When introducing one-on-one meetings between managers and employees, the invitation email to the team members is usually one of the first steps. The wording of the invite and even the subject line can have an impact on the success of the first one-on-one meetings or employee appraisals.
Here are a few templates, samples and examples of what the email invitation or request for your one-on-one meetings could look like.
If you are interested in detailed templates for various one-to-one meetings (e.g. weekly, annual, 1-1 with difficult employees...), take a look at the corresponding article: 15 proven 1-1 meeting templates to edit (free).
Standard sample for email invites to employees for one-on-one meetings
If there is no specific reason related to the employee for the introduction of 1-on-1 meetings or regular appraisal interviews, you can use the following template for the invitation email.
It contains all the points that should be included in a classic email template:
Hello [name of employee],
As discussed, I would like to set up regular 1:1 meetings with you to discuss your current projects, challenges and goals and to make sure you get the support you need. These meetings will provide an open platform for mutual feedback and collaboration.
I would like to arrange our first meeting on [date and time]. The appointment lasts about [duration] minutes. Please let me know if that works for you. I'll then put the series of dates in the calendar.
I suggest that we keep our joint notes for preparing the 1:1 meetings here so that we can both access them: [Link]
I look forward to getting into conversation with you!
Best regards
[Your name]
By the way: If you are a manager of software developers, the following article might be of interest to you: 6 Examples of feedback to software developers.
If you want to customize this email, keep in mind that the total length of the email should not exceed 125 words and should be divided into paragraphs that are as readable as possible to optimize read rate and comprehensibility. Source: Optimal length of an email
Examples of individualized invitations to employees for 1-on-1 meetings
However, if the reason for your regular appraisal interview is of an individual nature, you should also include this in the invite email and perhaps even in the subject line. Here are a few examples, samples and templates of how this can look in the email invitation or email request.
Template example 1: Email invite for one-to-one meetings with new employees
A common reason for starting a new 1-on-1 meeting series is the induction and training of new colleagues. In this scenario, the following sample or template is suitable for the email invitation: Hello [name of employee],
Welcome to the team! I hope you already feel that you are in good hands with us and have gained some positive initial impressions.
To provide you with the best possible support during your induction period, I would like to introduce regular 1:1 meetings with you. These meetings provide a platform to clarify your questions, talk about your progress and any challenges and help you to settle in well with us.
I would like to arrange our first meeting on [date and time]. The appointment lasts about [duration] minutes. Please let me know if that works for you. I will then add the series of dates to our calendars.
I suggest that we keep our joint notes on the preparation of the 1:1 meetings here so that we can both access them: [link].
I look forward to getting to know you even better and working with you!
Best regards
[Your name]
Before we go any further, I would like to give you a quick tip on how to take the one-to-one meeting to a new level yourself: With our 1-1 meeting software Echometer.
Not only will our interactive conversation templates make your conversation more fun and productive, but effective actions will suddenly be organically on the table. Give it a try, for example by simply trying out the template below:
"I like this employee, but he's underperforming. How can I address this in 1:1s?"
"I often don't know whether I was too hard – or too soft – in my 1:1s to make a positive impact."
"I can’t identify patterns or trends across my 1:1s. Everything feels isolated."
Sample example 2: Email invite for one-on-one meetings for an employee's new role
An internal change of role is also often the reason for an invitation to a one-to-one meeting or regular appraisal interviews. In this case, the following sample or template can be used for the invitation to the appraisal interview:
Hello [name of employee],
As you have recently moved into your new role as [new role] (congratulations again!), I would like to introduce regular 1:1 meetings with you. The purpose of these meetings is to support you in your new position and your further (development) goals and to discuss current challenges and mutual feedback.
I would like to arrange our first meeting on [date and time]. The appointment lasts about [duration] minutes. Please let me know if that works for you. I'll then put the series of dates in the calendar.
I suggest that we keep our joint notes on the preparation of the 1:1 meetings here so that we can both access them: [link].
I look forward to accompanying you in your new role and working together on your success!
Best regards
[Your name]
Sample example 3: Email invite for one-on-one meetings in the event of performance problems
It can be particularly sensitive if the reason for the 1-to-1 meeting or appraisal interview is the employee's performance problems. The following example of an email text should probably be adapted to the situation:
Hello [name of employee],
I would like to meet with you on a regular basis to talk about your tasks, challenges and goals. I want to ensure that you receive the support you need to overcome potential obstacles and achieve the best possible results.
I would like to schedule our first 1:1 meeting for [date and time]. The appointment will last about [duration] minutes. Please let me know if that works for you. I'll then put the series of appointments in the calendar.
To make the meetings effective, I suggest that we keep notes and agenda items here so that we can both access them: [link].
I look forward to developing your potential together and supporting you on your path.
Best regards
[Your name]
Template example 4: Email invite for one-on-one meetings in the event of conflict situations or communication problems
Not only performance problems, but also regular conflicts and communication problems can be a reason to introduce 1:1 meetings or regular appraisal interviews. The following example or template for the invitation email addresses this directly:
Hello [name of employee],
I would like to meet with you on a regular basis to talk about teamwork and communication. My aim is to support you in working effectively with colleagues and to jointly promote an open and constructive working environment.
I would like to schedule our first 1:1 meeting for [date and time]. The appointment will last about [duration] minutes. Please let me know if that works for you. I'll then put the series of appointments in the calendar.
To make the meetings effective, I suggest that we record notes and thoughts here: [link].
I look forward to strengthening the cooperation in the team in an open exchange with you.
Best regards
[Your name]
The right subject line for your invitation email to employees for appraisal interviews (4 suggestions)
Whether the email invitation is opened and the attention level with which the content of your text is read also depends on the appropriate subject line of the email. The subject line of the invitation email for the 1-to-1 meetings should always be short and concise. An optimal subject line for an email has only 30 to 50 characters or 4 to 7 words. See: The ideal length of a subject line
The subject line for your invitation email for one-to-one meetings or regular appraisal interviews could read like this, for example:
New: Our personal 1:1 meetings
Kick-off: 1:1 meetings starting next week
Important advance information: 1:1 meetings starting next week
1:1 meetings ([name of employee] + [your name])
In the subject line of the email, you should not necessarily go into any individual reasons for the 1-to-1. This will come later in the email or the detailed text itself (see samples).
One last factor that is extremely important for the effectiveness of the invitation email for the One-One-Ones or regular employee appraisals, I share with you in the last section: The personal conversation prior to the official, professional email request.
If you also want to take your conversations to a new level, I can recommend good templates –, see our post on this for example: 5 templates for regular employee check-ins.
And if you're interested in a general introduction to regular one-to-one meetings, take a look at our post on the subject: A guide: 6 tips for successful 1-to-1 conversations.
Important: The personal conversation with employees before you send the invitation email
Before you send the email template for your new employee appraisals to your employees, you should announce them in advance in a face-to-face meeting. In a face-to-face meeting, you will immediately get a feel for whether employees understand the purpose of one-to-one meetings and you will have the opportunity to emphasize their active role in shaping the 1-1 meetings or regular performance reviews.
During the conversation, you can also clarify more efficiently on which day of the week, at what time and for how long the 1:1s should be set. If possible, respond to your employee's preferences, or at least show that your counterpart's perspective is important to you.
The official, professional invitation email should essentially reflect the content of the personal interview and, if possible, directly address the questions that employees mentioned in the previous interview.
By the way, if your first one-to-one meeting with a new employee is just around the corner, I can recommend our article on the subject: 5 tips for one-to-one meetings with new employees.
Calendar invite to employees for the 1-to-1 appointment series
In addition to the email, you will probably also send a series of appointments for the one-on-one meeting directly to your employees. You should include the following content in this calendar invitation or template:
- The names of both participants should appear in the subject line of the appointment series
- The duration and frequency should be agreed in advance
- The description in the invitation should include the link to your 1:1 notes
- The purpose of the 1:1 should be repeated in the invite or description
The official or professional text of your calendar invitation for the one-to-one could look like this, for example:
Title
Monthly 1:1 (Jean & Christian)
date
2024-12-14, monthly recurring
Duration
30 minutes
Description
Objective: Coordination of mutual expectations, feedback and discussion of development goals and related measures.
Link to our shared notes: echometerapp.com/one-on-ones/...
Conclusion - Are you still missing something to prepare for your 1:1?
This text should hopefully have given you a good feel for what can be included in the email request for a regular 1-1 meeting. We have also given you a few examples, samples and templates for the subject line that should help you.
If you're a little more creative and want an unusual name for your one-on-one meeting series, you can find some examples on this topic in our blog.
Do you have the feeling that you can get even more out of your one-to-one meetings? Then our 1-to-1 meeting software Echometer can help you. With our interactive meeting templates, not only will your meeting become more fun and productive, but effective actions will suddenly appear organically on the table. Give it a try, for example by simply trying out the template below:
No small talk, no awkward pauses. 🥱 This 1:1 template simply always works.
- What achievement are you proud of that I may not have noticed?
- What small change would immediately improve your work?
- What would you like to take more time for at work?
...
