Appointment Setting Email Template

Get the meeting booked without feeling pushy.

When to use

Use this after a prospect has shown some signal of interest — replied to an earlier email, engaged with your content, or been referred to you. Also effective as a standalone outreach when you have a very targeted prospect list.

Who it's for

SDRs and sales reps whose core job is booking meetings for AEs, and any founder doing their own outreach.

Why it works

This template makes the ask explicit but frames it as low-commitment. Suggesting a specific time slot works better than 'let me know when you're free' because it removes the mental friction of scheduling. The email is under 60 words — scannable in 5 seconds.

Email Template

Subject: 15 minutes — {{company}}?

Hi {{first_name}},

I'll keep this short — I think {{company}} and {{your_company}} could be a good fit based on {{specific_reason}}.

Would you be open to a 15-minute call {{suggested_time — e.g. Thursday or Friday this week}}? I'll share exactly how we've helped {{similar_company}} with {{outcome}}.

If that timeframe doesn't work, just let me know what does.

{{your_name}}

Calendar link variant

Subject: Quick call — {{company}}?

Hi {{first_name}},

Following up on my last note — I'd love to show {{company}} how {{your_company}} can help with {{pain_point}}.

Here's a link to my calendar: {{calendar_link}}

Totally fine if now isn't the right time — happy to reach out again in a month.

{{your_name}}

Subject Line Variations

Personalization Ideas

Common Mistakes to Avoid