How to Request a Meeting With Your Boss Sample Emails

August 16, 2019


Requesting a meeting with your boss can be a very intimidating thing to do, especially via email. While most people would prefer to avoid this, someone has to do it and when that someone is you, it is best if you know the proper way to do it. Bosses can be seen as friends or foes depending on your relation, addressing them with respect and politeness can only play in your favor.

Below you’ll learn just how to request a meeting with your boss along with some sample emails on this subject. The process is very formal and there are certain things to be aware of when composing an email to a boss.

How to request a meeting with your boss via email.

Employees often think long and hard on how to best write an email to a boss. The reality is that there are only a few key aspects that you need to worry when writing to request a meeting. Let’s take it step by step.

The beginning.

The first thing to worry about is the salutation, it should be respectful and appropriate. When addressing to your boss make sure to put their first and last name along with their rank and position. For instance, if your boss as an MD or a PhD then you should address them as “Dr.” an example of this would be “Dr. John Smith”, otherwise “Mr.” would do just fine in most cases. This salute must be place right below the address.

The body.

The actual body of the email is what follows, make sure to keep it simple and give your boss a head’s up in the first few lines. Make sure to keep straight to the point while being respectful, specify the subject of the meeting and the approximated time that it would take. Don’t provide too much details, this is just a simple and precise request.

This is the best approach since most people in a work environment are busy. Your boss likely values time a lot and as such it would be best to present a precise and efficient email requesting the meeting. As a brief example of the main body it can be something like:

I would like to request a meeting with you to discuss my role in x project, I was hoping you could find some time on Thursday to discuss this subject. I do realize you have a busy schedule; this discussion should only take less than 20 min. Thank you for your consideration.”.

The closing.

Now that the hard part is over, all there’s left to do is just say goodbye in the proper manner. You should always thank your boss for the consideration, this is done as a sign of respect, and close up at the end of the main body of the email. Be sure to add your name and position at the bottom of the email.

Samples of emails requesting meetings with a boss.

Sample #1.

10th July 20XX
John Smith.
Mall&Co. LTD
51 Furlong Street
Phoenix, AZ 5897

Dear Mr. John Smith,

I write this letter to request a meeting with you on Thursday, 20xx if possible. I would like to discuss with you about me taking on more roles in the company. I know you have a very busy work schedule, so I will take up only one hour of your time. Thank you for your consideration.

Yours Sincerely,
Joe Hancock.

Sample #2.

[Name, company and address.]
John Smith.
ExampleCompany inc.
11 test street.
New York.

Dear Mr. Williams

I would like to request a meeting with you, as early as this week if possible, to discuss [Insert reason for the meeting]. I am aware of your busy schedule, so I will only take up [Time fram of the meeting] of your time. Thank you as always for your consideration.


[You name and position.]
Joe Hancock.
Personal management and Human resources.


Hopefully now you now just how to best compose an email to request a meeting with your boss. This process is not much different than writing a particular email, only minor considerations need to be taken. Do make sure to follow our sample emails and always address your boss properly. Remember to value their time as much as you value yours, keep your emails precise and on point.

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