One on One Meeting Email Template

What is an One on One Meeting Email?

A One-on-One Meeting Email is a formal or informal message sent to schedule, confirm, or follow up on a one-on-one meeting between a manager and an employee. These meetings are crucial for discussing performance, feedback, goals, concerns, or career development in a private and focused setting.

This email typically includes:

  • The purpose of the meeting

  • The proposed date and time

  • Meeting location or virtual link

  • A request for confirmation or rescheduling if needed

A well-structured one-on-one meeting email should include the following key elements:

  • Subject Line: Keep it clear and concise (e.g., "Upcoming One-on-One Meeting—[Your Name] & [Employee’s Name]").

  • Greeting: Address the recipient professionally (e.g., “Hi [Employee’s Name]”).

  • Purpose of the Meeting: Briefly explain the reason for the meeting (e.g., performance check-in, career development, feedback session).

  • Date & Time: Specify the proposed date, time, and duration of the meeting.

  • Location or Meeting Link: If in-person, mention the location; if virtual, provide a meeting link.

  • Agenda (Optional): Share topics to be discussed, allowing the recipient to prepare.

  • Call to Action: Ask for confirmation or rescheduling if needed.

  • Closing: End with a professional closing statement (e.g., “Looking forward to our discussion!”).

Here are some One on One Meeting Email Templates:

1. General One-on-One Check-In Meeting

Subject: One-on-One Meeting—Let’s Catch Up!

Hi [Employee’s Name],

I hope you're doing well. I’d like to schedule a one-on-one meeting with you on [Date] at [Time] to discuss your progress, goals, and any challenges you may be facing.

Please let me know if this time works for you or suggest an alternative. Looking forward to our discussion!

Best, [Your Name] [Your Position]


2. Performance Review One-on-One Meeting

Subject: One-on-One Performance Review Meeting

Hi [Employee’s Name],

As part of our regular performance review process, I’d like to schedule a one-on-one meeting on [Date] at [Time]. We’ll discuss your achievements, challenges, and goals for the next quarter.

Please confirm your availability or suggest a convenient time. Looking forward to our conversation!

Best, [Your Name]


3. Career Development One-on-One Meeting

Subject: Let’s Discuss Your Career Growth

Hi [Employee’s Name],

I’d love to sit down with you for a one-on-one meeting to discuss your career aspirations, professional growth, and ways we can support you. Let’s connect on [Date] at [Time].

Please confirm if this works for you. Looking forward to hearing your thoughts!

Best, [Your Name]


4. One-on-One Meeting for Employee Feedback

Subject: Your Feedback Matters—One-on-One Meeting

Hi [Employee’s Name],

I’d like to schedule a quick one-on-one meeting with you on [Date] at [Time] to gather your thoughts on your work experience, team dynamics, and any improvements we can make.

Your feedback is valuable, and I’d love to hear from you. Please let me know if this time works for you.

Best, [Your Name]


5. One-on-One Meeting for Addressing Performance Concerns

Subject: One-on-One Discussion: Performance & Support

Hi [Employee’s Name],

I’d like to schedule a one-on-one meeting with you on [Date] at [Time] to discuss some aspects of your performance and explore ways we can support your growth.

This is an opportunity to identify any challenges you’re facing and work together on solutions. Please let me know if this time works for you.

Best, [Your Name]


6. One-on-One Meeting for Project Updates

Subject: Quick One-on-One Meeting—Project Updates

Hi [Employee’s Name],

I’d like to schedule a quick check-in on [Date] at [Time] to discuss updates on [Project name]. We’ll review progress, address any roadblocks, and align on next steps.

Let me know if this time works for you. Looking forward to the discussion!

Best, [Your Name]


7. One-on-One Exit Interview Meeting

Subject: Exit Interview—One-on-One Meeting Invitation

Hi [Employee’s Name],

As part of the offboarding process, I’d like to invite you to a one-on-one exit interview on [Date] at [Time]. This conversation will help us understand your experience and gather feedback for improvement.

Please confirm your availability. I appreciate your time and insights!

Best, [Your Name]

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