}, would you be open to a quick call tomorrow or Thursday afternoon?"
How do you respectfully ask for an appointment? Use respectful language: “Would you be available for a short call at your convenience?” or “I’d appreciate the opportunity to speak with you.”
How do you ask for an appointment in a sentence? Try: “Could we arrange a convenient time to talk about {{topic}}?”
How do you politely book an appointment? Send a message or email with context and flexibility: “I’d like to book a quick call to discuss {{topic}}. Please let me know what time works best for you.”
How do you say I need an appointment? Politely state your need: “I’d like to request a meeting to go over {{topic}}.”
How do I talk to make an appointment? Begin with a polite introduction, state the purpose, and offer or request time options.
What is a short way to say appointment? You can say “meet,” “call,” “sync,” or “chat” depending on the context.
How do you use appointment in simple sentences? Example: “I have an appointment with my manager tomorrow.” or “She scheduled an appointment with the client.”
What should I say to make an appointment? “Hi {{Name}}, I’d love to schedule a meeting to discuss {{topic}}. Are you available this week?”
What is a good sentence for the word appointment? “We set up an appointment to review the project progress.”
How do I ask for a meet-up? Use a casual, friendly tone: “Want to catch up sometime this week?” or “Can we meet to go over this?”
How do you write an appointment in short? You can abbreviate “appointment” as “appt.” in informal notes or texts, e.g., “appt with client at 4 PM.”
"I'm eager to collaborate with you on this project and see what we can create together." "Excited about our upcoming partnership." “Can’t wait to get started and bring this to life.”
"Hi [First Name]", "Hello [First Name]", "Hey [First Name]", "I loved your podcast on X", "Read your post about Y", "Congrats on Z" are few ways to send greetings in an email.
What sets a good email apart from an average one? How it’s written! So here are 8 important parts of an email you must know about, to write a good email.
