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

About the Author

Crystal Esquivel

Crystal Esquivel

Crystal has served as an Executive Assistant to a variety of leaders, including CEOs, Chairmen, Executive Directors, and Founders. She has managed weeklong food events in multiple cities, authored two books about food in her hometown of Austin, Texas, and contracted to support chefs, photographers, and cocktail experts. Crystal is Chief of Staff of Base and is focused on building a strong and supportive EA community packed with resources and relevant content. She lives in Greenville, SC with her husband Justin and their little black cat.