Scheduling Email Templates

For many EAs, a big part of the day is spent scheduling meetings for their executives. While there are plenty of ways to automate a portion of this task, there will still be the inevitable back-and-forth emails from time to time.

You’ll often use the same wording, over and over, to request, accept, and decline meetings for your exec. Below are a few examples of scheduling emails—copy and paste these into your canned responses, text expander, or into an easy-to-access document so you don’t have to retype them each time!


Email Template: Requesting a Meeting

When your executive has asked to you schedule a meeting with someone

SUBJECT: Meeting with EXEC NAME

Hello NAME,

EXEC NAME has asked me to reach out to you to request a 30-minute phone call to discuss TOPIC. I have included a few options below that work for EXEC NAME.

– Option 1 (Format: Fri 1/24 at 3:00pm ET)
– Option 2
– Option 3

Would any of these timeframes work for you? If not, feel free to send over some options that work on your end. I’m happy to send a calendar hold with EXEC NAME’s phone number once we’re all set.

Thank you,

EA NAME


Email Template: Final Scheduling Response

When the attendee responds with a time that works for them

Hello NAME,

DATE/TIME works great! I’ll send over a calendar hold shortly.

Thanks again,

EA NAME


Email Template: Response to Scheduling Request

When your executive copies you on an email asking you to help schedule with the recipient, or when someone requests a meeting with your exec and it is approved

Hello NAME,

I’m happy to help schedule a call with EXEC NAME. I’ve included a few options below that work for her/him.

– Option 1 (Format: Fri 1/24 at 3:00pm ET)
– Option 2
– Option 3

Would any of these timeframes work for you? If not, feel free to send over some options that work on your end. I can send over a calendar hold with EXEC NAME’s phone number once we’re all set.

Thank you,

EA NAME


Email Template: Declining Proposed Meeting Options

Hello NAME,

Thank you for reaching out. Unfortunately, EXEC NAME is not available during the timeframes you suggested. I’ve included a few options below that work for her/him.

– Option 1 (Format: Fri 1/24 at 3:00pm ET)
– Option 2
– Option 3

Please let me know if any of these will work for you. I can send over a calendar hold with EXEC NAME’s phone number once we’re all set.

Thank you,

EA NAME


Email Template: Declining a Meeting

Hello NAME,

Thank you for reaching out. Unfortunately, EXEC NAME’s schedule is quite full this month, as she/he is focused on PROJECT. Would you mind reaching out again in TIMEFRAME?

Thank you for your patience,

EA NAME


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About the Author

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Mallory Greer