Meeting Request Email Template (Copy and Paste)

Short — ideally under 120 words. Lead with who you are and why you're writing, make a single clear ask with a time estimate, offer a few times or a booking link, and sign off. If the reader has to scroll, you've buried the request.

Propose two or three specific times in your own time zone, and also include a self-serve booking link. A short list is easy to say yes to, while a link lets the other person pick without an email thread. Doing both covers people who prefer either. Always label times with the time zone, or use a scheduling page that auto-converts to the invitee's local time so no one does the math.

Wait two to three business days, then send a brief, friendly nudge that re-states the ask and the times. Keep it to a couple of sentences — "Just floating this back up, are any of these times still workable?" One follow-up is reasonable; more than two starts to feel like pressure. Automated reminders can handle the nudge for you so it never slips.

Share a single booking link instead of trading emails about availability. Calenkli is a free meeting-booking tool (Calendly-style) where invitees pick a slot shown in their own time zone, so cross-border scheduling stops being a guessing game. It also sends email reminders to cut no-shows and prevents double-booking. A genuine differentiator is qualification before booking: you can add custom questions with conditional logic that auto-disqualify or redirect a poor-fit invitee before they ever take a slot. Calenkli charges a 0% booking fee on every plan and the product is fully localized in six languages (English, French, Spanish, German, Italian, Portuguese), which suits European and multilingual teams; data is hosted in the EU. Worth being honest that it's newer and smaller than Calendly, with fewer native third-party integrations and a lighter set of team and enterprise features today, so if you depend on a large app marketplace, check that your must-have integrations are covered first.

It varies by vendor, so read the plan details. Calendly, for example, offers a real free tier and charges per seat on its paid plans (the headline per-seat prices require annual billing); it doesn't take a commission on payments you collect — your payment processor's standard fees apply there. Calenkli takes a 0% booking fee on every plan, with no per-booking cut and no upsell to remove a fee; its free-forever core lets you share a booking link and have invitees pick a slot in their own time zone. The fair comparison is subscription cost and seat model, not booking commissions, since neither tool skims your bookings.