Request an Intake Meeting: From Recruiter to Hiring Manager Email Template

An intake meeting email is used by recruiters to set up a meeting with hiring managers before starting the recruitment process. This meeting ensures alignment on the job role, candidate qualifications, and hiring goals.

What to Include in a Request for an Intake Meeting Email

• Purpose: Clearly state the reason for the meeting (e.g., discuss job details, candidate expectations).
• Availability: Suggest potential dates/times for the meeting.
• Preparation: Include any documents or information the hiring manager should review ahead of time.
• Tone: Keep it professional and collaborative.

Top 3 Request Intake Meeting Email Templates

1. General Request for an Intake Meeting

Subject: Scheduling an Intake Meeting for [Job Title]

Dear [Hiring Manager's Name],

I hope this message finds you well. I’d like to schedule an intake meeting with you to discuss the [Job Title] role and your hiring preferences. This will help me better understand the job requirements and the type of candidates we are looking for.

Please let me know your availability this week or next, and I’ll set up a meeting at a time that works best for you.

Looking forward to your response!

Best regards,
[Your Name]
[Your Position]
[Company Name]

2. Request for an Intake Meeting with a Focus on Specific Role

Subject: Intake Meeting Request for [Job Title]

Hi [Hiring Manager's Name],

I’m reaching out to schedule an intake meeting for the [Job Title] role we are hiring for. It would be great to align on key responsibilities, candidate qualifications, and the hiring timeline so we can proceed smoothly with the recruitment process.

Would [Date & Time] or [Date & Time] work for you? Please feel free to suggest a time if neither of these options fits your schedule.

Thanks in advance! I look forward to our discussion.

Best regards,
[Your Name]
[Your Position]
[Company Name]

3. Intake Meeting Request with Document Sharing

Subject: Scheduling an Intake Meeting for [Job Title] - [Company Name]

Dear [Hiring Manager's Name],

I’d like to schedule an intake meeting to go over the [Job Title] role and finalize the job requirements. I’ve attached the job description for your review before the meeting.

Please let me know if you are available on [Date & Time] or [Alternate Date & Time], and I will send over the meeting invite.

Looking forward to collaborating with you!

Best regards,
[Your Name]
[Your Position]
[Company Name]

Intake Meeting Request Checklist

✅ Clearly state the purpose of the meeting
✅ Suggest multiple dates/times for flexibility
✅ Include relevant documents (job description, candidate profile)
✅ Maintain a professional and collaborative tone
✅ Follow up if there is no response within a few days

This email ensures that the recruiter and hiring manager are on the same page and ready to move forward with a streamlined recruitment process. 🚀