How To Request a Meeting With Your Boss

You might need to talk to your boss about a business idea or a personal issue that needs to be resolved. You are receiving meeting requests left and right but are unsure of how to approach the subject. Finding the right time to ask your boss for a meeting while not coming across as desperate for time is tricky and requires finesse.

This is where this blog post comes in handy. We walk you through the process of requesting a meeting with your boss step-by-step. I’ll offer advice on how to handle the situation, when to ask for it, what to discuss at your meeting, and much more. When you meet with your boss, you’ll be well-prepared to get the time you need to talk about that crucial issue.

How to request a meeting with your supervisor

To meet with your boss, think about doing the following:

1. Check their availability

Prior to emailing the person, call to confirm their availability. By minimizing the number of back-and-forth messages used to try to find an appropriate date and time, it can speed up the process. Selecting the appropriate time also increases the likelihood that your meeting will be accepted. Call their assistant or receptionist and try to get a list of dates when they are available. Then, suggest meeting on one of those days. Before sending your request, make sure you don’t have any other obligations on those days.

2. Pick a location

Pick a convenient location. A comfortable space can facilitate communication. Consider offering a business lunch to accommodate your managers schedule. This also offers an incentive for meeting with you.

3. Prepare your notes

Everything you want to say to your manager should be written down. Consider reading them out loud to prepare yourself. When scheduling the start and end times of your meeting, this can help you determine how much time you need to speak with your supervisor. Making notes beforehand also enables you to recognize when a third party is necessary for your discussion, whether it be a specialist to support the arguments for your novel idea or a member of HR to provide evidence in support of your claim.

4. Write a subject line

Choose a subject line that is succinct and highlights why you want to meet with your boss. If possible, include a specific meeting date. It might encourage your boss to check and respond to the email more quickly. Here are a few examples:

5. Choose the proper vocabulary

Some words can convey unfavorable ideas, while others can show respect. You can deliver the right invitation by choosing the right words to use. Here are some terms you may consider using:

6. Format your email correctly

The following components must be present in your meeting request email:

7. Prepare or include your documentation

The following are some documents you might want to prepare ahead of time or include in your email meeting request:

8. Follow up

If your request is not answered, you might want to send a follow-up email. There are a number of reasons why you might initially not hear back, including:

Send a follow-up email to:

9. Reply to their email

If your manager agrees to the meeting, express your gratitude and make the necessary preparations. You might want to confirm the meeting’s time and location.

Examples of meeting requests

Reviewing example meeting requests may help you craft yours. Here are examples of requests:

Meeting to discuss issues

Dear John,

I’m writing to ask that we meet to discuss a few problems we ran into while working on the Customer Retention project. I’d like to meet this week or the week after if it’s possible. Please confirm your availability and let me know the best days and times for you.

I value your consideration and look forward to speaking with you soon.

Regards,
Paul

Meeting to discuss career advancement

Dear Lisa,

I want to talk to you about the possibility of assuming more responsibility in my current position. Please let me know if you’re available for lunch at the Grand Restaurant in downtown on Tuesday, May 5 at noon.

Please let me know your available dates and times if the time or date doesn’t work for you, and I’ll make the necessary adjustments.

Thank you for your consideration. I look forward to hearing from you.

Best Regards,
Susan Spell

Meeting to pitch a new idea

Dear Lance Colt,

My name is Mark Tomas. I am contacting you on behalf of the marketing department. I want to meet with you to talk about a fresh, brilliant concept my team and I have. It could bring significant improvements to our company.

I would be happy to adjust to any time between 8 and 11 am on May 5, 6, or 9, but I am flexible with other convenient dates and times of your choice.

Thank you for your time and consideration. Im looking forward to meeting you.

Best Regards.
Mark Tomas

One on One Meetings With Your Manager & Direct Reports – Tips & Tricks

FAQ

How do you politely ask your boss for a meeting?

Examples: I would like to meet with you to talk about my compensation. I hoped we could get together on Thursday to talk about me assuming more responsibility at the business. Can we meet this week to discuss the objectives for the upcoming sales conference?

How do you politely ask for a meeting?

1. Please schedule a time to meet with me as soon as possible.
2. I would appreciate it if you could schedule a meeting as soon as possible.
3. I don’t suppose you could arrange a meeting, could you?

How do you ask a professional for a meeting?

1. Write a clear subject line.
2. Use a salutation.
3. Introduce yourself (if necessary)
4. Explain why you want to meet.
5. Be flexible about time and place.
6. Request a reply or confirmation.
7. Send a reminder.