How to Write Better Sales Meeting Invitations (and Handle Objections Like a Pro)

Securing meetings with prospects is one of the most important parts of sales—but it’s also one of the hardest. Your potential customers are busy, they’re bombarded with messages, and even if you do get time on their calendar, you still have to overcome their inevitable objections.

Good news: mastering how you invite prospects to meetings, communicate during calls, and handle objections can dramatically increase your close rates. In fact, sellers who successfully navigate objections can achieve a close rate as high as 64%.

Let’s break down exactly how you can book more meetings, handle resistance gracefully, and move prospects toward "yes."

How to Write Effective Meeting Invitations

The first step to winning a new customer is simply getting them to agree to talk to you. Here’s how to craft invitations that actually get opened (and accepted):

1. Start With a Strong Sender

Send your email from a real person, not a generic company address. Over 45% of recipients decide to open emails based on who sent them.

2. Craft a Clear, Concise Subject Line

Use no more than 40 characters or seven words. Example:
Subject: Quick Call: Discuss [Topic]?

3. Answer the Basics

In your email body, immediately answer:

• When: Suggest a time (or range)

• Where: Provide a meeting link or platform

• How long: Be respectful of their time (e.g., "15 minutes")

4. State Your Purpose and Agenda

Use a sentence or two to explain why you want to meet. Outline a basic agenda to help them prepare.

5. Make Scheduling Easy

Include a scheduling link—but do it politely. Instead of saying “Here’s my link,” try:
"Feel free to share times that work for you, or pick from my availability if it’s easier [link].”

And don’t forget to close with a professional signature and optional branding links.

Meeting Invite Email Template:

The Etiquette of Using Scheduling Links

While tools like Calendly make life easier, not everyone loves scheduling links—yet. Be polite:

• Ask for their availability first.

• Offer your link as a convenience, not a demand.

• Remain flexible and patient, especially with prospects unfamiliar with scheduling tools.

Pro Tip: You can even embed available times into emails or LinkedIn® messages to make it seamless.

Reframing Objections as Opportunities

Objections aren’t rejections—they’re openings to build trust and credibility. Here’s why prospects push back:

• They aren’t fully convinced yet.

• They don’t fully see your value.

• They’re gathering info for future negotiations.

In every objection, there’s an opportunity to deepen the conversation and demonstrate your understanding.

How to Handle Objections (Tactics That Actually Work)

1. Take a Pause
Top sellers pause 5x longer than average reps. Don’t rush to respond—take a breath and think.

2. Slow Down and Talk Less
Speak slowly and confidently. Avoid the urge to talk over objections with long explanations.

3. Counter With a Clarifying Question
Instead of immediately arguing your case, ask questions to truly understand their concern.

4. Validate Their Concern
Say things like, "That's a valid concern. It sounds like you’re feeling [emotion]."

5. Use Mirroring
Repeat the last few words they said with a questioning tone.
Example:
Prospect: "The price is too high."
You: "The price is too high?"

This builds rapport and keeps them talking.

Objection-Handling Framework: Feel, Felt, Found

One of the best frameworks for objection handling is the "Feel, Felt, Found" method:

• Feel: Acknowledge their concern.

• Felt: Share that others have felt the same way.

• Found: Explain what those customers ultimately discovered.

Example:
"I completely understand how you feel. Other customers initially felt that way too. But they found that after implementation, they achieved a 50% increase in efficiency within 3 months."

Then, confirm that your solution addresses their concern before moving forward.

The 5 Most Common Sales Objections (and How to Tackle Them)

1. Lack of Interest
   "I'm not interested."
   → Ask a few questions to uncover pain points and offer tailored value.

2. Price
   "It’s too expensive."
   → Build value through case studies and ROI stories before discussing discounts.

3. Lack of Decision-Making Power
   "I'm not the decision maker."
   → Turn them into your champion and ask for introductions.

4. Competitor or Status Quo
   "We already use [competitor]."
   → Differentiate yourself without trash-talking. Focus on unique strengths.

5. Timing
   "Now isn’t a good time."
   → Uncover hidden urgency drivers or schedule a committed future meeting.

In Summary

Closing deals today means excelling at three skills:

• Crafting polite, clear, and engaging meeting invitations

• Handling objections calmly and confidently

• Using polite scheduling techniques to remove friction

By mastering these, you not only increase your meeting acceptance rates—you dramatically improve your chances of turning prospects into loyal customers.