How do I write a professional email to schedule a meeting?

Knowing how to write a professional email to schedule a meeting is an important skill regardless of your job title or industry.

To do so, follow these steps:

Use a polite greeting.
Be polite, clear, and flexible.
State the purpose of the meeting.
Suggest a few dates and time options.
Invite the recipient to confirm or propose alternatives.
Close with a polite sign-off.

Also, make sure your email is free of spelling and grammar errors with help from QuillBot’s Grammar Checker.

Email: Other interesting questions

What does OOO stand for?: “OOO” is a common abbreviation for the term “out of office.”

When you will be away from work for an extended period of time, it’s a good idea to set up an automatic reply out-of-office message. This message will be sent to anyone who tries to email you.

As with any professional communication, you’ll want to make sure your out-of-office message is free from spelling and grammar mistakes. QuillBot’s free AI Grammar Checker can help you catch and correct any mistakes when drafting any email.
What’s another way to say at your earliest convenience?: At your earliest convenience is a phrase used to end an email or other message by asking someone to do something (e.g., reply, complete some task) as soon as they can find the time to do so.

Some alternatives that express the same idea with more or less specificity are:

As soon as possible (ASAP)

Whenever you have time

By the end of next Tuesday (i.e., name a specific deadline when relevant)

Our sentence rephraser can help you vary your writing and express your intended meaning.
What is a synonym for yours truly?: Yours truly is used as a formal sign-off to end an email or letter. Yours sincerely and Yours faithfully are considered synonyms of Yours truly, but there are some regional and traditional distinctions:

In American English, you use “Yours truly” when you haven’t corresponded with the recipient and “Sincerely yours” when you have.

In British English, you use “Yours faithfully” when you haven’t corresponded with the recipient and “Yours sincerely” when you have.

QuillBot’s rewording tool can help expand your writing in new ways.
Is it yours truly or truly yours?: Yours truly is a common sign-off in formal correspondence. It’s typically used when you’re writing to someone you haven’t communicated with before.

“Truly yours” is less commonly used than Yours truly. However, this and alternative forms of the sign-off are used in some contexts. For example, “Very truly yours” is commonly used by attorneys to end an email or letter.

QuillBot’s rephraser can help you vary your vocabulary to reflect your intended meaning.
What does your sincerely mean?: Your sincerely is a common misspelling of the email sign-off Yours sincerely.

The phrase consists of the possessive pronoun “yours” and the adverb “sincerely” and does not make use of the possessive adjective “your.”

It’s used to end an email to someone you’ve already had correspondence with.
What does bcc stand for?: Bcc stands for “blind carbon copy.” The term dates back to when people would create carbon copies of paper letters by placing a sheet of carbon paper underneath the paper they were writing on.

When you’re writing emails, whether you bcc someone or not, QuillBot’s free Grammar Checker can help you instantly find and fix typos.
What’s the difference between bcc and cc?: Bcc and cc are both ways to attach someone to an email. Someone who is cc’d on an email is visible to all other recipients, whereas someone who is bcc’d is not visible to anyone.

Someone who is cc’d is also included in “reply all” emails; someone who is bcc’d is not.

Worried about writing error-free emails? QuillBot’s free Grammar Checker can help you identify and correct typos before you press send.
Can bcc recipients see each other?: People who are bcc’d cannot see each other—their emails are hidden from anyone else who received the email. Only the original sender can see who included in bcc in an email.

When you’re writing an email, you should keep it concise and to-the-point. QuillBot’s AI-powered Summarizer tool can help you simplify text and summarize key points instantly.
Can you see who is bcc’d in an email?: There is no way to see who has been bcc’d in an email. Only the person who originally sent the email will know who was bcc’d.

However, if someone who is bcc’d “replies all” to an email, it will be sent to anyone in the “To” and “Cc” fields.

If you’re sending an email to a large group of people (bcc’d or not), you want to ensure that your writing is error free. Try QuillBot’s free Grammar Checker to effortlessly find and correct typos.
Is it bcc’d or bcc’ed?: According to the Merriam-Webster dictionary, the correct simple past tense form of “bcc” is “bcc’d” (e.g., “Because she bcc’d me, no one else knew that I received the email.”).

The correct present participle is “bccing” (e.g., “I find that bccing is a good way to maintain privacy when sending the same email to a large number of people.”).

To save yourself from looking up the correct spelling of a word, try QuillBot’s free Grammar Checker to instantly identify and correct writing errors.
What does cc stand for?: In email, cc stands for “carbon copy” (or, alternatively, “courtesy copy”). It is a way to include someone in an email but indicates that they don’t need to reply.

While anyone cc’d in an email is visible to other recipients, someone who is bcc’d (blind carbon copied) is not.

When you’re sending an important email, you want to make sure there are no typos or mistakes. QuillBot’s free Grammar Checker can help you send professional, polished emails.
What does carbon copy mean?: The term carbon copy (or cc) is a way to attach someone to an email thread. This person is visible to all other recipients and included in “reply all” messages.

Ccing someone is a way to keep them informed, while indicating that they do not need to reply. An alternative to cc is bcc, which keeps someone’s email hidden from other recipients.

When deciding whether to cc someone, consider whether they really need to be informed—no one likes receiving an unnecessary email! You should also make sure your emails are concise. QuillBot’s paraphrasing tool can help you craft informative, to-the-point emails.
How do I CC someone?: Though the exact way to cc someone varies across different email services, the general process is the same.

The cc field is usually located underneath or beside the “to” field. When drafting an email, click on the cc field and add the email address(es) of anyone you want to cc.

You can also add recipients to the “to” and “bcc” fields. Draft your email as usual, and press “Send” when you’re ready.

Have you ever noticed a typo in an email just as you send it? QuillBot’s free Grammar Checker can help detect and correct spelling mistakes before you press send.
What is the meaning of earliest convenience?: Earliest convenience is used as part of the common phrase at your earliest convenience. It means “the first moment when you can reasonably find time to do it.”

It’s often used to end an email in a professional setting by asking the other person to do something when they have time in their schedule.

QuillBot’s rephraser can help you vary your vocabulary to reflect your intended meaning.
What is an automatic reply in email?: An automatic reply is an email that is sent to anyone who emails you. You can set up automatic replies to occur during a specific time period, like when you’re away from work.

If you set up an automatic reply out-of-office message, remember that it will be sent to anyone who emails you. To make sure your message is error-free before it’s automatically sent to clients and colleagues, try QuillBot’s free AI Grammar Checker.
How do I set up an out of office message?: How you set up an out-of-office message varies between email platforms. Look for an option in your general or account email settings called “Automatic Replies” or “Vacation Responder.”

Once you’ve found the right setting, you can turn on automatic replies, draft your message, and specify when you’d like these messages to be sent.

Struggling to strike the right tone when drafting your out-of-office message? QuillBot’s Paraphrasing Tool can help you rewrite your message in a more formal or friendly way.
What’s a good out of office sick message?: The following template can be used as an out-of-office message when you’re sick and cannot work:
Hello,

Thank you for your email. I am currently unwell and will not be responding to messages at this time. I anticipate returning to work on DATE. For urgent matters, please contact NAME (EMAIL).

Best,

YOUR NAME
Do you need to write an out-of-office email that isn’t in your native language? QuillBot’s free AI Language Translator can help!
What’s a good Juneteenth out of office message?: Here are a few examples of out-of-office messages you can set up for Juneteenth (a US federal holiday commemorating the emancipation of enslaved people that is observed every year on June 19).

I am out of the office commemorating Juneteenth. I will respond to your message after I return on [DATE].

Thank you for your message. Our office is closed in observance of Juneteenth. We will return on [DATE] and will get back to you as soon as possible.

I am currently away from the office to celebrate Juneteenth. I look forward to getting back to you after I return on [DATE]. Wishing you a day of reflection and celebration!

Looking for more options for your out-of-office messages? QuillBot’s free Paraphraser can help!
Is it PS or P.S.?: A postscript is text that is added after the main body of an email or letter. Postscript is often abbreviated as “PS” or “P.S.”

Either of these abbreviations is acceptable, especially because PS is usually used in more casual communications. Just try to be consistent across your emails and letters.

Spotting issues with consistency and grammar can be tricky. You can use QuillBot’s free Grammar Checker to make sure your emails are polished and professional.
What does PPS mean?: PPS means “post-postscript.” A postscript, or PS, is text that is added to the end of a letter. A PPS is added after the first PS.

You can continue this pattern—a PPPS would follow a PPS. However, if you find yourself with lots of postscripts, you may want to consider just writing a second letter or email.

If you’re having a hard time being concise and organizing your thoughts, tools like QuillBot’s Paraphrasing Tool are a great option to help convey your ideas clearly.
Does PS go before or after my email signature?: A PS, or postscript, is usually added at the end of an email or letter, after your sign-off and name. However, if you have a long email signature, you may want to include the PS before.

PS Placement Example
The following example shows what this might look like:

Hi Sam,

Just a quick reminder that your slides for Monday’s meeting are due tomorrow. Let me know if you need any extra time or support pulling them together.

Cheers,
Taylor

PS: If it’s easier to drop them in the shared folder and shoot me a quick DM, that works too!

—
Taylor Nguyen
Research & Data Strategist | Company Name
(123) 456-7890 | www.companyname.com
[email protected]

If you want to double-check for grammar and spelling mistakes before you hit “send,” try QuillBot’s free Grammar Checker tool.
What is a Memorial Day out-of-office message example?: Some Memorial Day out-of-office message examples are:

Thank you for your message. I am out of the office in observance of Memorial Day and will respond to your message when I am back on [DATE].

Our office is closed in honor of Memorial Day. We look forward to helping you when we return on [DATE]. Have a meaningful and restful holiday.

QuillBot’s AI Chat can help you draft out-of-office messages for any circumstance.
What is a good 4th of July out-of-office message?: Here are a few options for a 4th of July out-of-office message:

Thanks for your email. I am out of the office for the 4th of July holiday. I will respond to you as soon as I’m back on [DATE].

I am currently out of the office celebrating US Independence Day. I look forward to responding when I’m back on [DATE]. Happy 4th!

Thanks for reaching out! Our office is closed in honor of Independence Day. We will reopen on [Date] and look forward to connecting with you then. Have a happy 4th of July!

Looking for more out-of-office message inspiration? Try QuillBot’s AI Chat, which can generate messages appropriate for any occasion.
How do I write a professional email to a professor?: Knowing how to write a professional email to a professor is a critical skill for students:

Use a formal greeting (e.g., “Dear Professor Smith”).

Keep your message polite, concise, and respectful.

State your purpose for writing clearly.

Include context if needed (e.g., your class or the relevant assignment).

End with a polite closing and your full name.

Make sure your email is error-free by putting it through QuillBot’s free Grammar Checker.
How do I write a professional thank you email for support?: To write a professional thank you email for support, follow these steps:

Use a polite greeting.

Keep your message clear, specific, and appreciative.

Express your gratitude.

Mention what the support helped you achieve.

End with a courteous closing.

If you want to learn more about how to write a professional email thanking someone for their support, ask QuillBot’s AI Chat to help you.
Is Dear Sir or Madam the same as To Whom It May Concern?: “Dear Sir or Madam” is similar to “To Whom It May Concern” in that both expressions are impersonal and do not specify the recipient using their name.

“Dear Sir or Madam” is the more appropriate choice when you are addressing a single person, whereas “To Whom It May Concern” is suitable when you are addressing a group or organization.

You can use QuillBot to automatically rephrase your sentences and ensure they express your intended meaning.
What is a synonym for “I hope this email finds you well”?: “I hope this email finds you well” is an opening line to politely begin an email before you present the email’s purpose or make a request. Related phrases and synonyms include:

I hope you are doing well.

I hope you are having a good week.

It is a pleasure to hear from you again.

You can automatically rewrite your sentences to express your intended meaning using QuillBot’s tools.
What’s the difference between Miss and Ms.?: “Miss” is a title used for a young unmarried woman or girl (e.g, “Miss Muffet”). It is not used for a married woman. “Miss” is often considered dated, so it is preferable to use “Ms.”

“Mrs.” is a title used for a married woman.

“Ms.” is a title for woman who is married or whose marital status is unknown, for an older unmarried woman, or for situations where marital status is not emphasized. It can be used both for married and unmarried women in the same way that “Mr.” is used for unmarried and married men. Nowadays, “Ms.” is the most common way to address a woman, as it is unrelated to marital status.
What’s the difference between “To Whom It May Concern” and “Dear”?: “To Whom It May Concern” is a formal greeting used to address a nonspecific person or multiple readers, particularly if you do not anticipate receiving a response (e.g., when making an announcement).

“Dear” is a neutral greeting that can be used in both formal and informal contexts. “Dear” is followed by the name of the recipient and a comma (e.g., “Dear Biran,”).

You can automatically rewrite your sentences to express your intended meaning using QuillBot’s tools.
What is a synonym of regards?: Synonyms and alternatives to regards include:

Kind(est) regards

Warm regards

Best regards

Yours truly

Sincerely

Sincerely yours

QuillBot’s rephraser can help you vary your vocabulary to reflect your intended meaning.
Is it best regard or best regards?: Best regards is the correct form of this email sign-off. It is respectful and semiformal, so it is suitable for both personal emails as well as professional emails to people you are familiar with.

“Best regard” is incorrect; the plural “regards” is always used in this expression.
What does kind regards mean?: Kind regards (or kindest regards) is used to end an email or other forms of correspondence. It is semiformal and suitable for professional contexts.

Kind regards is slightly less formal than “sincerely yours” and “yours truly,” but it has a slightly more formal tone than “warm regards.”

You can automatically rewrite your sentences to express your intended meaning using QuillBot’s tools.
Is it “looking forward in hearing from you” or “to hearing from you”?: The correct version of this expression is “looking forward to hearing from you.” “Look forward to” is a phrasal verb that always uses the preposition “to,” not “in.”

Looking forward in hearing from you.

Looking forward to hearing from you.

You can use QuillBot to automatically rephrase your sentences and ensure they express your intended meaning.
Is it “looking forward to hear from you” or “to hearing from you”?: “Looking forward to hear from you” is incorrect because the phrasal verb “look forward to” requires a direct object, i.e., what you’re looking forward to. The direct object must be a noun phrase, and therefore the gerund “hearing” is needed rather than the verb “hear.”

I’m looking forward to hear from you.

I’m looking forward to hearing from you.
What are some synonyms for “looking forward to hearing from you”?: There are a number of synonyms and similar expressions to “looking forward to hearing from you,” such as:

I hope to hear from you soon

Eagerly awaiting your response

It would be great to hear back from you

Thank you in advance for your response

QuillBot’s rephraser can help you vary your vocabulary to reflect your intended meaning.
Is it “hope you’re doing well” or “hope your doing well”?: The correct form of the expression is “hope you’re doing well” or “I hope you’re doing well” because “you’re” is the contraction of the object “you” and the auxiliary verb “are.”

QuillBot’s free Grammar Checker can help you use your and you’re correctly.
Is “hope you’re doing well” appropriate for formal communication?: Technically, “hope you’re doing well” is not grammatically correct as it lacks a subject, but the expression is used regardless because the implied subject “I” is clear.

However, it is preferable to include the subject “I” in formal contexts (“I hope you’re doing well”).

You can use QuillBot to automatically rephrase your sentences and ensure they express your intended meaning.
When should I use Dear Sir or Madam?: It is generally best to adapt your greeting to the person you are addressing by using their name. If this isn’t possible, you can also use organization or department names or the person’s title.

Though it is somewhat impersonal and dated, “Dear Sir or Madam” can be used if you cannot find any information about the person you want to address.

Our sentence rephraser can help you vary your writing and express your intended meaning.
How do you start a professional email?: Professional emails should open with a greeting and the title and name of the recipient (e.g., “Dear Dr. Livingstone”). It is polite to also include an introductory line such as “I hope this email finds you well” before presenting the purpose of the email.

Less formal emails might include a more casual opening line, such as “I hope you are doing well.”

You can automatically rewrite your sentences to express your desired meaning using QuillBot’s tools.
What’s the meaning of “just checking in”?: Just checking in is an expression used to start an email. It is intended to be a friendly way to prompt someone to respond or perform a given action.

However, because it is so commonly used to remind someone of something they need to do, it can come across as passive-aggressive. To avoid this, it can be replaced with other expressions, such as “I’d love to get an update on …”

In more personal contexts, “just checking in” is often used when asking about someone’s well-being (e.g., “I just wanted to check in on you”). Here, it doesn’t have a passive-aggressive connotation.

You can use QuillBot to automatically rephrase your sentences and ensure they express your intended meaning.
What is an alternative for “I hope you’re doing well”?: Similar expressions to “I hope you’re doing well” include:

I hope this email finds you well

I hope all is well

I hope you’re having a productive week

Automatically rephrase your sentences to express your desired meaning.
Should I write “Sincerely” or “Yours truly”?: “Sincerely” or “Sincerely yours” are sign-offs that are typically used when you’re ending an email to someone you’ve been in contact with before as opposed to someone you are reaching out to for the first time.

“Yours truly” was traditionally used when contacting a stranger and was usually paired with the greeting “Dear Sir or Madam.” It is not frequently used nowadays, especially in emails. Instead, a sign-off like “Regards” is more common.

QuillBot’s rewording tool can help you vary your written vocabulary.
How do I end an email to a professor?: When ending an email to a professor, take a more formal approach, especially when interacting with the person for the first time.

First, be sure to clearly indicate any actions you would like the professor to take. The purpose of your email and what you expect from the professor should be clear.

Then, there are a number of sign-offs you can use to end the email, such as:

Sincerely

Best regards

Kind regards

Avoid using overly informal language like slang or “Cheers.”

Try QuillBot’s rephraser to vary your writing.
How do I start an email to a professor?: When starting an email to a professor, it is best to take a more formal approach to avoid making a poor impression. In the greeting, use “Dear” followed by a title and the professor’s last name (e.g., “Dear Professor/Dr. Willow,”).

You can follow the greeting with a number of opening lines before diving into the purpose of your message, such as:

I hope this email finds you well

I hope you’re having a good/productive week

I hope you’re well

You can also use “I’m reaching out …” if you prefer to come straight to the point.

You can adapt the tone of your emails according to the professor’s response. For example, if they greet you with “Hi/Hello” in their reply, you can adopt the same style.

However, continue to use their title (unless they explicitly give you permission to address them otherwise), and avoid using overly informal language like slang or “Cheers.”

You can automatically rewrite your sentences to express your intended meaning using QuillBot’s tools.
What does “Mx.” stand for?: Mx. is a gender-neutral title that can be used for people who do not identify as male or female or do not want to have their gender specified. It is used in the same way as titles like “Ms.” or “Mr.” (e.g., “Mx. Nande”).

“Mx.” is followed by a period to match the form of other titles, but it is not an abbreviation of anything. The x is used like a statistical value to indicate that the person’s gender is unspecified.
What does “Ms.” stand for?: Ms. is a title used for any adult woman (e.g., “Ms. Genji”). Unlike “Miss” or “Mrs.,” “Ms.” does not indicate a woman’s marital status and is therefore the female equivalent of the masculine title “Mr.”

“Ms.” is not an abbreviation for anything, and it does not stand for “Miss.” It is pronounced [miz], but it is always written as “Ms.”
What does per mean?: Per is a preposition that has several meanings. Probably its most common use is almost invisible—in the abbreviation “mph (miles per hour),” where it means “each.”

It’s commonly used in newspaper reporting to mean “according to” (e.g., “The President has been kept informed, per sources close to the Oval Office”).

Per is often found in the phrase per our conversation in emails and letters (e.g., “Per our conversation yesterday, could you let me have the new draft proposal by Friday, please?”).

Per can also refer to how often something happens (e.g., “Take one tablet once per day”), or it can have the meaning of “every” (e.g., there are more cafes per square mile than in any other city”).

Per is also commonly used in the phrase per se to mean “intrinsically” or “by itself” (e.g., “The film isn’t bad per se, but it can’t compare to the book”).
What does as per mean?: As per is most commonly seen in phrases such as “As per our conversation yesterday, could you send me the new brief?”

It is sometimes seen as overly formal or officious. There are other ways of expressing the same idea (e.g., “According to the meeting minutes, we are due to finish on Wednesday”).

There are other options too (e.g., “to clarify” if you want to overcome confusion or “as discussed” to recap or summarize the agreement).

Try our sentence rephraser to vary your writing and express your intended meaning.
How do I send a follow-up email after no response?: If an earlier email has received no response, it can be a good idea to follow up. But it is very easy to get a follow-up email wrong. The recipient doesn’t owe you anything, and they may be busy. Here are some tips to help you get it right:

Be respectful of the recipient by using an appropriate salutation.

Make succinct reference to your previous email.

Briefly state the purpose of this follow-up email.

Propose clear next steps to the recipient.

Stay genuine throughout.

If you keep your email relevant and respectful and give it a clear call to action, you have more chance of the recipient responding.

It’s important to proofread your email carefully. You can use the QuillBot Grammar Checker to make sure there are no spelling or grammar errors.
How long should I wait before sending a follow-up email?: The timing of sending a follow-up email depends on context.

After a job interview, write a post interview thank you email within 24 hours (ideally on the same day).

If your original email was a “cold call” marketing email, then you may be able to wait 1–2 weeks (unless your supervisor requires otherwise).

If you are following up on a job interview after the thank you email, then email just after the end of the timeline you were given during the interview (e.g., If the recruiter said a decision will be made in 1 week, wait until after 1 full week to ask about the status of your application).

No matter how soon you follow up, your email should be error free. The QuillBot Grammar Checker can instantly proofread for typos.
What is the best sentence to introduce yourself?: In informal situations, we usually introduce ourselves with the phrase:

My name’s [First Name].

In formal situations, we also give our last name:

My name’s [First Name + Last Name].

We also use the phrase I’m…, particularly if there is a reason that the person might already know who we are, e.g.:

Hi, I’m Maria! Thanks for coming. [Maria is the host of a party and is introducing herself to a party guest who she doesn’t know]

Hello, I’m Leanardo Sanchez, the new marketing assistant. [Leanardo is a new employee and is introducing himself to one of his new colleagues]

After you’ve given your name, you can say “Pleased to meet you.”

These phrases can also be used to introduce yourself in an email.

QuillBot’s rewording tool can help expand your writing in new ways.

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How do I write a professional email to schedule a meeting?

Email: Other interesting questions