One-on-One Meeting Request Email Samples & Tips | When it’s time to schedule a one-on-one meeting, the right approach can set the stage for a fruitful discussion. Whether for feedback, strategy, or performance, the initial scheduling email is crucial. Below, you’ll find practical tips for writing effective scheduling emails, and 33 email templates suitable for a variety of contexts.

Tips for Effective Scheduling One on One Meetings

Offer Specific Options Include specific dates and times to streamline the scheduling process and demonstrate respect for your recipient’s time.

Be Respectful and Flexible Show that you’re considerate of the recipient’s schedule and open to adjustments.

Keep It Brief and Direct State the purpose of the meeting clearly, so the recipient knows the context beforehand.

Provide Meeting Details Include the length of the meeting and any necessary materials the recipient should bring or review.

End With a Clear Call to Action Prompt the recipient to respond by a certain date or suggest confirmation of their availability.

Use a Professional Tone Maintain a tone that reflects both your professional relationship and the importance of the meeting.

One on One Meeting Request Email Templates

Email Template 1: Performance Review Request
Subject: One-on-One Meeting Request – Performance Review

Dear [Recipient’s Name],

I hope this message finds you well. To ensure we are aligned with your career objectives and our team’s goals, I would like to schedule a one-on-one performance review meeting. This will be a great opportunity to reflect on your achievements, discuss any challenges, and set objectives for the upcoming quarter.

Are you available next week? I suggest meeting on [Propose a couple of date and time options], but I am flexible and happy to adjust to a time that suits you better. Please let me know what works for you.

Looking forward to our discussion and planning for your continued success.

Best regards,

[Your Name]
[Your Position]

Email Template 2: Project Update and Feedback
Subject: One-on-One Meeting: Project Update Discussion

Hello [Recipient’s Name],

I would like to touch base with you on the progress of [Project Name]. Your insights and feedback are invaluable as we move to the next phase. I’m keen to discuss your current progress, any hurdles you might be facing, and how I can support you to ensure the smooth continuation of the project.

Could we schedule a meeting for this purpose? I am available on [Propose a couple of date and time options] next week. Please let me know if any of these options or suggest another time that suits you better.

Thank you for your dedication to [Project Name]. I’m looking forward to our chat!

Warm regards,

[Your Name]
[Your Position]

Email Template 3: Career Development Plan
Subject: Discussing Your Career Path and Opportunities

Hi [Recipient’s Name],

As we continue to grow both as a company and as individuals, I find it essential to dedicate time to discuss and plan our professional development paths. I would love to have a one-on-one meeting with you to explore your career aspirations, discuss opportunities for growth, and how we can align your goals with our team’s objectives.

Would [Propose a couple of date and time options] work for you? If not, I’m more than willing to accommodate your schedule. The meeting shouldn’t take more than [mention duration], and I believe it will be a valuable step in your career progression.

Looking forward to our conversation and helping guide your career trajectory.


[Your Name]
[Your Position]

Email Template 4: Work-Life Balance Initiatives
Subject: Let’s Talk About Work-Life Balance

Dear [Recipient’s Name],

In our fast-paced work environment, maintaining a healthy work-life balance is more important than ever. I’ve been exploring ways we might better support this balance for our team and would really value your thoughts and suggestions.

How about we meet for a one-on-one discussion on this topic? Your experience and insights would be incredibly helpful in shaping meaningful initiatives. I’m looking at [Propose a couple of date and time options], but let me know if there’s a time that suits you better.

I’m looking forward to hearing your ideas and finding ways to make our workplace even more supportive and positive.

Warmest wishes,

[Your Name]
[Your Position]

Brief One on One Meeting Request Email Sample Templates

Email 1 – General Check-In
I’d like to schedule a time for us to catch up and discuss current progress. Are you available next Tuesday afternoon?

Email 2 – Performance Review
Let’s arrange a meeting to go over your recent performance. How does Thursday this week work for you?

Email 3 – Feedback Session
I’m eager to hear your thoughts on our project. Can we meet for 30 minutes this Friday morning?

Email 4 – Strategy Discussion
I believe it’s time for a strategic review. Could we schedule an hour next Monday to talk?

Email 5 – Project Planning
Our next project phase needs planning. Would you be able to meet for lunch on Wednesday to discuss?

Email 6 – Professional Development
I’d love to discuss your career aspirations and development. Is next Friday at 10 AM a good time for you?

Email 7 – Client Account Review
It’s time for an in-depth review of your client account. Can we sit down next Tuesday at 3 PM?

Email 8 – Innovation Brainstorming
I’d like to brainstorm some new ideas together. Are you free next Wednesday morning for a creative session?

Email 9 – Workflow Improvement
Let’s talk about streamlining our workflow. How’s your schedule looking for a meeting next week?

Email 10 – Work-Life Balance
We could explore work-life balance initiatives. Is there a time next week for a one-on-one discussion?

Email 11 – Training Opportunities
I want to discuss potential training opportunities with you. Can we schedule a meeting for next Thursday at 2 PM?

Email 12 – Personal Check-Up
Just checking in – I’d like to see how you’re doing. Shall we grab a coffee next week?

Email 13 – Goal Setting
Setting goals is important – let’s arrange a time to do this. Does next Monday suit you?

Email 14 – Collaboration Follow-Up
We should follow up on our collaboration proposal. Is there a gap in your calendar this Friday?

Email 15 – Year-End Review
As the year ends, I’d like to review our milestones and set new targets. Can we meet on Wednesday afternoon?

Armed with these pointers and templates, you’re now set to coordinate one-on-one meetings with ease, ensuring both parties are prepared and aware of the meeting’s objectives from the onset.

Detailed One on One Meeting Request Email Sample Templates

Email 16

I’m writing to ask if you’d be available for a one-on-one meeting on 2024 at [time]. I’ve checked the calendar and I can see that I have some time in the morning that would work for me. If this is not a good time for you, please just let me know and I’ll try another time. Thanks so much!

Email 17

I’d love to have a one-on-one meeting with you. I have a few things I’d like to discuss, and I think it would be great if we could go over them in person. When is the best time for you? Thanks!

Email 18

I hope you’re doing well. I wanted to reach out and see if we could schedule a one-on-one meeting to discuss some of the projects you’ve recently worked on. I’ve noticed that you’ve been spending a lot of time on these projects, and they seem to be progressing nicely.

Email 19

I was wondering if you would be willing to come in for a quick chat so that I can ask you some questions about how things are going and get your feedback on what’s working well and what could use improvement. If this is something that works with your schedule, let me know when would be good for you. Thanks!

Email 20

I would love to meet with you one-on-one to discuss the position of [job title] at [company name]. I’ll be available on Thursday between 10:00 and 11:00 AM. Is that a good time for you?I hope you’re doing well! I was thinking about our last conversation and how much I enjoyed it. I was wondering if you’d be up for getting together again sometime soon to chat more about [topic]. Would this week work for you? Let me know!

Email 21

Hi there, I would love to have a one-on-one meeting at [time] on 2024. I’m looking forward to hearing your thoughts on how we can make this project even better.

Email 22

I hope you’re having a great day! I’m hoping to schedule a one-on-one meeting with you next week to discuss some of the most pressing issues facing [company name] right now, and how we can best move forward. If this is possible, could you please let me know what time works best for you on [day]? If not, please let me know who I should ask instead.

Email 23

I hope you’re doing well! I wanted to ask if you’d be available for a quick one-on-one meeting this week. It’s really important that we talk about [topic] as soon as possible so I can get started on a solution for it. If you’re unable to meet on Wednesday or Thursday, let me know what days are best for you and we can get something set up!

Email 24

I hope you’re doing well! I’m reaching out to you to request a one-on-one meeting. I have a few questions about [company name] that I’d love to run by you and get some guidance on. My goal for this meeting is to help me better understand how your role fits into the company, and how it can help me in my career. Would you be available for a call next Tuesday at 11 AM? If so, please let me know if there are any topics or questions that would be most helpful for me to prepare for the call. Thanks so much!

Email 25

I was hoping you could give me some time to chat about [topic]. I know you’re busy, but I think our discussion will be really valuable for both of us. Let me know if this is a good time for you. If not, let me know when is a good time to call and we’ll reschedule. Thanks,

Email 26

I wanted to see if you had some time this week to meet up and discuss the new project we’re working on. I know you’re busy, so feel free to say no if you don’t have a lot of time. But if you do, I’d love to be able to share some ideas with you and get your feedback. I’ll be sending over a calendar invite once I’ve confirmed the meeting time with my team. Looking forward to it!

Email 27

I hope you’re doing well! I was thinking about our last meeting—I’ve been thinking about some of the new ideas that came up, and I wanted to see if we could set up a time to talk about them. I know you’re busy, so if this isn’t a good time for you, please just let me know.

Email 28

If you have a few minutes in the next few days, would it be possible for us to meet at [location]? Let me know what works best for you. I’m writing to see if you’d be willing to meet with me one-on-one. I’m hoping we can discuss my performance this quarter and make a plan to improve it. I know that my performance hasn’t been up to par, and I want to do everything I can to improve. I’m also aware that our department has been struggling lately, so I’d be happy to help in any way possible. Let me know when you have time for us to meet so we can get started on this!

Email 29

How are you? I hope you’re having a great day. I just wanted to reach out and see if we could set up a time to meet one-on-one. I have a few ideas that I’d love to share with you, and I think this would be a great opportunity for us to touch base. I’m free next Tuesday at 2 pm if that works for you! Let me know if that works, or if there is another time that may work better for you. Thanks!

Email 30

I hope you’re doing well! I was thinking of grabbing some coffee with you this week to discuss a few things that have been on my mind. Would Wednesday at 2:30 work for you? I’d love to touch base with you about [topic]. If any of these topics come up, please let me know: How can we better communicate our goals and objectives?  Are there any ways that I can be more efficient? Is there anything that is not working as well as it should? I look forward to talking more soon!

Email 31

I just wanted to see if you had any availability for a one-on-one meeting on 2024. It’s been a while, and I’d love to catch up with you. We haven’t talked in person for at least two months! Are you free sometime soon? I hope you’re doing well! I’m writing to request a meeting with you on 2024 at [time]. My schedule is open at that time, and I’d love to discuss some of your projects with you. If you’re available, please let me know if you can meet. If not, I understand and look forward to connecting soon! I’m writing to ask if you’d be available for a one-on-one meeting next Monday afternoon at 3:00 PM. I have something important to discuss, and I’d love to chat with you about it. Thanks,

Email 32

Hey [name]! I hope you’re doing well. I know we haven’t talked in a while, but I wanted to reach out because I have something that I’d love to talk with you about. I’m working on a new project and would love to chat with you about your thoughts on it. Would you be able to meet up for coffee or lunch? Or if that doesn’t work for you, maybe we could do a phone call instead. Let me know what works best for you, and we can finalize the details from there. Looking forward to seeing what you think!

Email 33

I’m a huge fan of what you do, and I’ve been trying to get in touch with you for awhile now. I noticed that you’re on the road traveling to [location] soon, and I was hoping we could schedule a meeting when you’re there. I’d love to chat about your work, how it’s informed by your background in [area of expertise], and how it might relate to my project. We have a lot of overlap in our interests, and I’m sure we can come up with some great ideas together! I’m available all week except Tuesday (the 11th) through Friday (the 14th). If any of those days work for you, let me know; otherwise, feel free to suggest dates or times outside of this range that might work better for your schedule. Looking forward to hearing from you!

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