Invitation forum


  • How to Structure A Meeting Invitation Email

    First things first. Before you start writing the calendar invite, make sure you have something engaging where the recipient sees “Sender.” Whenever possible, the email should come from you or another person, rather than your company or team. According to SuperOffice, over 45% of email recipients decide whether to read a message based on who sent it...

  • Step 1: Create Your Subject Line

    The SuperOffice survey also found that almost 34% of recipients open an email based on the subject line. Yours should be clear and concise, including only what’s necessary to introduce the meeting. For example: 1. “Important development team meeting” 2. “Project kickoff on Friday at noon” 3. “Meeting to welcome the new VP” Email open rates on mobil...

  • Step 2: Share The When and Where

    Even if the meeting details are included in the calendar invite, list them in the body of your email message. Your invitation letter should always answer three questions:

  • When Is The Meeting?

    Give the meeting date and time. Make sure you choose a time that’s likely to be convenient. Avoid scheduling the meeting for the very beginning or end of the day, especially if the meeting is likely to run long. And be sure to account for differing time zones for virtual meeting attendees.

  • How Long Will It Run?

    People have packed schedules, and back-to-back meetings are common, especially when those meetings are online and don’t require travel time. Be clear about when the meeting will end. If you have to estimate, err on the side of a later end time — most people would rather get out early than be kept late.

  • Where Will It Take place?

    If the meeting is online, tell people how they can get the link. If it’s in person, provide the address (and the meeting room, if needed), unless all invitees know the meeting location.

  • Step 3: Explain The Purpose

    Start the body of your email by clearly stating the purpose of the meeting. Even if it’s a required staff meeting or recurring meeting, people will have greater buy-in and arrive with a better mindset if they know what you’ll be discussing. A sentence or two is usually enough, even for an in-depth meeting. Shorter meetings call for an even briefer ...

  • Step 4: Share The Meeting Agenda

    Whenever possible, expand on the purpose of the meeting with a few talking points about the agenda. You don’t have to go into great depth, but do mention the topics you plan to discuss. You can structure this section as bullets, or if you’re listing only a few items, write it out in sentence form. For example: For more formal meetings or in-depth d...

  • Step 5: Ask For An RSVP

    One reason why you send a meeting invitation email in the first place is to get an attendee count. Most people won’t RSVP without a prompt, so be sure to request it. Include a response deadline, even if you don’t have a firm must-know date in mind. This helps you avoid receiving all replies to your meeting email at the last minute. Be clear about h...

What is an example of a formal meeting invitation?

Example #1: Formal Meeting Invitation This invitation to an annual general meeting tells shareholders what they need to know to prepare for and join a digital meeting.

How do you send a meeting invitation for a conference call?

When you are sending a meeting invitation for a conference call, some best practices are to: have a clear subject line so the recipient understands when and why the meeting is being called, and can then quickly decide whether to accept the meeting. repeat the key elements of the meeting inside the text of the meeting.

How to write an email invitation to a monthly staff meeting?

An email invitation to a monthly staff meeting should read differently than an invitation to an annual business meeting for shareholders. Think about who your recipients are and how formal the meeting is, and then phrase the invitation letter accordingly. Use the examples below as guides. 2. Personalize your email invitation

What information should be included in an event invitation?

Event invitations often include essential information about the event so potential attendees can understand more about it and decide if they want to attend. Usually, event invitations include information such as the time and date of the event, the event location and the event planner's phone number and email address.

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