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Business meeting invitation wording
July 14, 2019 Anniversary Wishes For Parents 4 comments

The way you write your lunch meeting email will depend on your relationship to the recipient. For example, if you're inviting a new client whom.

We bet there are not too many email invitations in your inbox you can visualize without peeking if we ask you to. Most catchy, attention-grabbing corporate meeting invitations have some things in common. In this blog post, we break down the anatomy of a memorable meeting invitation email and immerse you in the best practices of corporate email communication.

First, let’s deal with the structure. Here are the elements that make corporate email invitations convert:

A good subject line

69% recipients send an email to spam if the subject line doesn’t catch their attention. Pulling a reader in is close to impossible if you don’t pick the right subject line. The challenge of a mind-blowing subject line is one you should approach seriously because event attendance is directly dependent on that first line your invitees see. A good subject line should intrigue, clearly identify why this email has been sent, and create a sense of urgency. Lastly, you have to keep it short (a maximum of 70 characters) and ensure the message isn’t cut off in a recipient’s inbox.

Opening and closing

There are two magic lines in your corporate email invite where you can add some personal notes and make it feel super friendly. Have a look at the email invitation below. “Please come to relax, socialize and lunch with us,” is the perfect closing sentence to instill the feeling of welcoming hospitality.

The opening and closing are ideal places to highlight the invitees’ smiley-warm feelings at the event if they decide to attend. With something like, “Let’s kick this project off together!” or “Looking forward to have fun with you,” you’ll definitely sound convincing.

Preparation

It’s super important to ensure people come prepared. The humble note, “Please be ready with the report,” simply doesn’t work. This is why you have to start your invitation by listing the key admission requirements near the top of your message.

Reason

There’s no way you can avoid mentioning the purpose of a meeting. A successful email invitation should answer any whys an invitee might have about the event. What are the corporate meeting to accomplish? How does it benefit the current skills, knowledge, or expertise of attendees? It’s critical to avoid vague statements that might rob your writing of its power. The organizers of the French Satellite Event have made it perfectly clear:

Time, data, location & duration

This info is another aspect without which you risk to end up with zero attendance. Whether it’s an inhouse event or a webinar, providing the key meeting details is a must. Specify the full address of the venue, including parking information and transport suggestions. If you invite people who live in different time zones, use online tools that align each email address with the right zone. For online meetings, provide relevant links and log in details.

RSVP

If you expect people to show up and need to have an accurate headcount, you have to request an RSVP. Place a clearly specific, stand-out RSVP button at the end of your email invitation. Coloring the button a bright color and surrounding it with a white space is a foolproof strategy:

If relevant, you could add the agenda and list of speakers to add value to your event invitation but make sure there’s no text overload.

To be successful with corporate event invites, you have to see the whole picture, predict the recipients’ feedback, and ensure that every ingredient is included. Here’s what can happen if at least one thing is missing from your meeting invite:

5 examples of an invitation letter for a corporate business meeting

Jumping to the practical side of email invite anatomy, let’s review the top 5 examples of successful corporate meeting invitations and see what’s good about them.

1. Typecast online webinar

What’s good?

Sense of urgency. The word, “Quick,” speaks for itself. You have the feeling you can miss something important if you don’t register Right Now! What’s more, the author emphasizes that the previous webinar was a success adding credibility to the upcoming event.
Vivid CTA. It’s clear, concise, well-positioned, and there’s a vivid color contrast.
Value promise. When you read the last section, you understand without a doubt how the participation in this webinar can help you hone your skills.

2. Corporate birthday celebration party

What’s good?

Design. The email invitation design is perfectly in line with the birthday celebration spirit. Glitter and gold + “dancing” fonts = party!
Catchy headline. You definitely love it when in a movie the birthday girl returns home, and there are her friends suddenly appearing from nowhere and shouting, “Happy Birthday!” This email headline gives you the chance to become part of this show.
Meeting details. With the time and address details clearly emphasized in this email, you definitely get to the right place on time.

3. ACG Capital Connection Event

What’s good?

Structure. We know, you love this one too. With its perfectly structured value promises as well as the prominent “whens” and “wheres,” you get the point at the first glance.
Icons. Using icons in the body of a corporate email invitation is an excellent way to spice up the copy.

4. Event management meeting for Government and Enterprise

What’s good?

First things first. The key meeting details and the topic are emphasized at the top of the message. This is the perfect approach to formal invitation email writing.
White space. It’s proven that white space helps the human mind structure and interpret information more efficiently.
You can’t miss the CTA. It’s vivid and separated from the body of the message.

5. Business launch event

What’s good?

Catchy text. You feel the warmth when you read the copy. Both opening and closure incorporate personal appeal and a value promise.
Referral. In the bottom, you notice the conditions for participating in a referral program: Bring a friend = win a free gift. A great idea if you need to maximize registrations and raise awareness about a new business.

Conclusion

Using the capabilities of automation that GEVME Email Marketing provides and keeping some successful invitation letter samples in mind, you can take corporate event attendance to a delightful new level.

A sample business advisory board invitation letter that your small business can use to invite people to Sample Agenda for Your First Advisory Board Meeting.

CORPORATE AND FORMAL EVENT INVITATION WORDING TEMPLATES

business meeting invitation wording

There are many reasons why particular stakeholders of the business are being called for a meeting. The attendees of such meetings vary depending on the topic of discussion, the Meeting Agenda and the scope of the meeting’s information exchange regarding operations. Moreover, there are also meetings that are set by individuals and/or organizations for the advantages and purposes that the meeting may give them.

The information within a meeting invitation may also vary on the subject or focus of the meeting. The content of meeting invitation templates should list all the items that are needed to be known by the attendees regarding the meeting so they can be aware of the things that they need to prepare, present, and contribute during the meeting duration.

Simple Annual Meeting Invitation Template

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Annual Meeting Invitation Card Template

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Business Meeting Invitation

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Simple Annual Business Meeting Invitation

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Annual Conference Invitation Template

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Business Review Invitation Template

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Free Meeting Invitation Template

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Sample Meeting Invitation Template

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Formal Meeting Invitation Template

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Official Meeting Invitation Template

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Free Business Meeting Invitation Template

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Luncheon Meeting Invitation Template

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Professional Business Meeting Invitation Template

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Annual Meeting Invitation Template

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Business Meeting Invitation Template

Formal Business Meeting Invitation

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Business Meeting Invitation Email

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Email Meeting Invitation Template

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Director Board Meeting Invitation

Parts of a Meeting Invitation

A basic meeting invitation used in a corporate setting includes the following information:

  • The date that the meeting invitation has been written and sent
  • The date and time of the meeting
  • The purpose of the meeting
  • The location where the meeting will be held
  • The subject of discussion during the meeting
  • The group or cluster that is asked to attend the meeting
  • The person who will serve as the head of the meeting
  • The expected time duration of the meeting
  • The name of the person who called for the meeting
  • The meeting platform

Meeting Platforms

There are many ways that a meeting may be held. This may vary according to the number of people expected to be at the meeting, the location of the possible attendees during the meeting date, and the purpose of the meeting. A meeting invitation must be able to state the meeting platform that will be used so that the prospective attendees will be guided accordingly. The two most commonly used meeting platforms are as follows:

  • A face-to-face meeting is commonly done to allow a physical conversation or discussion about a matter that is needed to be addressed by different members of the business. It can be an interdepartment meeting, or it can be between the members of the organization’s board. Normally, a face-to-face meeting invitation is sent a day or two before the set date for the meeting. Discussions that require preparation and intensive assessment of subject matters have earlier dates of invitation. A meeting invitation for this meeting platform is directly given to the employees concerned through a printed material or by using a Meeting Appointment Letter.
  • If the business requires the attendance of people on leave or employees of the business that are located in different business vicinity because of the different branches of the business, a teleconference may be done instead. A teleconference is a meeting where audio and/or video support is needed to assure that the communication channel being used is appropriate for the virtual meeting. A teleconference is basically a live exchange of information from different people that are physically not together but are linked within a telecommunications systems. Since there are different locations that are needed to be considered, the meeting invitations for a teleconference are commonly electronically sent.

Kinds of Meetings

Since the content of meetings vary, there are also different kinds of meetings that may be done. A few of these meetings where invitations are needed are as follows:

  • A board members’ meeting is done to know the board’s decision regarding issues that the organization is currently facing.
  • Annual meetings talk about the things that have transpired during a business’s entire operational year. Annual Meeting Minutes help a lot in outlining the items that have been talked about during this particular kind of meeting.
  • Lunch and dinner meetings are usually done to talk about corporate matters that can be addressed easily in a short duration of time.
  • Staff meetings occur if there are incidents that have happened in a particular period or if there are discussions that are needed to be done regarding operations and other areas of the business.
  • The sales meeting is one of the most in-depth and detailed discussion that may be done by a company as it talks about the finances of the business, the movement and cycle of the business’s money, the clients that are needed to be retained and new market areas that are needed to be tapped, the strategies that should be done to penetrate a wider market, and the sales activities that should be implemented for the next operational year.
  • A planning meeting is done to allow the existence of plans that will be used for the next activities of the company that can be used for the business’s corporate advantages.

Staff Meeting Invitation Template

Staff Meeting Invitation Email

Staff Meeting Invitation Letter

Annual Staff Meeting Invitation

Annual Meeting Invitation Template

Annual Business Meeting Invitation

Annual Sales Meeting Invitation

Annual Meeting Invitation Card

Meeting Invitation Card Template

Business Meeting Invitation Card

Formal Meeting Invitation Card

Free Meeting Invitation Card

Corporate Meeting Invitation Card

Parents Meeting Invitation Card

Meeting Invitation Letter Template

Board Meeting Invitation Letter

Meeting Invitation Acceptance Letter

Annual Meeting Invitation Letter

Free Meeting Invitation Template

Free Meeting Invitation Card

Free Sample Meeting Invitation

Free Printable Meeting Invitation

Sample Meeting Invitation Template

Sample Meeting Invitation Email

Sample Team Meeting Invitation

Sample Lunch Meeting Invitation

Meeting Invitation Agenda Template

Business Meeting Invitation Agenda

Meeting Invitation Agenda Email

Meeting Invitation Format Template

Official Meeting Invitation Format

Email Meeting Invitation Format

Business Meeting Invitation Format

Board Meeting Invitation Format

Meeting Invitations for Specific Meeting Discussions

Meeting Invitations provide various details of discussion. A few of the subject matters that are discussed during a meeting that should be clearly stated in a meeting invitation are as follows:

  • A meeting invitation can state about the possibility of getting updates from the attendees of the past meeting where there are items that should already have answers and/or solutions.
  • The discussion of program planning progress may also be the reason why a particular meeting has to be made.
  • Moreover, meeting invitations can be sent for new things to be talked about regarding the items that just surfaced in the operations and the challenges that are arising due to different reasons that are needed to be stopped or blocked to avoid impact.
  • A meeting invitation may also be given out to provide information about a meeting that will talk about the comparisons of the results of different studies and researches that deal not only with the company but also its competitors.
  • Other than the abovestated items, any corporate and business agenda may be the reason why a meeting has to be made and why particular people’s attention are needed to be called.

Entities That Need Meeting Invitations

A Meeting Invitation Document is mostly needed by the following entities:

  • They are needed by businesses as there are a lot of things that are needed to be talked about regarding operations, the foundations of the company, the people who are involved in different business processes, and the achievement of the goals and objectives of the company. Moreover, businesses can also use meeting invitations to invite different businesses, stakeholders, and investors for a professional discussion as well.
  • A researcher also needs a meeting invitation so that he or she can request for a meeting schedule for the research processes or academic study that he or she is currently doing. A meeting invitation sent by a researcher is usually for learning institutions, research laboratories, and other sources of data that may be useful in information gathering and variable assessment.
  • A meeting invitation may also be sent out by nonprofit organizations who would like to meet with different groups of people to narrate their advocacy and show their support to particular idea, group of people, and/or situation.

Office Meeting Invitation Template

Corporate Office Meeting Invitation

Formal Office Meeting Invitation

Office Meeting Invitation Letter Template

Professional Meeting Invitation Template

Professional Email Meeting Invitation

Professional Business Meeting Invitation

Professional Meeting Invitation Sample

Lunch Meeting Invitation Template

Formal Lunch Meeting Invitation

Business Lunch Meeting Invitation

Lunch Meeting Invitation Email

Team Meeting Invitation Template

Team Building Meeting Invitation

Sample Team Meeting Invitation

Conference Meeting Invitation Template

Conference Call Meeting Invitation

Conference Meeting Invitation Email

Company Annual Meeting Invitation

Company Meeting Invitation Letter

Company Meeting Invitation Sample

Guidelines in Creating a Meeting Invitation

If you are tasked to create a Meeting Invitation Design and the content that you will incorporate in the document, here are a few suggestions that you may follow:

  • Assure that all the items that you will put in the document are accurate and will be implemented to assure that the attendees of the meeting are well prepared during the discussion.
  • Be precise and concise with the information that you will relay. Since a meeting invitation is usually used for formal and business processes, use words that are appropriate for the purpose of the meeting and make sure that the choice of phrases and sentences appear professional.
  • Know all the things about the meeting, and from there, create a draft of the information that are essential to achieve the targeted success of the meeting.

Importance of a Meeting Invitation

The use of a comprehensive meeting invitation is important for the following reasons:

  • It allows all the people who are asked to attend the meeting to know the details that they need to be aware of regarding the meeting and the entirety of the content that will be discussed.
  • It helps the head of the meeting to assure that the people who are expected to be in the meeting will show up armed with the knowledge and information that they need to have so that there will be a smooth flow of information exchange and data analyzing.
  • A meeting invitation makes the meeting more organized and the entire meeting program to be laid down to serve as an outline of the discussion that will occur during the meeting.

Meeting invitations can truly be used in a lot of ways and there are also a lot of people that will benefit in using this kind of document. The key in creating a well curated meeting invitation is to assure that all the details that are needed to be present in the document are properly stated and outlined in an organized manner. Other than our samples of meeting invitation templates, you may also be interested to browse through and download our samples of a variety of Invitation Cards usable in different events and functions.

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Lucid Meetings Blog

business meeting invitation wording

Writing a good invitation letter can take up more time if you don’t know where to start. We put together some tips and examples of invitation letters to help you along.

1. Key Details
2. How to write your invitation letter: a perfect structure
3. Valuable Tips for writing a Business Invitation Letter
4. Three Examples of an Invitation Letter for an Important Business Meeting
5. Invitation Letter for an Important Business Meeting Templates

Key Details

To get started, determine the following things:

Who? Who will be attending the meeting or event? Can participants invite others?

What & Why? What’s the purpose or reason for your meeting? There are different reasons for sending out invitation emails: a weekly staff meeting, a performance interview between a boss and employee, or a sales pitch with a prospect.
Where? What’s an appropriate location? Do you need to book a specific place?
When? This can be a set time or something to be discussed further on.

After deciding on these details, you can start with the format of the invitation letter.

via GIPHY

How to write your invitation letter: a perfect structure

A good subject line

This is a very important factor to consider when writing an invitation letter for a business meeting. It will decide whether the recipient actually opens your email. Including the person’s first name in the subject is a very simple way to make your business invitation letters more likely to be opened.

Opening

Your opening lines are the first thing that person will see in the email. That's why these lines should grab attention and lead the reader to the next paragraph.

Email opening sets the tone of voice and style of the whole invitation letter. You should consider your earlier relationships with the person. This will help you to understand if you should keep it strick and formal or you can be a bit more casual.

Reason for your business meeting

You want your business meeting partner to be prepared. Mention the reason or subject for your meeting. If you have an agenda, include it or send it as an attachment, but don’t overwhelm them with a detailed description. Instead, mention your discussion topics or program in bullet points.

Specify the time, date, location, and duration

To make sure your meeting partner will be in the right place at the right time, including the details of the meeting setting. If you don’t have a set plan, give your invitee options to choose from instead of asking “what works best” for them. This makes it easier for them to decide and will get you a faster response. If you are meeting your boss or someone else with a busy schedule, you can add a calendar option to let them pick a date. In this case, since you want to respect the person’s time, also consider to include an end time.

Request an RSVP

Have you ever sent out a meeting invitation letter, expecting your meeting partner to show up, only to find out that person didn’t plan to attend? You can avoid this situation by adding an RSVP option to your email. To make it even easier for the recipient to reply, add confirmation buttons at the bottom of your email and collect your replies.

Closing

Try replacing “Have a nice day”- type closing with a friendly request to encourage your reader to reply to your business invitation letters. Try adding a line like “looking forward to your reply” will get people to answer your meeting invitation letter even more likely.

If you have an email signature you probably have most of the work already done for your closing. But, consider using an email signature in a bit more profound way.

Yes, it can be a bit more than just simple text.

 

You can create an interactive email signature with a call-to-action button or banner with a request to accept your invitation.  Moreover using well-designed email signatures can make your invitation letter more professional and personal.

The best email signatures will have the following structure:

  • full name;
  • position;
  • company;
  • contact details;
  • social icons;
  • banner or call-to-action.

 

Valuable Tips for writing a Business Invitation Letter:

Make it personal

Personalized messages have a higher opening and click rate. One very simple way to make your mass emails a little bit more personal is to use the addressee’s name in the subject line and opening. Keep the tone of the message friendly, yet professional.

 

Click here to personalize an invitation letter even more by creating business email signatures

 

Keep it short

Stick to the essentials in the introduction above and don’t include too much information. Shorter messages are easier to reply to and will get you an answer faster. Everything else can be discussed during the meeting.

Set reminders

Your meeting partner probably gets tons of invitations for business events. Set a friendly follow-up to remind them of the meeting. If you’re writing an invitation letter for an event, you can set a banner in your email signature to link to the details.

Proofread

Finally, make sure you included the right details, check the email addresses, and (for Pete's sake)spellcheck your message.

Three Examples of an Invitation Letter for an Important Business Meeting

These are a couple of real examples of invitation letters. Depending on the meeting or event, you can adjust the tone and details.

1. An example of an invitation letter for a startup event. Since this email is sent out to startups, the tone is more informal.

 


2. An invite for a job interview


3. An example of a non-routine staff meeting.

Invitation Letter for an Important Business Meeting Templates

You can check and choose one of these free templates from Template.net

1. Here’s a letter of invitation template for a monthly staff meeting. An email like this is usually informal, yet professional if you work in a big company. 

Dear [employee’s name],

Hereby, I would like to inform you that our monthly staff meeting will be held on [date] in [place].

I have attached the agenda, but please feel free to add any items by replying to this email at least a day before our meeting.

Make sure to be prepared and updated on your departments' subjects. Should you not be able to join this meeting, please let us know and be sure to delegate important updates on your department to your colleague.

Best regards,

2. An example of invitation letter for meeting a potential client or sales pitch.

Dear [name of potential client]

My name is […] and I am the  [position] at [company name], which is [describe company activities].

I believe we can help you with [specific problem] and would appreciate the opportunity to meet at your office to talk about [what you’re selling]. For your convenience, I added a few suggestions for a date and time.

Looking forward to discussing what we can do for each other in more detail.

Kind regards,

[Your name]

3. A sample of an invitation letter for a request for a performance interview.

Dear [your boss’ name],

For the past [time], I have found great pleasure working at [company name].

To be able to perform better and to better reach my personal career goals, I would like to request an [annual/bi-annual] performance interview.
Also, I would appreciate if you could rate and report on my performance for the past [time] and to discuss this with me in a personal meeting. I would like to suggest [options for time and place].

Please let me know if this works for you and I will book [meeting room/place].

Liked? share this post with your friends!

Helga/ Author

Helga is a growth marketer with 7+ years of experience. Since 2015 Helga has switched to SaaS market. Prior to joining NEWODLSTAMP she successfully cooperated with several SaaS companies that provide top-notch solutions for marketers.

Simple Annual Business Meeting Invitation. simple annual Professional Business Meeting Invitation Template Sample Board Meeting Invitation. sample.

Examples Of Effective Corporate Event Invitation Emails

business meeting invitation wording

Company name

Street Name and Number

Postcode and City

Country (State)

MM/DD/YYYY

 

Company name

Name ad Surname of the recipient

Street Name and Number

Postcode and City

 

Country (State)

 

 

SUBJECT:Business Meeting

 

Dear Sir/Madam [Last name]

 

As we have discussed last Tuesday, we take this opportunity to invite you to participate in the project kickoff meeting to be held on [Day, Date]. The meeting is intended to gather potential stakeholders, in order to create strategies, and design fertile environment that support synergies for all involved parties and community in general.

 

[Name of the company/agency] is regional leader in [specify field] with numerous projects implemented in the countries of the region. We specialize in project management of the [specify field] and have established network of hundreds of partners in various areas. Therefore we are looking forward to this opportunity, as we perceive it as potential platform to extend our network.

 

The meeting will be held in [city, premises] starting from [enter time]

 

We are looking forward to more fruitful business deals and a great association with you in the days ahead.

 

Please confirm your attendance by e-mail [address] or on the following phone number [enter number]. If you need further information of assistance do not hesitate to contact me.

 

Sincerely,

 

[Name Surname]

[Position]

[Company Name]

 

[Personal signature]

A sample business advisory board invitation letter that your small business can use to invite people to Sample Agenda for Your First Advisory Board Meeting.

business meeting invitation wording
Written by Zumi
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