Book free demo

How do you politely ask a meeting question

How do you politely ask a meeting question?

How do you politely ask a meeting question

How do you politely ask a meeting question?

How to Build the Correct Tone in Email Communication?

Email communication is something who differs from other channels and reaching the correct tone in a particular type of emails is mandatory. For instance, reaching the correct tone in correspondence with a new client should be the initial task for every company who cares about its reputation. Below, I will describe how to reach the correct tone in different types of emails.

Understanding the Audience

First of all, a person should consider the receiver of the information and identify his or her level in the organization. The primary task is to make sure that both parties understand whether they talk to a senior executive, a new client, or a team member. Moreover, the level of this individual in the organization should guide the relationship. For instance, with emails to a senior executive, an individual should try to get to the point and be very similar. He or she also would like to get constructive feedback.

Using the Right Lemma

Tense and negative types of the lemma may create tension on the other side and will make it more difficult to get the wanted task. This is why one should not try to use negative types of sentences since it will demotivate sending a message. For instance, instead of the “I can’t meet with you in person until the next week.” try the following: “I can meet with you by the end of the week.” This will not only sound optimistic but also clarify the proposal.

Please and Thank You

Please and thank you change these too, not every time the more drafts the more the more positive and efficient. For instance, the correct formulation of the sentence sounds like “Could you, please, send the report by Monday?”. “There, I thank you for it.” It emphasizes value and the fact that an individual made the call for the email.

Asking Questions Politely

When you are asking questions, especially in electronic means, such as an email or during a meeting or a group gathering, frame your question in a way that shows the recipient you value their input. For instance, “Could you please assist in sharing your views on this strategy? It would be great to hear your take,” acknowledges the fact that the other person is an expert in their field of work and that you value their opinion.

How do you politely ask a meeting question

The Role of Emojis and Punctuation

In a professional setting, a proposed overuse of emojis and punctuation may skew the tone of your message. While an occasional smiley can make your message more pleasant in a conversation with someone you know well, you should exercise moderation. The same goes for exclamation and question marks – multiple ones make your request or statement emotional or outright confrontational.

Proofreading Everything and Reading Out Loud

Always proofread the email before sending it. The point here is not to catch a missed spelling or grammatical error. What you want to do is ensure that your tone is consistent throughout the email and that you indeed are subtle or polite or formal. Ty reading the email out loud to catch exclamations and question marks you might miss otherwise.

The Importance of a Strong Subject Line

A strong subject line is the one that clearly conveys what the email is all about and makes it less likely the recipient will skip it. According to statistics, up to 50% of emails sent with personalized and specific subject line, such as the recipient’s name or “F2F Yesterday” kind of line are more likely to be opened.


Putting personal details in the subject line can make it stand out among the dozens of other emails recipients might receive in a day. Maybe place the recipient’s name or some personal information in the opening. “John: Can you give us your perspective on these trends?” sounds a bit more human.

Avoid Overused Standby Phrases

“Important,” “urgent,” or “reminder” no longer make a message seem necessary. In fact, research has shown that automatically flags your email as one of hundreds most professionals receive.

Therefore, I would instead suggest showing a situation where action is required, such as “Time-Sensitive Opportunity,” or “Closing Soon: Report on New Legislation.”

Use the Right Keywords

After the personal touch and the urgent message, the audience might need to know what the email is actually about. I would suggest using keywords suggested within the letter to make the whole thing clearer. For example, a brief update on the project is the email’s content, you could go with “Project X: Quarterly Update” as the subject line.

Test and Learn

The best advice may not work perfectly for your audience, of course, but there is always an opportunity to test different approaches. Perhaps you could try testing two subject lines for a mass mail, both relatively similar in content but different in style or format, and then judge by opens to see what readers prefer.

Opt for a more casual greeting. “Hi [Name]” or “Hello [Name]” is a perfect middle ground between overly formal and too familiar. For candidates you’ve previously interviewed via phone or in writing, this salutation establishes a friendly, approachable, and semi-formal tone to build familiarity.

Use the group’s name in the salutation. If you’re writing to a group, it won’t be appropriate to be overly specific or, on the contrary, excessively general. “Dear Everybody,” “Hi team,” or “Hello colleagues,” followed by a welcome to you all, is a great way to address multiple people in a balanced and friendly tone.

Choose the right closing. The conclusion matters as much as the introduction, and you have to finish on the right note to ensure the deal remains sweet.

For formal business emails

  • “I am indebted to you.”
  • “Fare thee well.”
  • “Yours respectfully.”

One of the most basic and polite closes, such as “Yours sincerely,” “Respectfully,” or “Best regards” will remain appropriate for many business emails, such as those related to job applications and formal requests.

For conversational or friendly emails

  • “Best.”
  • “Cheers.”
  • “Warmest greetings.”
  • “Warmly.”

When communicating with the candidate you already interview in the person or your friendly colleague, you may close the email in a more conversational and friendly way. Use these casual and friendly closes to sound informal while maintaining an appropriate level of professionalism.

For specialized emails

  • “I hope for your decision.”
  • “If you like the offer, please respond to this letter.”

Another option appropriate for formal emails requesting a response from the recipient, such as job applications.

How to write a meeting request email


Here are the two template forms you had asked for:

Initial meeting request to the new contact

Subject: Meeting request: Discussing possible ways of collaboration

Dear [name],

I hope my message finds you well. My name is [your name], and I am representing [your company/organization]. I have been closely following [name of the person]’s work in the sphere of [industry/field] and must say I am impressed with what I have seen. In particular, I was greatly inspired by your project on [specific achievement or project] and believe that there might be grounds for possible collaboration.

Currently, I am interested in the potential of launching our new project, and I believe that your team can provide valuable insights that will not only enrich our project but will help us grow together. I wonder whether it is possible for you to arrange a short meeting where I can elaborate more on our proposition?

I am flexible with the timing and can arrange a meeting at your convenience. However, I suggest you consider a preliminary meeting at [format and description] on [date and time]. Thank you in advance for considering my request and I hope we can cooperate in the future.

Best regards,

[your full name] [your position] [your contact information]

Follow-up meeting request

Subject: Follow-up meeting: continuing our successful collaboration

Dear [name],

I hope this message finds you in good health. Following our successful meeting on [project name], I would like to schedule a follow-up to discuss further cooperation. Can you please let me know if [date and time] suits your schedule? I will also be glad to rearrange the meeting according to your convenience.

I am looking forward to keeping in touch with our fruitful cooperation.


[your full name] [your position] [your contact information]

You can adjust the templates as much as you need to make it suitable for your situation.

Table of Contents

Fast AI Transcription

Transcription conversation to text & and get real-time insights