Scheduling etiquette for business meetings
A scheduling request is an expression of respect for the other person's time. In business especially, how you coordinate and how you word the request change the impression you make and shape the relationship of trust. This article sorts out, by situation, the etiquette for scheduling internal and external meetings without being rude.
Basic etiquette for proposing dates
- Offer 3 or more options
- Ask about their availability first
- "Would any of these work for you?"
- Specify the time of day as well
- Offering only 1 option
- "Please make it this day"
- Giving only the day of the week with no time
- Not giving a reply deadline
Consideration for senior and external contacts
When asking someone more senior or someone outside the company to schedule a meeting, keep the following points in mind.
- Let them propose dates first. The basic form is "Could you let me know a few dates and times that suit you?"
- If you propose dates yourself, offer a wide range. Offer at least 5 options, ideally a full week of open slots
- State the duration and location first. Write something like "We would like about 30 minutes, online, if possible"
- Show flexibility about changes. Add "We can also arrange times other than the above, so please feel free to let us know"
Setting a reply deadline
Set the reply deadline according to your relationship with the other person and how urgent the matter is.
| Recipient | Recommended deadline | Example wording |
|---|---|---|
| Internal colleague | 2 business days | "Please reply by the [date]." |
| Internal manager | 3 business days | "I would appreciate it if you could let me know by around the [date]." |
| External | 5 business days | "It would be very helpful if you could reply by the [date]." |
Etiquette for rescheduling
If you have no choice but to change the date, follow these principles.
- Get in touch immediately once you know (a same-day cancellation leaves the worst impression)
- Give the reason briefly (overly detailed excuses backfire)
- Offer alternative dates at the same time (asking only "When would suit you?" puts the burden on them)
- Avoid rescheduling a second time as far as possible (it badly damages trust)
See also building systems to prevent last-minute cancellations.
Request templates for email and chat
Subject: [Scheduling] [Project name] kickoff meeting
Dear [Name],
I hope you are well despite your busy schedule.
Regarding the kickoff meeting for [Project name], would any of the following dates work for you?
1. 5/21 (Wed) 14:00-15:00
2. 5/22 (Thu) 10:00-11:00
3. 5/23 (Fri) 15:00-16:00
Duration: about 60 minutes / Format: online (Teams)
I would appreciate a reply by the end of 5/19 (Mon).
We can also arrange times other than the above, so please feel free to let us know.