Business Etiquette for an Email on When to Schedule a Meeting
A sender initiates a meeting by asking attendees about their availability. In this initial email, the sender should include a list of items or information attendees should bring, a reply-by time if urgent, a location and the sender's availability. Email should be concise, professional and pleasant in tone.
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Time Frame
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Emails regarding meeting schedules should include the sender's availability (dates and times) up front, making it easier for the recipient(s) to suggest a valid time.
Subject
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Business emails should always include a concise and accurate description of the topic of the message in the subject line. For a meeting, this should state the purpose of the email and the topic of the meeting, such as "Meeting Time RE: Project Omega."
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Location
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A chosen or specified meeting location should appear within the body of the email. If the recipients of the email are not familiar with the location, include directions or an address in the initial email.
Replies
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Recipients should generally avoid using the "reply to all" function. It is up to the original sender to collect responses and organize the meeting based on feedback provided.
Size
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As with all business email communication, an email about a meeting time should be concise. It is assumed that details about the topic will be elaborated upon in the meeting.
Considerations
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Emails regarding meetings should also include requests for any information or updates that the attendees are expected to provide. For example, the sender might ask: "Please bring six hard copies of your most recent sales report." This allows meeting attendees ample time to prepare for the meeting.
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References
Resources
- Photo Credit Image by Flickr.com, courtesy of Robert S. Donovan
