EMAIL

WRITING:
INVITATION
 Use words that will motivate people to
attend your meeting. This is especially
important If you’re sending the meeting
invitation to people who you don’t email
often.

Subject Line
The sender name and subject line of your
emails are the most important factors in
getting them opened and read.
Include a The amount of detail you include is up to you, but
it helps to provide an agenda for the meeting.
Meeting Also, sending a meeting agenda can help your
recipients think about what they would like to
Agenda raise at the meeting.
Use Images in Pictures tell a thousand words, right? Well, images
the Invitation also increase user engagement. Your email open
rate and response rate will be higher if you use
Letter good images in your meeting invitation letter.
 Its always best practice to include your company
Use Company colors and logo in the invitation letter. If you are
Colors and creating a PDF document for the meeting invite,
you will want to use your company letterhead. If
Logo you are just sending the meeting invite via email,
make sure you use a professional email signature.
 When – What date/time will the meeting be held? Be
sure that the date isn’t a public holiday. Also, don’t
schedule the meeting too late in the day, as it may run
for longer than you anticipate.

When/Why/
Where the Why – What is the purpose of the meeting? This

Business should be a brief overview as to why you are hosting

the meeting. This can be optional if you are already
making this clear in the meeting agenda.

Meeting Will
Take Place
Where – Will the meeting be held in a meeting room
at your place of business, or somewhere else? Be sure
to include an address if you are inviting people
outside of your organization.
 Advise the Some people’s calendars are booked back to back,
Duration of the which is why you should give attendees some idea
of how long the meeting will last. An estimate is
Business better than no estimate at all, and your meeting
attendees will appreciate the gesture.
Meeting
 You must specify an RSVP date. If you don’t, it
Request a will make organization a nightmare, especially if
you are hiring a venue. You need a clear cutoff
Response date for a response and make sure you mention
that in the email.
 Follow up on the Invitation Letter I

• If you haven’t received a response to the initial

Tips for letter you sent, make sure you send a follow-up
email to request a response.
Writing
Add a Personal Touch
Invitation
• Its been proven time and time again that
Letters personalized emails get higher open rates. Inserting
the recipient’s name in the subject or in the first
line of the email will dramatically increase
response rates.
 Don’t Make It Too Long

• Most peoples attention spans are much shorter these

days due to the constant bombardment of marketing
emails. There’s no need to tell your life story here.
Keep it short, to the point, and relevant. The shorter
Tips for the invitation letter, the more people will respond.

Writing
Invitation Include Some Sweeteners

Letters • No one wants to attend a 6-hour meeting if there is no

food or refreshments available. If the meeting is
important for your business, make sure you provide
food and drinks. Especially if the meeting is likely to
be over 3 hours long. The attendees will realise you
have put effort into the meeting and this will help
build rapport with them.
 Proofread and Then Proofread Again

• Did you misspell someone’s name? Those types of mistakes can

be highly embarrassing and will often haunt you for a long time

Tips for (through your colleagues teasing you). Double check that the
venue is available before clicking send

Writing
Invitation Send Meeting Minutes After the Meeting

• No matter what the outcome was, always send a thank you email
Letters after the meeting. This is also a great time to send the meeting
minutes, so everyone is on the same page about what was
discussed and the outcome.
Example #1

This is an invitation
letter example for an
annual general
meeting, so the email
is conveyed
professionally and
remains formal.
Example #2

Another example of
an annual general
meeting invitation.
Once again,
professionally written
and straight to the
point.
Example #3

A sample of an invitation letter for

a staff meeting. The email is quite
informal but it gets the message
across to the recipients.
 Hi <name>,

Hope you’ve been well.

I would like to invite you to attend a meeting on <date> at <time> to talk about <subject of
Template #1 meeting>. Lets meet at <venue/address>.

To give you an idea of what I wanted to talk about at the meeting, ive made a small list below:

An informal <meeting item 1>

invitation letter <meeting item 1>

template for <meeting item 1>

individual or Please let me know by <date/time> to confirm if you can make it.
company-wide
If you cant come, please let me know what other time suits you.
staff meetings.
Kind Regards,

<your name>
 Hi everyone,

I would like to request your presence for a meeting on <date> at <time> to discuss
<subject of meeting>.
Template #2 The meeting will be held at <venue/address> and <food/drinks/alcohol> will be
provided.

This is a formal The full meeting agenda is attached. However, I have also summarized some of the
matters to be discussed at the meeting:
meeting invitation
letter template. It’s <meeting item 1>

best used for an <meeting item 1>

important business
meeting where you <meeting item 1>

need to retain a Please advise of your attendance by <date/time>.

professional tone
throughout the Kind Regards,

email. <your name>