Write an E-Mail for a Meeting Invitation

Edited by Olivia, Robbi, Eng, Maria and 21 others

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Since the advent of electronic communications, many business offices have adopted email as a means of communication due to its efficient and fast delivery. It is rare in most places of business to see the once prominent printed memos delivered throughout the office. Most workplaces now find e-mail so effective that everything is managed electronically, including appointments, inter-office memorandums and meetings.

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Given most work places reliance on e-mail, it can be surprising to receive a bad one or one so confusing the message is unclear. But it happens. A lot. And the idea of writing an email meeting invitation can be a bit daunting. Once you get the hang of writing an invitation it can actually be pretty formulaic. This article will show you how.

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Contents
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Email Etiquette

You cannot treat your professional email the same as your personal email. It should be strictly for business purposes only. It should not contain office gossip, jokes or rants or anything that is personal. Email in the office is used mainly for memos, information dissemination within the office and other communication pertaining to your work. There are three rules that you should consider in email culture:

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  1. 1
    Always respond
    .
    Electronic mail that contains issues, information or questions regarding performance of office-related tasks should be answered ASAP. Have a separate folder for junk and forwarded messages.
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  2. 2
    Keep it short
    .
    Keep in mind that in the office, you are not the only one sending a message to the recipient. Going through an Inbox that contains many emails will consume substantial time in responding to them. By keeping your message concise and simple, you will get the answer you require faster. Emails with long messages are often archived to review later, especially when the recipient is busy. So if you need an answer right away, try asking personally first. If that isn't possible, write a short email.
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  3. 3
    Always start your email with a salutation (Good Morning) and always end it with a closing, even if you have a signature
    .
    Something as simple as 'Have a great weekend!' or 'I look forward to hearing from you.'
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How to Write an Email Meeting Invitation

There are many available templates online that you can use to write the meeting invitation. However, below are simple instructions and ideas that will help you write a successful email invitation with a clear message.

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  1. 1
    Start with the W's
    .
    Take note of the "what", "where", and "when" of the meeting.
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    1. Start with the reason for the invitation. The reason might be social or a business meeting, a meeting outside the office, a meeting about your sales report. You email should start by outlining the event the email is inviting the reader to. This should be a brief summary of the event that includes clear and concise information.
    2. Include where and when the meeting will be held. If you have the details of the duration of the meeting, include those as well, so that the recipient can schedule other appointments before or after. Mention if any food or refreshments will be served at the meeting.
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    3. Determine if there is a "how" factor in your email invitation. This factor pertains to meetings that are held at restaurants or any out-of-the office locations. Include a map if the place is some distance from the office's location. If there is a service transport that will fetch the meeting attendees, state the pick-up and drop-off points, as well as the times. This will help the attendees schedule their time so that they are waiting at the pick-up point when the service vehicle arrives.
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  2. 2
    Include action items
    .
    These are items your reader needs to do before, during or after the event. You can bullet these. Do not list them as if it is an order, instead, introduce the action items by writing:  
    1. The attendees are excited to hear that you will be attending and look forward to seeing your numbers from the last quarter. Please ensure you bring these numbers with you to the meeting.
    2. Kim, do you mind bringing the office flipchart into the conference room before the meeting?
    3. Tom has agreed to take meeting minutes during the meeting and will send them out afterwards.
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  3. 3
    Include the meeting agenda
    .
    If there is a need to include the meeting agenda, attach it as part of your invitation.
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  4. 4
    Include instructions on how you would like readers to respond
    .
     
    1. If you can't attend, please email me before Tuesday.
    2. If you are able to attend, please tell Kim before Tuesday.
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  5. 5
    End the email by leaving an open ended invitation for feedback
    .
     
    1. "I think that's everything. If there is anything I am missing please write me back before Tuesday."
    2. "If you have any additional information or comments please email me before Tuesday.
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  6. 6
    Always end with a cordial closing
    :
     
    1. Thanks everyone! See you Tuesday!
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  7. 7
    Proofread, spellcheck and edit your email before sending with careful consideration for the meeting time and location.
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Tips, Tricks & Warnings

  • If there will be a special guest in attendance, include the person's name and a short description about them in the email.
  • Before sending the invitations, make sure that all intended guests are on your list, and all the important details of the meeting are included.
  • If the meeting time, date or place changes, notify all guests immediately and request a response to ensure that no one misses the meeting or shows up at the wrong place or time.

Questions and Answers

Electronic business meeting invite?

You can use MS Outlook or any other email program that is linked to a calendar (like Gmail). You can just type in the details of the meeting and then the exact date and time. Send this information to the email address of the people you would like to invite. When they receive that email, it will appear as a calendar entry. If they accept, it will automatically get entered into their calendar so they won't forget about it. From your end, you will also see which one of your recipients actually accepted or declined, so you will know in advance who are attending.

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See more questions like this: I want a meeting with our Vice President

Write email for educational meeting invitation?

You can use this format:

TO: guyathome@gmail.com

FROM: ladyinred@hotmail.com

SUBJECT: Invitation to educational meeting

Dear Mr. Edmond Freedom,

We at San Joaqin are excited to be hosting this years educational meeting and I am excited to be able to formally invite you to the meeting we've termed "Dream Big 2014 " at the Morales Gymnasium, San Joaqin High School on June 5 2014 2:00pm.

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We have a stimulating day planned. We will be discussing the future of the 2014 for our high school students.

If you could please email me your attendance status that would be wondering. We are really looking forward to seeing you there. If there is anything you will need or have any questions please don't hesitate to let me know.

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Thank you.

Sincerely,

Ella Redmon

See more questions like this: Email subject for inviting for job

E-mail invite within the department for a meeting?

Make sure that you have everyone's (the entire department's) emails. You can use this format:

Hello everyone,

Our department will be holding a meeting at the Solar room located at the 3rd floor at 2pm on May 5, 2014. Our department head, Mr. Okinawa would like to talk to all of us. Your attendance is required. Thank you.

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Ms. Selicha Ann Torres

See more questions like this: How to send an e-mail to department heads inviting them to a meeting

I need to invite persons I don't know for business meeting?

For a prospective action, I'd like to invite people I never met for a business meeting.

When drafting an invitation letter for a business meeting, it is important to be formal yet conversational in tone. Make sure that your email is concise, accurate, and engaging enough to convince a person to meet you for business purposes. Make sure that your email is free from spelling or grammatical errors, especially with their full names, designation, and company. The data must be exact as well. Indicate the date, time, and location of your business meeting. You should also indicate the dress code.

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Always extend your gratitude and anticipation to meet the person for business. Don't tailor-fit your email to the generic invitation letters you get from anywhere. It must be very personal yet structured enough to mean business, while gaining the approval and capturing the interest of prospective clients or business partners.

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See more questions like this: Can I get a sample on how to invite a person for a business meeting

I'm working as a receptionist / PA and I want to have business communication skills on writing emails and meetings?

I want to know how to write a professional meeting invitation on Outlook.

VisiHow QnA. This section is not written yet. Want to join in? Click EDIT to write this answer.

See more questions like this: Writing an invitation to a business meeting or a party

Please how do I write a letter to my boss, requesting for a business meeting with him?

I manage a department of the organization I work with and I need to send an invitation to my boss, requesting for a meeting to discuss and review my work. Thanks.

If you are friendly with your boss, feel free to send him something a bit more personal. Otherwise, try something along the lines of this brief note:

Mr. [BOSS' SURNAME]

I would like to meet with you to discuss and review the work I have been doing for [NAME OF DEPARTMENT]. Please let me know it would be convenient for you to do so.

Best regards,

[YOUR NAME]

See more questions like this: How to draft letter to managers for attending a meeting

I want to write a "request business meeting" email?

Hi, I would like to visit a company which sells solar cells and set the appointment to meet them at their factory. Can you help me?

Mr. [SALES MANAGER'S SURNAME]

I'm interested in purchasing solar cells for my business and would like to visit your factory for a meeting to discuss this. What date and time would be convenient for you?

I look forward to hearing back from and working with you.

Thank you,

[YOUR NAME]

See more questions like this: I need to improve my business writing & professional emails

Inviting for Forum Group Discussion?

Our company will make a Forum Group Discussion (FGD) to selected company which have more than 500 employee. how to write official invitation. Thank you

VisiHow QnA. This section is not written yet. Want to join in? Click EDIT to write this answer.

See more questions like this: Need to write an email for a staff meeting to introduce new employees

I have sent out more than 40 email requests to various court in which we requested a possible meeting about using our program. All of these prospects stopped by our booth, it has been 4 days and we have received 2 positive responses. I want to follow up by phone calls with the balance, I am looking for a short positive questions to get confirmation dates without being to aggressive

Is this to early? how to avoid being too pushy in my response

VisiHow QnA. This section is not written yet. Want to join in? Click EDIT to write this answer.

See more questions like this: How to invite the guests for this meeting

How can I ask a person about the particular technology market End point Security?

I am working on a Global market research report..So I need a text format about how can I ask them about Endpoint Security - Key Developments (Drivers, Challenges, Opportunities), Endpoint Security market size & forecasts across, End User Market, Segmentation across geographies, Types of Endpoint Security, Technologies & Applications, and Endpoint Security Upcoming Trends

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VisiHow QnA. This section is not written yet. Want to join in? Click EDIT to write this answer.

See more questions like this: What is best format for an invitation to a business meeting

How to make our supplier easily understand my point?

I'm going to hold a meeting to discuss the new system form because when we had a material request, they always fail to deliver it on time so, we tried to order from another supplier which is from Korea to Qatar but they delivered it on time . What I want to know from that supplier, is what system they have, and why they cannot deliver on time.

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VisiHow QnA. This section is not written yet. Want to join in? Click EDIT to write this answer.

How do I email the director of a company to set a meeting to discuss a possible contract to transport his staff?

I Have a transport business that I recently started and need to get in business.The current company who transport his staff is not doing so good according to his staff. They are unhappy in the way he is doing business, he comes late in the morning with the pickups and been picked up late in the afternoon.The capacity of the vehicle is also a factor in there unhappiness.

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VisiHow QnA. This section is not written yet. Want to join in? Click EDIT to write this answer.

See more questions like this: I work with a bank and I want to send an invitation to 3 of our Executive directors to attend an opening meeting

My manager going to discuss with our employees in every week?

Manager going to discuss with every employee in every week on Thursday regarding any issue in department. He said to me try one draft mail in professional way

You can follow our template written below.

Dear Sirs and Mesdames:

Our company has been leading the market by providing outstanding services to our clients throughout the globe ["across the country" or "in the city"], which require our unyielding and assiduous approach to every minutiae that occurs both outside and inside the company. For the standard of our services to grow, we ought to urge every coworker to discuss any trivial or major detail that might concern him. The meetings will be held every Thursday at [time] in [the office number or name]. Please approach this request earnestly and compile any requests, suggestions, or complaints for the next personal meeting, as your opinion matters for success and improvement of the whole company.

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Yours faithfully,

[name]

[position]

[company]

We would like to invite a college marketing manager to our office?

We are an education agent working with different colleges and Universities. When we need a new college partnership agreement then we invite their marketing manager. Note that we have email format already but this college is quite special.

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VisiHow QnA. This section is not written yet. Want to join in? Click EDIT to write this answer.

Hello Sir, Could you help me construct an email?

I want to send an email informing the client that our finance department will set up a meeting with him and to ask him his available schedule so I could send a calendar meeting request. Hope you could help me .Thanks

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VisiHow QnA. This section is not written yet. Want to join in? Click EDIT to write this answer.

Social Networking meeting & greet cocktail party?

I'm planning for an event for about 100 people, decision makers, to invite them to a social where we will briefly explain our economic development opportunities. Just starting to look at formats now.

VisiHow QnA. This section is not written yet. Want to join in? Click EDIT to write this answer.

How to develop Production of my factory?

Regarding Production Develop meeting, invite all Directors to participate in this meeting, Now how can I make this Meeting Notice?

How to formally invite someone to speak for a workshop?

I'm currently having a workshop and searching for a speaker. I haven't read any article just as of yet. This suggestion box was open and I decided to communicate my question directly. I have tried: I have used the word "invite" and invitation" which both appeared incorrect. I think it was caused by: Not understanding what how to address the problem.

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Referencing this Article

If you need to reference this article in your work, you can copy-paste the following depending on your required format:

APA (American Psychological Association)
Write an E-Mail for a Meeting Invitation. (2017). In VisiHow. Retrieved Mar 27, 2017, from http://visihow.com/Write_an_E-Mail_for_a_Meeting_Invitation

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MLA (Modern Language Association) "Write an E-Mail for a Meeting Invitation." VisiHow, visihow.com/Write_an_E-Mail_for_a_Meeting_Invitation Accessed 27 Mar 2017.

Chicago / Turabian VisiHow.com. "Write an E-Mail for a Meeting Invitation." Accessed Mar 27, 2017. http://visihow.com/Write_an_E-Mail_for_a_Meeting_Invitation.

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