meeting-booking-reply

Use this the moment a prospect says yes. Interest fades fast; every extra email of back and forth loses some meetings, and a vague invite causes no-shows.

Inputs

• The positive reply and thread.
• Availability (2-3 specific slots) or a booking link.
• Meeting purpose and length; who else should attend.

The play

1. Reply fast with two options

Within the hour if possible. Offer two specific times in their time zone, plus the link as a fallback. Choices beat open questions ("When works for you?").

Great, Maya. 20 minutes on how your close runs and what Contoso changed. Does Tuesday 10:00 or Wednesday 14:00 (your time) work? If neither, pick any time here: <link>

2. Send a calendar invite that sells the meeting

• Title: "<Their company> + <Your company>: <topic>" (e.g. "Lumen + Acme: month-end close").
• Description: three bullet agenda, what they get from it, the video link, and one line on how to reschedule.
• Their time zone in the invite; never assume.

3. Confirm in writing

A short confirmation that restates the outcome they will get, and asks one prep question ("Anything specific you want to cover?") which makes them invest in the meeting.

4. Remind the day before

A short, useful reminder: the agenda, a relevant one-line insight, the link. Not "just confirming we're still on".

5. Handle edge cases

• Assistant schedules: give them two slots and the agenda; copy the prospect.
• Multiple attendees: ask who else should join and offer to send them a one-line context.
• Booked 2+ weeks out: send one value touch in between (a short story or resource) to keep it alive.

Templates

Invite description

What we'll cover (20 min):
- How month-end close runs at Lumen today
- What Contoso changed to close in 4 days
- Whether the same approach fits your team
Need to move it? Reply to this invite and I'll find a new time.

Day-before reminder

Hi Maya, looking forward to tomorrow at 10. I'll bring the approval checklist Contoso used. Link: <video link>

What good looks like

• Booked within one or two emails of the yes.
• Invite title and agenda make the value obvious to anyone who sees the calendar.
• Show rate 80%+ for meetings booked within a week.
• The common mistake is "When works for you?", followed by four emails of scheduling while interest cools.

Rules

• MUST confirm the time zone explicitly.
• MUST send a calendar invite with an agenda and a working video link.
• NEVER book a meeting the prospect did not agree to.
• NEVER add attendees from their company without asking.

Example prompts

• "They replied 'sure, let's chat next week'. Write the booking reply."
• "Write a calendar invite and confirmation for a discovery call with a CFO."
• "Our show rate is 60%. Fix our confirmation and reminder emails."