Meeting request email with real time slots from your calendar
Asking someone for their time works best when the reason is clear and the slots are concrete. This prompt has your todo.is agent write a short meeting request email with a clear purpose, a short agenda and three free times taken from your own Google Calendar, so the other person can just pick one.
The prompt
- Write a meeting request email to [RECIPIENT NAME AND ROLE]. The purpose is [WHY YOU WANT TO MEET], and I would like [MEETING LENGTH] on [VIDEO CALL OR IN PERSON]. Check my Google Calendar and offer 3 free slots in the next [TIME WINDOW], during their working hours in [THEIR TIME ZONE]. Keep it under 130 words, with a clear subject line, one line on who I am if we have not met, a 2 or 3 point agenda and the slots as a short list. Save it as a Gmail draft and do not send it. When they reply with a time, add the event to my calendar after I confirm.
What to change
- [RECIPIENT NAME AND ROLE]: Who you want to meet, e.g. "Alicia Grant, Head of Partnerships at Corvo".
- [WHY YOU WANT TO MEET]: The reason in one line, e.g. "to explore a referral partnership" or "to review the Q3 budget".
- [MEETING LENGTH]: E.g. "20 minutes" or "45 minutes". Shorter requests get more yeses.
- [VIDEO CALL OR IN PERSON]: E.g. "a Google Meet call" or "coffee near their office in Shoreditch".
- [TIME WINDOW]: E.g. "two weeks" or "this week".
- [THEIR TIME ZONE]: E.g. "New York (ET)". Your agent converts the slots for you.
Example result
- The email
- Subject: 20 minutes on a referral partnership?
- Hi Alicia,
- I am Rafael, co-founder of Tidepool, a booking tool for yoga studios. Many of our studios ask for payroll help, and Corvo comes up often.
- Would you be open to a 20-minute Google Meet to see if a referral partnership makes sense? I would like to cover:
- • How each of us works with small studios today
- • A simple way to refer customers both ways
- • Next steps, if it is a fit
- Any of these times work for me (ET):
- • Tuesday 21 Oct, 10:00 to 10:20
- • Wednesday 22 Oct, 14:30 to 14:50
- • Thursday 23 Oct, 11:00 to 11:20
- If none suit you, feel free to suggest another time.
- Best,
- Rafael Duarte
- Variations your agent can write
- • Internal meeting with your manager: skip the intro, lead with the decision you need
- • Client check-in: mention what you will show them, like a draft or a report
- • Senior person you do not know: offer 15 minutes and say why them, specifically
- What makes a meeting request work
- • The reason is in the subject line
- • A short, fixed length shows respect for their time
- • Concrete slots remove the back-and-forth
How to do it with todo.is
- Copy the prompt and replace each [bracket] with who, why and how long.
- Connect your Google account once in todo.is so your agent can read your calendar and save drafts.
- Paste the to-do into todo.is or message it to your agent on WhatsApp, Slack or Telegram.
- Review the draft and send it. When they pick a slot, tell your agent and it adds the event after your OK.
Tips for a better result
- Ask for 15 to 30 minutes. A small, specific ask gets accepted far more often than "an hour to chat".
- Put the purpose in the subject line, like "20 minutes on the Q3 budget?". It tells them why to open it.
- Always show times in their time zone. Your agent converts them so nobody has to do the math.
- For a cold request, say why you chose them. One honest sentence beats a long compliment.
meeting request email: FAQ
- How do you politely ask for a meeting by email? Say who you are, why you want to meet and how long it will take, then offer two or three times. Keep it short and make it easy to say yes or suggest another time.
- How many time slots should I offer? Two or three slots on different days is enough. More than that makes choosing harder.
- What should the subject line of a meeting request say? The topic and the ask, for example "Quick call about the Q3 budget?" or "Meeting request: referral partnership".
- Can todo.is put the meeting in my calendar? Yes, with Google connected your agent can add the event to your Google Calendar. It asks for your OK first.
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