Write an E-Mail Accepting a Lunch Invitation

Edited by Christine dela Cruz, Zornitsa Bukovska, Lynn, Eng and 13 others

Have you ever experienced receiving a lunch invitation, yet you are caught unaware as to how you should respond? These invitations could be formal or informal, but we should focus more attention on the first type because the appropriate response is crucial, and the professionalism is of utmost importance. The increased popularization of the World Wide Web has made the business communications easier and faster. In the last few years, many companies have started to use the e-mail as a format for sending invitations just so that the recipient will receive it immediately. Also, of course, they will likely expect an immediate reply. That's because usually business parties require strict organization, an accurate number of the guests, well-arranged tables, dress code, etc. That's why when you receive a formal lunch invitation you have to respond to it - not only to confirm your presence, but also to avoid uncomfortable situations for the hosts.

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Things to Consider When Sending an Email

  1. 1
    Write the name of the company on the top left corner.
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  2. 2
    Leave two lines and then write the date.
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  3. 3
    Leave two lines again.
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  4. 4
    Start your e-mail with a suitable salutation
    For example, if the occasion is informal, use "Dear Mike", and in the other case - if it's formal - use "Dear Sir" or "Dear Mr. Brown".
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  5. 5
    Express your appreciation for accepting the invitation.
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  6. 6
    Inform the host that you'll be able to attend the lunch.
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  7. 7
    Confirm the date and the time stated in the invitation.
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  8. 8
    Finish the e-mail with the same business tone, in a formal situation, including the appropriate combination of words, such as "Best regards", "Yours faithfully", "Sincerely", etc.
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Sample Sentences

  • I accept with pleasure the invitation you sent me.
  • I am very pleased to accept your invitation.
  • I appreciate your lunch invitation and it will be a big honor for me to join you.
  • Thank you very much for inviting me to this business lunch.
  • I anticipate that this lunch will be a great opportunity to break the ice and consider the common business goals we have.
  • My schedule is too full this week, but I will do everything I can to join you for the upcoming lunch.
  • I am in. I appreciate the lunch invitation.
  • I can make it but I appreciate the lunch invitation.

Sample E-mails

Formal Reply

Company name City, Zip Code


Your City, Zip Code

Dear Mr. McKenzy, I'm very pleased to accept your invitation. I think that the upcoming lunch will be a great opportunity to exchange our business goals and discuss their development. The time you've chosen fits best with my business schedule. Luckily, I don't have any stipulated appointments on that date. I will be looking forward to hearing from you if you have any other additional information for the event.

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Sincerely, Jake Dickinson, Financial manager

Informal Reply

Dear Alex,

Thank you very much for the invitation you sent me. I will be very happy to join your company on the date you've chosen. Fortunately, I don't have any planned events on that day. I will be waiting to hear from you, and I am looking forward to this long-awaited meeting.

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Best regards, Nick

Tips and Warnings

  • The e-mail for accepting a lunch invitation doesn't have to be too long.
  • Write it clearly, without superfluous explanations or questions which would make it heavy. If you're unclear on the dress code or formality of the event, feel free to inquire about it.
  • Follow the business etiquette rules and keep the formal tone of the e-mail.
  • Write simply and to the point when sending the informal reply. You can just say "Yes" or "No", or include some warmer combinations of words which will show your close relationship with the recipient.
  • It's not a mistake to repeat the date and place of the event, as well as choose from the menu if more than one option is noted.
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Questions and Answers

How can I write lunch invitation?

I want send to e-mail my friends lunch invitation

Drafting a lunch invitation would depend on whether it would be a formal, business, or casual arrangement. It is important to indicate the addressee or name of your friend as well as the specific details of the lunch such as the venue or location, time and date, as well as agenda or purpose of the luncheon meeting. It is also wise to note whether he or she should come in with a particular dress code depending on the occasion. Check out this example of a lunch invitation and you can just edit your preferences for your own lunch invitation letter:

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Hi (your friend's name),

How are you? I would like to invite you to lunch at (venue) on (date) at exactly (time) for (purpose of luncheon meeting). Please come in your (formal or business/semi-formal/casual attire).

R.S.V.P. :Kindly call me at this number (your number) to confirm your attendance at this luncheon meeting.

Thank you so much!


Your Name

1- Invite a friend to meet you somewhere. Give the date, time and place?

.2- Cancel an appointment with a client. Give the reason, suggest a new time, and invite her/him to lunch.

1. Dear (Their Name),

Let's catch up over dinner on Monday, May 8th at 5 p.m. I have arranged a table at the Coach Club on Broadway and 5th. It would be wonderful to see you. Let me know if you can attend.


Your Name

2. Dear (Their Name),

Due to a scheduling conflict, I will have to cancel our appointment on May 8th at 5 p.m. I have availability in my schedule to meet with you over lunch on Friday, June 3rd. I can arrange a table at Strawberry Fields in Cottingham. Let me know if you can attend otherwise, I will arrange a different time to meet for dinner/lunch.

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I offer my deepest apology for the schedule oversight.


Your Name

How to draft a reply back for a breakfast meeting?

Mike has asked if 7 or 7:30 am is OK for the breakfast meeting with Sally

I am Sally's assistant. I need to reply saying 7:30am is OK and telling the venue. Please draft

Dear (Their Name)

Sally has availability at 7:30 a.m. for in breakfast invitation in question. I will let (Venue Name) know that we will be arriving at 7:30 a.m. on (date).


Your Name Sally's Assistant

How to answer a business lunch invitation and adding a guest?

Lunch invitation and adding a guest?

Dear (Their Name),

Thank you for inviting me to the business luncheon on (Date and Time). Mr. Halt will be with me on that date and I would like to request that he be allowed to attend with me. Please let me know if I can bring him along.

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(If the person is not familiar with your guest you can add details about them and why they would be a good fit to attend.)


Your Name

Is this sentence grammatically correct?

"Please add her to the RSVP list of attendees." I want to sound professional yet if this is not the correct way to use RSVP in this sentence I will need to rephrase.

You could leave RSVP in but it is a repetitive phrase. List of attendees means those attending. You could leave it in since it is short form but it is not necessary.

I want to ask one of my friends to work as a business adviser on a commission basis?

How do I write an email requesting him to work for us like a business adviser

Dear (Their Name)

My company, (Name of Company), is in need of a business advisor based on commission. We feel that you would be a great match for our needs and would like to offer you a position within the company. Please let me know if you are willing to consider the offer. I look forward to hearing from you soon.

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(You can add more details of the offer such as commission rate or specific section he will be advising on) Sincerely,

Your Name

Asking client for his feasible time for lunch/coffee meeting?

I want to meet them for a business meeting to showcase our capabilities

Dear (Their Name)

As a (your position) for (your company), it would be wonderful if I could meet with you for lunch or coffee soon. We would like to present our capabilities and address how we can provide you with better solutions and service. Please let me know of your earliest opening so that we can arrange the meeting.

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Your Name

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Article Info

Categories : Communications & Education

Recent edits by: Doug Collins, nanijosh, rm97

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