Free email reply template

Meeting Request Reply Template

Accept a meeting, offer times, and confirm length and format. Pick a tone, fill in the details, and copy a reply you can send. This is a written template, not AI output, and no account is needed.

Your details

Warm for most customers, concise when they want the answer fast, formal for contracts and first contact.

Your reply

Anything still in [square brackets] needs a detail from you.

How this reply is built

Each scenario has one written template per tone. The page inserts what you typed into the marked gaps and changes nothing else. No AI is involved, and nothing you type leaves your browser.

These are written templates, not AI-generated text. Read each reply before you send it and adjust it to your own policies. Everything runs in your browser. Nothing you type here is uploaded or stored.

The full template, in each tone

Replace anything in [square brackets] with your own details.

Warm

Hi [Recipient first name], I would be glad to talk through [Meeting topic]. I am free [Times you can offer]. I would suggest [Length] on [Format]. Tell me which time suits you and I will send an invite. If none of those work, send over a couple of times that do and I will fit around you. [Your name]

Concise

Hi [Recipient first name], Happy to meet about [Meeting topic]. I can do [Times you can offer], [Length], [Format]. Pick one and I will send the invite. [Your name]

Formal

Dear [Recipient first name], Thank you for your request to meet regarding [Meeting topic]. I am available [Times you can offer]. I propose [Length] by way of [Format]. Please confirm which time is convenient and I will send a calendar invitation. Kind regards, [Your name]

Tips for this reply

  • Offer two or three specific times instead of "when works for you?".
  • Always include the time zone.
  • Say who sends the invite so the thread ends in one more message.

Common questions

How many time slots should I offer?

Two or three. Fewer feels rigid, more turns the reply into a puzzle.

Should I include a scheduling link?

A link is convenient, but offering a couple of written times as well is more courteous, especially with someone senior or new to you.

How do I decline a meeting politely?

Use the polite decline template and offer an alternative, such as answering by email.

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