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How to Invite a Contact to a Catch Up Meeting
Send a short email that says why you're thinking of them and suggests one format: coffee, lunch or a 20-minute call. Offer two or three set times. The rule is to make yes easy. A catch up invite works when it gives a real reason to meet. It should also take every choice off their plate.
A catch up invite is one of the cheapest ways to keep a work relationship alive. Most contacts go cold because nobody reached out, not because anything went wrong. A short, friendly email asking for coffee or a call shows you value them. It says you care beyond the next deal.
What makes it land is detail. Mention something real from your shared past. Suggest a format and a few times. Be honest about whether you have an ask. People say yes to invites that are easy to accept and clear about what they're agreeing to.
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Free, no signup. The example is filled in: press the button, then replace it with your own situation. In Capstone, a message like it is written for each person you know when their check-in is due.
11 examples to copy
One message is easy. Hundreds of people, all year, is the hard part. Capstone Outreach puts everyone you know on a rhythm you pick, from weekly to every three months. When someone is due, a message like these is already written in your voice from your history with them. You approve it, and it goes from your own email or phone. See how it works.
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Everyone on a rhythm. Who is due, and when. Recorded in the app on a demo account.
1. After two years of silence, no ask
Subject: It's been too long
Why it works: Saying there's no agenda lowers their guard. The invite then feels like a compliment, not a request.
2. You'll be in their city soon
Subject: In [City] on [date], coffee?
Why it works: A trip creates a natural deadline and a reason to meet now, so it doesn't feel like an open-ended favor.
3. They just started a new role
Subject: Congrats on the new role
Why it works: Leading with genuine congratulations and giving them time to settle shows you care about them, not just their new budget.
4. Something reminded you of them
Subject: Saw this and thought of you
Why it works: Sharing something useful gives before you ask for their time. It also proves you remember what they care about.
5. You changed jobs and want to reconnect
Subject: Some news, and a coffee?
Why it works: It shares your news without turning it into a sales call, and naming their influence makes them want to say yes.
6. Former colleague, lunch on you
Subject: Lunch soon? It's on me
Why it works: A shared memory restores the old warmth instantly, and naming a place near them removes the last bit of planning.
7. Regular check-in with a client or partner
Subject: Quarterly coffee, [Month]?
Why it works: Framing it as a two-way exchange of what you're each seeing makes the meeting worth their time, not just yours.
8. Met once at an event
Subject: Great meeting you at [Event]
Why it works: Quoting their own idea back to them turns a brief introduction into a conversation they'll want to finish.
9. Follow-up when your first invite got no reply
Subject: Re: [original subject]
Why it works: Offering a later date and a smaller ask gives a busy person an easy way to say yes without guilt.
10. You want their advice and say so
Subject: Could I get your take on something?
Why it works: Being upfront about the ask builds trust. Most people enjoy being asked for advice they're able to give.
11. Turning a vague "let's get coffee" into a real plan
Subject: Taking you up on that coffee
Why it works: Proposing an exact day, time, and place converts a polite intention into a meeting that actually happens.
Sending these to more than a few people? See how people keep track of who to follow up with, and when: what a personal CRM does and the best personal CRMs, compared.
When to send it
- Send it when you have a natural reason. That could be a job change, a trip to their city, news about their company, or something that reminded you of them.
- Ask two to three weeks ahead for coffee or lunch. Ask about one week ahead for a call. That gives them time to fit it in.
- Send on a weekday morning, when people plan their week. Skip late Friday and the weekend.
- Wait two to four weeks after someone starts a new job before you ask to meet. Give them time to settle in.
- Avoid their known busy times, like quarter end, a big launch, a fundraising deadline or late December.
Subject lines
- Coffee in the next few weeks?
- It's been too long, [Name]
- Lunch on me?
- 20 minutes to catch up?
- In [City] next week, free for coffee?
- Congrats on the new role
- Saw this and thought of you
- Overdue catch up
- Taking you up on that coffee
- Quick call to compare notes?
- Catch up over coffee?
- Picking up where we left off at [Event]
- Could I get your take on something?
- Long time, [Name]. Coffee?
- Lunch in [Month]?
- Some news, and a coffee?
What to avoid
- Writing "we should grab coffee sometime" with no dates. That leaves all the planning to them.
- Hiding a sales pitch inside a catch up invite. They will notice in the first five minutes and remember it.
- Asking for an hour when 20 or 30 minutes would do the job.
- Making them travel to you when you're the one who asked for the meeting.
- Opening with a long update about yourself before getting to the invite.
- Using a vague subject like "Hello" or "Quick question." It gives them no reason to open the email.
After you send it
If you hear nothing, send one short follow-up about a week later. Reply in the same thread so they have context. If that also goes quiet, let it rest. Try again in a couple of months with a new reason. Once you meet, send a thank-you the same day that mentions one thing you talked about. Then follow through on anything you offered. After that, reach out every three to six months with an article, a congratulations or another coffee.
Building the habit: how to keep in touch with contacts and what a personal CRM does.
After coffee, what did you say you would do? Add a quick note after you meet. Capstone keeps it on that person's timeline, so the next time you write, your promise and their news are right there.
Start 14 days free, then $25/mo
A study of 20 million LinkedIn members found that acquaintances, more than close friends, led to new jobs (Science, 2022). Capstone keeps those people warm. You approve every message, and it goes from your own email or phone.
Frequently asked questions
What is a catch-up meeting?
A catch-up meeting is a casual talk with a work contact to hear what's new on both sides. It's often over coffee, lunch or a short call. There's no fixed agenda. The goal is to keep the relationship current. Then when either of you needs help, an introduction or advice, the link is already warm.
What is catch up in email?
In email, "catch up" means reconnecting with someone you haven't talked to in a while. You might trade updates or suggest a time to talk. A catch up email usually says why you're reaching out now. It suggests coffee, lunch or a call. It signals a relaxed chat, not a formal meeting with an agenda.
What's another way to say follow up meeting?
You can say "check-in," "reconnect," "next conversation" or "coffee to compare notes" instead. For a meeting about the relationship, "catch up" or "reconnect" feels warmer. For a meeting tied to an earlier talk or deal, "follow-up call" or "next steps meeting" is clearer. Pick the phrase that fits how formal the relationship is.
How to write an email recapping a meeting?
Send it the same day. Thank them for their time and list the two or three points that matter most. Then note any next steps, with who owns each one and by when. After a catch up, keep it lighter. Mention one thing they said, share anything you promised, and suggest when you'll talk again.
How long should a catch up meeting be?
Plan for 20 to 30 minutes for a call. Plan for 45 minutes to an hour for coffee or lunch. A short window in your invite makes it easier to say yes. If the talk is going well, they can always stay longer. But they should never feel trapped.
Who should pay for coffee or lunch?
The person who sends the invite pays. Say so in the email ("my treat" or "lunch is on me") so there's no awkward moment at the register. If they insist on paying, let them and thank them warmly. You can offer to cover the next one. That also gives you a reason to meet again.