Meeting Request Form Template
Improve meeting quality by collecting purpose, context, and preferences before scheduling.
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What is a Meeting Request Form?
A meeting request form is a communication tool that captures essential context about proposed meetings before they're scheduled. Instead of vague meeting invites, a structured form tells you exactly why the meeting is needed, what should be discussed, and who should attend.
Effective meeting forms reduce scheduling friction by collecting participant availability and preferences upfront. They also ensure every meeting has a clear purpose and agenda, which increases meeting effectiveness and reduces wasted time.
Well-run meetings require preparation. A meeting request form ensures both organizers and attendees come prepared, leading to faster decisions and better outcomes.
Key Features
Meeting Purpose Capture
Understand why the meeting is needed and intended outcomes
Participant Tracking
Identify who needs to attend and their roles
Preference Collection
Gather preferred dates, times, and meeting format (in-person, video, phone)
Agenda Documentation
Collect agenda items to ensure focused, productive meetings
Background Information
Pre-read materials or context to help attendees prepare
Automatic Calendar Invites
Generate and send calendar invites after form submission (Pro)
Why Use This Template?
More Productive Meetings
Clear agendas and preparation mean meetings accomplish more in less time
Better Attendance
When people know purpose and benefit, they prioritize attending
Fewer Reschedules
Upfront availability collection reduces scheduling back-and-forth
Better Decisions
Meeting context and prepared agendas lead to faster, better decisions
What's Included in This Template
Requester Name
textIdentifies who is requesting the meeting
Email Address
emailContact for scheduling and meeting coordination
Meeting Purpose
selectCategorizes meeting (status update, decision, brainstorm, etc.)
Detailed Purpose
textareaExplains specific goals and outcomes desired
Required Participants
textareaLists who needs to attend and their roles
Meeting Type
selectIn-person, video call, phone, or hybrid
Preferred Date
dateIdeal meeting date if scheduling urgency exists
Preferred Time
timeBest time slot for meeting organizer
Duration Needed
selectEstimate meeting length (15 min, 30 min, 1 hour, etc.)
Agenda Items
textareaSpecific topics to discuss
Pre-Read Materials
textareaDocuments or context for preparation
Perfect For
Executive Offices
Manage executive calendar and ensure all meetings have clear purpose
Sales Teams
Schedule discovery calls and sales meetings with context and agenda
Project Management
Request project meetings with stakeholders and track discussion topics
HR & Recruiting
Schedule interviews and review meetings with prepared materials
Frequently Asked Questions
How much notice should be given for meeting requests?
For routine 1-on-1s: 3-5 business days. For executive meetings: 1-2 weeks. For large group meetings: 2-4 weeks. Clearly state preferred notice in your form instructions.
Should I require meetings to have agendas?
Absolutely. Agendas increase meeting productivity by 50%+. Make agenda items required on your form and enforce the practice consistently.
How do I reduce back-and-forth scheduling?
Collect 3-5 time options upfront instead of single preference. This reduces rejection rate. Pro tip: Use Calendly or similar tools to auto-sync availability.
What should happen if a meeting request is rejected?
Provide clear feedback on why it's not approved (timing, not urgent, can be email, etc.). Offer alternative solutions like async updates or delegation to another person.
How do I track meeting outcomes?
Create a separate form for meeting notes/outcomes, or add a follow-up workflow that captures action items and decisions after the meeting.
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