Getting ready to schedule a lunch meeting with someone? That’s great! But before you head out for a burger and fries, you’ll need to send an email. This article is all about the perfect “Business Lunch Meeting Email Sample”. We’ll walk you through the important parts and give you some example emails you can use.
Why a Good Email Matters
Sending a clear and professional email is super important when you’re setting up a business lunch. It’s the first impression, even before you meet face-to-face. It shows that you are organized and respect the other person’s time. Plus, a well-written email makes it less likely for any misunderstandings about the date, time, or location. Here’s what you’ll need in a great email: * A clear subject line. * A polite greeting. * The purpose of the meeting (what you want to talk about). * Proposed dates and times. * Location suggestions. * Confirmation details. * A professional closing.
Email Sample: Initial Invitation
Email Example: Initial Invitation
Subject: Business Lunch Meeting - [Your Company] & [Their Company]
Dear [Recipient Name],
I hope this email finds you well.
I’d like to schedule a business lunch to discuss [briefly mention the topic, e.g., potential partnership opportunities, the progress of the project, etc.]. I believe this would be a great opportunity to [mention a benefit, e.g., share insights, explore possibilities, etc.].
Would you be available sometime during the week of [Date Range]? I’m flexible and can work around your schedule. Perhaps we could meet at [Restaurant Suggestion 1] or [Restaurant Suggestion 2]? I am open to other suggestions as well.
Please let me know what works best for you.
Thank you for your time and consideration. I look forward to hearing from you.
Sincerely,
[Your Name]
[Your Title]
[Your Contact Information]
Email Example: Confirming the Meeting
Email Example: Confirming the Meeting
Subject: Business Lunch Confirmation - [Your Company] & [Their Company]
Dear [Recipient Name],
Thank you for confirming our lunch meeting.
We are scheduled to meet on [Date] at [Time] at [Restaurant Name] located at [Address]. I am looking forward to our discussion on [briefly mention the topic].
If anything changes on your end, please let me know as soon as possible. Otherwise, I will see you then.
Best regards,
[Your Name]
[Your Title]
[Your Contact Information]
Email Example: Providing Agenda or Discussion Points
Email Example: Providing Agenda or Discussion Points
Subject: Business Lunch - Agenda & Discussion Points
Dear [Recipient Name],
Following up on our scheduled lunch meeting on [Date] at [Time] at [Restaurant Name], I’m sending over a few discussion points to help us stay on track.
Here’s what I’d like to cover:
- [Point 1: e.g., Review of Project Timeline]
- [Point 2: e.g., Discussing Budget Allocations]
- [Point 3: e.g., Exploring New Marketing Strategies]
Please let me know if you have any other items you’d like to include. I look forward to our conversation.
Best regards,
[Your Name]
[Your Title]
[Your Contact Information]
Email Example: If You Need to Reschedule
Email Example: If You Need to Reschedule
Subject: Regarding Our Business Lunch Meeting on [Date]
Dear [Recipient Name],
I am writing to sincerely apologize, but I need to reschedule our business lunch meeting scheduled for [Date] at [Time]. Due to [briefly explain reason, e.g., an unexpected conflict, a scheduling issue], I won’t be available at that time.
I am truly sorry for any inconvenience this may cause. Would you be available on [New Date Option 1] or [New Date Option 2] at [suggested times] instead? I am happy to work around your schedule if those dates don’t work.
Thank you for your understanding.
Sincerely,
[Your Name]
[Your Title]
[Your Contact Information]
Email Example: Following Up After the Meeting
Email Example: Following Up After the Meeting
Subject: Following Up - Business Lunch on [Date]
Dear [Recipient Name],
It was a pleasure speaking with you at lunch on [Date]. I enjoyed our conversation regarding [mention a key topic discussed].
As we discussed, I will [mention any action items, e.g., send you the proposal, follow up with the team, etc.]. I expect to have this completed by [Date or Timeline].
Please don’t hesitate to reach out if you have any further questions. I look forward to our next meeting/call.
Best regards,
[Your Name]
[Your Title]
[Your Contact Information]
Email Example: Thank You for the Meeting
Email Example: Thank You for the Meeting
Subject: Thank You - Business Lunch
Dear [Recipient Name],
Thank you very much for taking the time to have lunch with me on [Date]. I truly enjoyed our conversation.
I especially appreciate [mention something specific you appreciated, e.g., your insights on…, the information you shared, etc.].
I will keep you updated on [mention any follow-up actions or next steps].
Thank you again.
Best regards,
[Your Name]
[Your Title]
[Your Contact Information]
Conclusion: So, there you have it! By using these “Business Lunch Meeting Email Sample” examples, you can make sure your lunch meetings are off to a great start. Remember to be polite, clear, and professional in all your communications. Good luck, and enjoy your lunch!