How to Write a One-on-One Meeting Email for an Employee
Start with a Clear Subject Line
Use a concise subject line that directly conveys the email’s intent. Examples include “Schedule Your One-on-One” or “Weekly Check-In Invitation.” This clarity ensures the employee knows it’s a personal meeting invite.
Greet Warmly and Establish a Positive Tone
Begin with a personalized greeting, using the employee’s first name. Establish a positive tone, like “Hope your week is going well,” to start things off on a friendly note.
State the Purpose and Importance of the Meeting
In the first paragraph, clearly outline the purpose of the one-on-one meeting and why it’s important. If this is a routine check-in, mention that you’ll be discussing progress, challenges, and goals. Emphasize that this is an opportunity for a two-way conversation to ensure alignment.
Propose Meeting Details
Offer a few possible time slots or suggest a timeframe, leaving space for the employee to provide their availability. For instance, “I’d like to schedule this week’s one-on-one on Thursday or Friday morning. Please let me know which works best for you.”
Outline Agenda Topics
Provide a brief agenda so the employee can prepare effectively. Some relevant topics could include:
- Current Project Status: An update on progress and any obstacles
- Career Development: Identifying skills to improve or new challenges to tackle
- Feedback Session: Sharing feedback to help the employee grow
- Questions and Concerns: An open discussion for the employee to voice any issues
Encourage an Open Dialogue
Reassure the employee that their input is valued. For example, “Feel free to bring up any topics you’d like to discuss. This is a safe space for us to address challenges and celebrate your achievements.”
Check out more resources and templates for a one-on-one meeting email template for employee to streamline your communication.
Close with Appreciation
Conclude by expressing gratitude and enthusiasm for the upcoming meeting. Sign off respectfully, using phrases like “Looking forward to our conversation” or “Thanks for your time,” followed by your name and job title.