Scheduling Email: Booking a Meeting on the Client's Behalf

Purpose: book a meeting between the client and an outside contact quickly, with no back and forth.

Use it when: the client asks you to set up a meeting, or an outside contact asks to meet the client.

Goal: a confirmed time on both calendars in one or two emails.

Version: v1.0

Before you send

Client's calendar rules checked (hours, buffers, meeting length)
Contact's time zone found (signature, website, or ask)
Two or three options chosen and held on the client's calendar
Meeting purpose and length confirmed with the client
You are signing as yourself, as part of the client's team

The flow

1. Subject line

You: Scheduling: (CLIENT NAME) and (CONTACT NAME), (TOPIC)

2. Opening: who you are and why you are writing

You: Hi (CONTACT FIRST NAME), I am (YOUR NAME), and I help (CLIENT NAME) with scheduling. (CLIENT FIRST NAME) asked me to set up a 25-minute call to discuss (TOPIC).

Why it works: honest about who you are and why you are writing, without long introductions.

3. Specific options in their time zone

You: Would one of these times work for you? All times are in your time zone (CT):

Tuesday, 20 October, 10:00 AM CT
Wednesday, 21 October, 2:00 PM CT
Thursday, 22 October, 11:30 AM CT

Why it works: three specific choices get a reply far faster than "when are you free?". Writing the day of the week and the month as words prevents date confusion.

4. Make it easy to answer

You: Just reply with 1, 2 or 3, and I will send the invite with a video link. If none work, send me two times that suit you and I will make it happen. Best regards, (YOUR NAME) Office of (CLIENT NAME), (COMPANY NAME)

If they pick a time

You: Thank you, (CONTACT FIRST NAME). Confirmed for Wednesday, 21 October, 2:00 PM CT. The invite with the video link is on its way.

Convert the hold into the real event with the Five Facts, delete the other holds the same day, and tell the client in the digest.

If they suggest a time outside the client's rules

You: Thank you. That time is not available on (CLIENT FIRST NAME)'s side. The closest options are Friday 9:00 AM CT or Monday 1:00 PM CT. Would either work?

Never break a protected block without the client's approval. If the contact is a VIP, ask the client first.

If they send their own booking link

Check with the client whether you may book through outside links. If yes, book a slot that fits the client's rules, then confirm by email and add the event to the client's calendar with the Five Facts.

If there is no reply after 2 business days

You: Hi (CONTACT FIRST NAME), following up on the call with (CLIENT FIRST NAME). The options below are still open until Friday. Reply with a number and I will lock it in.

Keep the holds 24 hours after the nudge, then release them and tell the client.

Tricky replies

Contact says	You reply
"Who are you?"	"I am (YOUR NAME), part of (CLIENT NAME)'s team. I manage the schedule so (CLIENT FIRST NAME) can focus on the meeting itself."
"Can (CLIENT) just call me now?"	"I will pass that on right away. If now is not possible, here are the earliest times." (Message the client.)
"Can we make it 60 minutes?"	"Let me check with (CLIENT FIRST NAME) and come back to you by (TIME AND ZONE)."

After you send

Holds placed and titled "HOLD: (TOPIC) with (CONTACT NAME)".
Email moved to 03 Waiting On with a follow up date.
Once confirmed: invite sent, holds cleared, digest updated.

Never do this: never pretend to be the client, and never invent a reason the client is unavailable. "That time is not available" is honest and enough.