Write an E-Mail for a Meeting Invitation

Edited by Olivia, Anonymous, Robbi, Eng and 20 others

Yassora 200116034416-meme.jpg

Since the advent of electronic communications, many business offices have adopted email as a means of communication due to its efficient and fast delivery.

In fact, most people deem it so effective that everything is managed electronically, including appointments, inter-office memorandums and meetings. Because of email's wide-spread use, it's easy to forget simple guidelines for writing a traditional letter through electronic means.

Was this helpful? Yes | No | I need help

Almost every business organization corresponds through email and local network connections. Even so, you may find writing an email meeting invitation a bit daunting. This is especially true when you are doing it for the first time. Before you begin writing that email meeting invitation, you should be familiar with email culture and etiquette.

Was this helpful? Yes | No | I need help

Dusted office.jpg

Contents
Ad

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 �" basically anything that is too 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:

Was this helpful? Yes | No | I need help

  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.
    Reply.jpg
    Advertisement
    Was this step helpful? Yes | No | I need help

  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.
    Keep it short.jpg
    Advertisement
    Was this step helpful? Yes | No | I need help

  3. 3
    Don't get too emotional.
    There are times that office conflict may induce too much emotion. If this should happen to you, take some time before you write your email. When emotions are under control, you are more objective and can see solutions to office or business issues at hand.
    Gone.jpg
    Was this step helpful? Yes | No | I need help

How to Write an Email Meeting Invitation

There are many available templates online that you can use to write the meeting invitation. However, there are three basic aspects that you should take into consideration so that you don't miss anything important.

Was this helpful? Yes | No | I need help

  1. 1
    Start with the W's.
    Take note of the "what", "where", and "when" of the meeting. Start with the reason for the invitation. It can be a social or a business meeting, a meeting outside the office, a meeting about your sales report �" basically, it should start with what your email invitation is all about. 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.
    W.jpg
    Advertisement
    Was this step helpful? Yes | No | I need help

  2. 2
    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.
    How.jpg
    Was this step helpful? Yes | No | I need help

  3. 3
    Include the meeting agenda.
    If there is a need to include the meeting agenda, attach it as part of your invitation. By doing so, the meeting participants will be ready with their paraphernalia.
    Meeting agenda.jpg
    Was this step helpful? Yes | No | I need help

    Advertisement

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.
  • You can find numerous samples and templates online; however, knowing the basics of email culture and the important elements of an invitation will facilitate the writing of your invitation letter.

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.

Was this helpful? Yes | No | I need help

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,

Hi and good day! My name is Ella Redmon and I am writing today to formally invite you to an educational meeting entitled "Dream Big 2014 " at the Morales Gymnasium, San Joaqin High School on June 5 2014 at 2:00 in the afternoon. We will be discussing what needs to be done for the school year 2014 for our high school students. Please send a reply if you will attend or not so we can include your name on the list. Looking forward to seeing you there. Thank you.

Was this helpful? Yes | No | I need help

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.

Was this helpful? Yes | No | I need help

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.

Was this helpful? Yes | No | I need help

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.

Was this helpful? Yes | No | I need help

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

Was this helpful? Yes | No | I need help

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.

Was this helpful? Yes | No | I need help

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.

Was this helpful? Yes | No | I need help

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.

Was this helpful? Yes | No | I need help

Yours faithfully,

[name]

[position]

[company]

See more questions like this: What am I going to write cc to the general manager of the company if I were the secretary?

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.

Was this helpful? Yes | No | I need help

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

Was this helpful? Yes | No | I need help

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

See more questions like this: Can you help me with my homework?

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?

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

Can she relocate my office? What are her expectations?

I have a new boss. She is starting to make decisions for next year. A few months ago I spoke with my previous boss explaining that my space was difficult for parents to find. We decided to move my space closer to the front door, but now she will not be here. I need to ask the new boss. Plus I need to know how much parent involvement she is expecting. I love it but my old boss did not, so I did not implement a lot of my ideas.

Was this helpful? Yes | No | I need help

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

Need some tips on info-graphics?

Need some tips on info-graphics

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

Hi, moral Intelligence workshop?

I want to write an email to all the supervisors and Managers to attend moral intelligence workshop

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

Comments

VisiHow welcomes all comments. If you do not want to be anonymous, register or log in. It is free.




Oliviabacayao
Premier Author
24 Articles Started
1,008 Article Edits
22,230 Points
Oliviabacayao is a premier author with VisiHow. Oliviabacayao has achieved the level of "Lieutenant" with 22,230 points. Oliviabacayao has started 24 articles (including this one) and has also made 1,008 article edits. 259,000 people have read Oliviabacayao's article contributions.
Oliviabacayao's Message Board
Oliviabacayao: Hi, my name is Oliviabacayao.
Oliviabacayao: Can I help you with your problem about "Write an E-Mail for a Meeting Invitation"?
 

Article Info

Categories : Communications & Education

Recent edits by: Shelley, raj8377, bamoyalan

Share this Article:

Thanks to all authors for creating a page that has been read 187,122 times.

Do you have a question not answered in this article?
Click here to ask one of the writers of this article
x

Thank Our Volunteer Authors.

Would you like to give back to the community by fixing a spelling mistake? Yes | No