Skip-Level Meeting Invitation Emails: 6 Examples

Skip-level meetings are a great tool that can be used by managers or senior executives to gain a deeper understanding of the core inner workings of a team. Skip-level meetings make it possible for you to peel back the layers and gain an in-depth understanding on what’s happening on the ground level. 

In this article, we’ll dive into the fundamentals of a skip-level meeting while covering tips and tricks for sending comprehensive skip-level meeting invitation emails with our skip-level meeting invitation samples. 

• What is a skip-level meeting? 
• Why you should send a skip-level meeting invitation email
• Tips for implementing skip-level meetings
• Skip-level meeting invitation email examples 

What is a skip-level meeting? 

A skip-level meeting is when a manager hosts a one-on-one meeting with a direct report whom they don’t manage directly—this direct report would instead be managed by someone the manager in question manages, hence the skipped level. While this may not be the case in some organizations, in most small to mid-sized organizations these meetings typically occur between yourself as the manager and the direct reports of the people you manage. 

Skip-level meetings allow managers to chat with employees without fear of retribution. Senior leaders are able to gain different perspectives and talk directly to their employees instead of through messengers; this decreases the risk of miscommunication and helps senior leaders gain a clearer understanding of what’s really happening on the ground level. Skip-level meetings also allow senior leaders to identify whether their direct reports are being truthful or hiding potential conflicts.

Why you should send a skip-level meeting invitation email

If employees in your organization aren’t used to partaking in skip-level meetings, they may find it odd when they receive an invite from someone with whom they don’t normally meet. Therefore, it’s important to provide context when sending out an invite. Sending a skip-level meeting invitation email will allow you to provide context while informing all involved. This email also provides a great opportunity to include a meeting agenda in which you can specify exactly what will be expected from the participant during the meeting. Your meeting agenda should include details like the meeting date, time, talking points, and the reason for meeting. Providing these details in advance will help eliminate any anxieties that come with meeting with an unfamiliar senior executive. 

Tips for implementing skip-level meetings

• Meet with everyone
• Find a regular cadence
• Take time to reflect 
• Be transparent
• Be prepared with questions 

1Meet with everyone

When hosting skip-level meetings, it’s important to meet with everyone. Doing so will ensure you gain a 360 view of what’s really going on, as opposed to forming your opinion or perception based on one or two people’s feedback. 

2Find a regular cadence

Depending on the size of your team, it may be beneficial to determine a regular cadence for your skip-level meetings. Determining a regular cadence will ensure everyone knows when the meetings will be taking place. This will help increase attendance and eliminate the risk of scheduling mishaps. 

3Take time to reflect 

Every good leader knows that reflection is key. Taking the time to reflect after each meeting will provide you with the time you need to absorb everything that was discussed. If you don’t take the time to reflect, you may find yourself forgetting crucial details or failing to complete action items that you agreed on during the meeting. 

4Be transparent

Transparency is extremely important, and especially so when you’re hosting skip-level meetings. Making your managers aware that you’ll be hosting skip-level meetings is imperative. If you don’t take the time to brief everyone on your plan, they may feel as though you don’t trust them or even like you’re trying to do something behind their backs. If not approached correctly, hosting skip-level meetings can be a touchy subject. It’s important that everyone be aware and on the same page before you begin hosting skip-level meetings. 

5Be prepared with questions 

If you’re hosting a skip-level meeting, chances are you’re trying to get to the bottom of something. To make the meeting worthwhile, make sure you’re prepared with questions. Take the time to draft a list of questions and talking points before the meeting; doing so will ensure you’re able to use your time wisely while getting to the root of any potential issues. 

Skip-level meeting invitation email examples 

• Example 1: To inform team members of the meeting
• Example 2: To inform team members of the meeting
• Example 3: To inform manager of the meeting
• Example 4: To inform manager of the meeting
• Example 5: To request a skip-level meeting
• Example 6: To request a skip-level meeting

Example 1: To inform team members of the meeting

Hey team, while we’ve made some excellent progress in the last quarter, it’s come to my attention that we have failed to meet our quarterly goals. I would love to take the time to chat with everyone in marketing in an attempt to learn how I can better support you during the upcoming quarter. 

In an attempt to align before we kick off the next quarter, I will be hosting a meeting with everyone in marketing. During these meetings, we will outline our goals for the next quarter while identifying ways we can improve as a collective. Everyone will have the opportunity to share their takeaways from this past quarter and identify areas where you may require more support moving forward. 

These meetings will take place over the next two weeks, and you will be expected to select a time slot in my calendar by the end of the week. All are expected to attend, and you are welcome to add notes or talking points to your respective meeting agendas before your meeting. Please don’t hesitate to bring any questions or concerns forward. 

Talk soon, 

Ryan Camp

Senior Marketing Director 

Example 2: To inform team members of the meeting

Hey team, I just wanted to reach out to extend my thanks for an excellent year! We hit our goals out of the park and our customer satisfaction surveys scored 10% higher than last year. Your dedication to success and providing our customers with excellent service has paid off and I would love to take the time to chat and learn more about your unique struggles and successes. 

Over the next two weeks, I will be carving time out of my schedule to meet individually with everyone from Customer Success. I encourage you to click the link below and choose a time slot that works best for you. 

I look forward to chatting and can’t wait to learn more about your year, 

Pat Lee 

Senior Customer Experience Officer 

Example 3: To inform manager of the meeting

Hi Sarah, I just wanted to reach out to let you know that I will be hosting skip-level meetings with everyone on the marketing team over the next two weeks. During these one-on-ones, I will take the time to learn about everyone’s struggles and work to identify ways I can support everyone better during the upcoming quarter. 

I just wanted to give you a heads up so there aren’t any surprises. Please don’t hesitate to reach out if you have any questions! 

Thanks again, 

Ryan Camp

Senior Marketing Director 

Example 4: To inform manager of the meeting

Hey Marta, congratulations on an excellent year with the Customer Success team! I just wanted to reach out to let you know that I will be hosting skip-level meetings with everyone on the team over the next two weeks. I would love to learn more about everyone’s unique strategies and make sure we’re equipped to continue on this trajectory during the upcoming fiscal year. 

I wanted to give you a heads up so there weren’t any surprises. Please don’t hesitate to reach out if you have any questions! 

Thanks again, 

Pat Lee 

Senior Customer Experience Officer 

Example 5: To request a skip-level meeting

Hey team, I just wanted to reach out and remind you of our upcoming skip-level meetings that are set to take place over the next two weeks. As stated, we will be meeting to review the last quarter while simultaneously identifying potential blockers or areas in which can improve during the next. I would love to take this time to learn how I can better support you moving forward. 

Please click the link below to secure your time slot and don’t hesitate to reach out should you have any questions or concerns prior to our meeting. 

Talk soon, 

Ryan Camp

Senior Marketing Director 

Example 6: To request a skip-level meeting

Hey team, I just wanted to reach out and remind you of our upcoming skip-level meetings that are set to take place over the next two weeks. As stated, we will be meeting to review the last year while taking the time to discuss your unique struggles and successes. I would love to take this time to discuss your wins and learn how we can keep up the good work during the upcoming fiscal year. 

Please click the link below to secure your time slot and don’t hesitate to reach out should you have any questions or concerns prior to our meeting. 

I look forward to chatting and can’t wait to learn more about your year, 

Pat Lee 

Senior Customer Experience Officer 

Implement one of these skip-level meeting invitation email samples today

Are you in the process of organizing a skip-level meeting? Using one of these skip-level meeting invitation email samples will ensure all those with whom you wish to meet are well informed and prepared for your skip-level meeting. Whether you’re meeting with other senior leaders, management, or your managers’ direct reports, these templates will help your meetings run smoothly.