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How to write a lunch invitation email

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How to write a lunch invitation email
July 05, 2019 Anniversary Wishes For Parents 2 comments

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.

1. The Anatomy of an Invitation Letter
2. Tips for Writing an Invitation Email
3. 6 Great Examples of Invitation Email

Events that really stand out require good marketing strategy. One of the most effective strategies when planning an event campaign is to write a successful invitation email. If you have been looking for some great tips about such emails, then you may stop searching the whole internet because this is the perfect stop to check the examples and tips on how to write a successful invitation email for your event.

The Anatomy of an Invitation Letter

The invitation letter must inspire your audience to attend the event and must include all the details that the attendee needs to know.

The invitation letter must contain a bit of formality along with friendly wordings which gives a feeling of professionalism while inviting your audience. The following are some of the important points you have to keep in mind to create the anatomy of the invitation letter:

  • Proper subject line for your event email invitation:

Picking up a proper subject line will make your email more appealing to the target audience because that is one of the first things a recipient sees upon receiving the email. The invitation mail for an event must contain a subject line relevant to the body of the email.

For example, a subject line like “a few registrations left“ for an email which talks about registrations just being opened is not appropriate. Such an invitation email makes you look downright unprofessional as a host organization.


  • Classy event email invitation:  

A classy invitation email is the most formal way of inviting people to your event. This is the most commonly used option for international events with a large variety of people among the audience.

It’s better to start your email event invitation with greetings that will add a personal touch to your email. The event invitation with a classy format will reach out to many people and personal greeting to your audience will make them feel treasured by the idea that everyone is considered to be important.

After providing greetings at the beginning of the email, provide a short personal intro about the event details. Make sure that this part is a bit informal but at the same time, relevant to the information given in the rest of the email. The personal introduction in the invitation message for event could start something like this:

Hey [Add the name of recipient],

We hope you are having a wonderful day!

We are writing this email to inform you about the online conference for which you registered. We would love to have you with us and make it a success.

However, the payment deadline is coming soon and we haven’t heard from you. The following are the payment details: [include the details, banner or link]

Thanks in advance,

[Name of the host or company]

Or, another example is:

Once, you have provided a short introduction and described your event shortly, it’s time to jump right into the required details in the shortest way possible. Pointing the details in a bulleted format decreases the time to read the full email while getting the required details like date or time.

Another method is to make those data in the bold format to attract the recipient's attention to the email invitation event. An email that will bust out a great event must not contain too much information at once. Try to divide this information into several email sequences.

  • The purpose of invitation email:

This part of the email is an extended version of the subject line. You may add this on the personal introduction or at the beginning of the text where you will give details. Keep it brief like one or two sentences maximum.

Do not exaggerate on it, keep it a bit official. Many email writers or companies miss this important part of an event invitation email which provides the essence of the email.

You should explain to your audience in a few words why they should attend this event and what they will gain from it. You don’t need to provide such information in every email you send to one attendee but spread it across two or three emails. You can add the link to the previous information, if you want to remind the details.

The first email when you are asking your participants to register is the email where you need to provide the most significant value propositions and incentives. But not all, you should keep something to surprise them at the event.

  • Exact time, date and venue:

For offline events, these three pieces of information are like air, water and land. Just how this stuff is essential for life, providing the exact date, time and location is the lifeline of the event. While sending a reminder email, a few days before the event, provide your guests with the exact details.

For example for online events, you do not need to provide the info about location. Instead, you should include the URL to the event page along with username or password, if any is given in the email. It is better to write time according to military times to prevent confusion between a.m. and p.m. Or, you can indicate the time zone and send the notification before the start.

In order to induce enthusiasm among the registrants and attendees, you may mention the names of some other guests who will be attending the same event and also, the names of oncoming guests who are going to give some lectures. When writing the invitation email with VIP names, do not forget to add some small details also.

  • Request for confirmation:

After mentioning all the necessary details, the exact information and some incentives, make sure that you ask your audience to confirm their attendance through pressing a button provided at the end/footer or by visiting the website.

Also, it is important to remember not to ask for confirmation too many times. In fact, in the first email, you may not provide the “sign in” or “register here” buttons. Just write something like “Registration starts soon” or “Stay tight for future registration”. This will create greater anticipation among attendees.

  • Waiting for reader’s acceptance:

If you send an invitation to the event, you have to ask to email a confirmation or acceptance by a certain time. And finally, it would be nice to express excitement for the reader’s acceptance in the last part of invitation letter anatomy. It will help to make your potential registrant feel more passionate about the event.

If you want to attract even more attention to the event, it would be nice to attach the email signature with the banner at the email footer. You can add your name, main contact details and the email address in the signature block.

So, if you have an event to advertise, you can use the NEWOLDSTAMP email signature generator to rock your marketing campaign and make life easier. This service helps to build professional and visually appealing emails in a couple of simple steps.

Tips for Writing an Invitation Email

Now, when you have composed the backbone of the email invitation, it’s time to improvise and write a successful invitation email to burst out a great event. We have brought together some of the great tips to improve the writing style, make the email captivating and increase the opening-rate of the email. Here are some of the tips to check out:

  • Segregate the audience into certain groups according to geographical location or according to their professional qualification. Thereafter, while writing an email event invitation, it will be easier to accomplish personalization.
  • Personalize your subject line in the invitation letter according to your segmented audience. As already stated, it helps to reach out to the attendees more. Of course, individually inviting people to an event is very time-consuming, but it's important to personalize each email.
  • Draw attention to your event - as already stated above, adding in your email invitation event a small text about how will people benefit from such event is a good idea. Also,  you can make a sense of urgency by adding specific subject lines or exclusivity that can raise email open-rates by 20%.
  • An email invitation for event which does not contain incentives, images and offers in the event will definitely not stand out in the eyes of the recipient. The event emails with such details will definitely allure more recipients into the event.
  • Add the CTA (Call-to-action) button to make easier for people to respond to your invitation mail for event. You may add one CTA but not more because it might confuse the recipient and you can lose a potential attendee. Also, remember “less is more”, so when you don’t even add a CTA but your event is exactly what the person has been looking for, then the recipient will already be eager to attend it. So, you need also to pay more attention to the right target audience.
  • You don’t want your email to have typos and grammatical mistakes, such emails will make your audience back off at ones. So, double check all the text including the subject line and body copy.
  • Last but not least, creating follow-up sequences for your event is not an innovative idea. Make sure you create pre-written email sequences for every one of your email lists. Believe, the email automation sequences are a game changer for every business.

6 Great Examples of Invitation Email

We understand that advising all the above tips is easier than using them in practicality. It could be quite challenging to find the exact right actions and tools. So, we decided to show some examples to inspire you and to help you master the format. Therefore, here we are with the 6 best examples of invitation email:

      1. SumoCon

This example has a professionally made structure that helps recipients to comprehend what the event is all about, where the location is and at the same time, it helps to save readers from having to do the hypothesis of around:

- The dedication of the event and the price,

- The experts who are going to teach tactics,

- What kind of benefits include all of the sessions,

- How to reserve the tickets and much more.

As well, the event email includes the highlighted header area, the large body content that can look quite overwhelming but it shows all necessary information. It gives the participants an opportunity to quickly examine the campaign and all details in one place. It is nice that they have broken the email up into a few smaller segments. Additionally, it's a lovely idea to make an invitation email in the form of the infographic.

      2. Big Sea Breakfast Club

We can find here a great and professional content and design. The invitation email structure and imagery are comfortable for reading and the content is welcoming and drawing attention.

It simply compels the viewers to proceed learning the rest part of the invitation to check out more details. It addresses the potential attendees straightly and shows that the event is extremely relevant for anybody looking to grow their web design and digital marketing businesses. The special guest and the invite-nature make to feel the exclusivity around the event and that help to attract participants to visit and discuss the exceptional insights.

      3. Neil Patel

The invitation itself is wonderfully designed. You can see a nice usage of CTA that makes the message transparent and clear to potential attendees. It shows what exactly the next steps are. The call-to-action button, as well as links to the next steps and information, make it easier for viewers to RSVP.

Making a value proposition here that briefly shows what the event is all about and what the advantages of visiting are - very helping in a way of grabbing the attention. It helps to get the readers to check the last part of the invitation and persuade them to convert.

      4. Working Three

The imagery, structure as well as content and the text body of the social event campaign looks light and visually appealing. It inspires to check the whole email and gives a sense of trust and authority in the hosts. Such content and design will definitely help to assure readers that the details they receive are valid and valuable. It will increase the excitement and encourage to participate in the discussion.

The Where?, When? and RSVP parts are greatly used to inform the people about the necessary details. That already helps to get a better grasp about the event. This also shows the authority and reduces anxiety the people may have around the purpose they will gain from visiting.

      5. Litmus live

The CTAs in the invitation email are small text with buttons and look pretty clear - you can save the date, submit proposals and get a customizable template. The email includes the banner in the form of an infographic and it has links to the additional information.  

The design and imagery of the invitation are individual and absolutely in line with the company's  site and brand. You can see that the invitation has less details about the event than the other ones described in this article. It simply creates a sense of curiosity.

      6. Hidden Dinner

This example definitely attracts participants to click the links and reserve the seats. The  CTA text the marketing team uses in the invitation is excellent. ‘See the menu and reserve your seats’ is extremely clear and detailed. It gives the viewer no doubt what is going to be after clicking on the link.

Additionally, after clicking on the link at the end of the email, the potential participants will get to the landing page where they will find more details. Such methods allow attendees to RSVP quickly and reserve the tickets with ease. It also helps boost the sales and the attendance.


All the aforementioned tactics have actually been used and great success has been achieved by various organizations. So, just don’t read to move on, grab a pen and paper to jot down these points. Moreover, you can use the NEWOLDSTAMP service and add email signatures with the banner to your invitation right away.

Furthermore, you can advertise your event on social media to generate buzz. Later, you can send emails to people who are interested in the event. The social media has completely swept away lots of methods of communication, however, emails still remain authentic and formal platform to connect with people. So, keep calm, go ahead and create a successful invitation email to bust out a great event.

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Find out about the invitation letter structure, additional tips, and examples. The invitation letter must inspire your audience to attend the event and must include all the details that the attendee needs to know. The invitation . Hidden Dinner.

Writing invitations – and responding

how to write a lunch invitation email

Hosting a business lunch is a great way to engage with new or existing clients in a comfortable setting. However, there are certain rules and specifications about how to create a business lunch invitation. Follow these guidelines so your next business lunch invitation will be a success!

Formal business lunch invitation sample:

(Client or contact name) – 

(Your company) would very much enjoy getting to know more about (client) and how we can achieve your goals together over lunch.

Please extend the invite to (specific members of client’s company or the team/department name) for (time) on(date)at (restaurant – street address). Please let us know at your earliest convenience if this works for you by contacting (contact). With your confirmation, we will follow up with a calendar invite. 

Kind Regards,
(Your company contact)


Casual business lunch invitation sample:

Hi (client or contact name),

(Your company) would love to schedule a lunch to learn more about your (goals, recent initiatives, or a company specific update) and how we can better service you.  Are you availablearound (time) on(date) at (restaurant – street address)? Just let me know who to expect and I will send a calendar invite with the full details. 

(Your company contact)


Working lunch invitation sample:

Hi (client or contact name),

Hope you are having a good week! Rather than having a call, are you up for a working lunch at your office on (time) on (date)? Let me know if that works and what you would like from (fast casual restaurant) – then I will confirm with a calendar invite and brief agenda.

Looking forward to getting together,
(Your company contact)


Be sure the invitation seems personable – not robotic. If you have worked with the client before, mention how you would like to catch up or discuss aforementioned business objectives or company updates. If you have not yet worked with this client, ensure that the tone of the business lunch invitation focuses on achieving the client’s goals rather than your own.

If mentioning a specific restaurant, book a reservation to hold the table before sending the invite. Lastly, always send a calendar RSVP through Google Calendars or another easy-to-use platform. Should your client not remember to RSVP, send a gentle reminder about a week before the proposed date.


What time to schedule

Lunch should take place any time between 12 p.m. to 2 p.m., depending on the region and culture of a given company.

Aim for a 90 minute business lunch. This allows for plenty of time if the client encounters traffic, if the restaurant is running behind, or if any other uncontrollable circumstances occur. Likewise, 90-minutes gives both parties enough time to have professional and casual conversations as well as leave time for the group to establish a genial relationship.

Where to schedule

Just like with the timing of lunch, the type of food each company prefers will vary. A standard rule of sending a business lunch invitation is to ensure that the restaurant is always closer to the client than to your company. Aim for convenience for the client.

If you are planning for a larger group, ask ahead of time if there are any vegetarian, vegan, gluten free, or other dietary modifications at the lunch. Either way, peruse the menu before sending out your invitations and make sure that the menu offers light, varied, and easy-to-eat fare.

Finally, be sure to check the prices at the restaurant you have chosen! The person scheduling the lunch is expected to pay. Pick somewhere that both your company and the client feel comfortable ordering from.

When to send invitations

Sending a business lunch invitation should never be a last-minute task. Depending on your relationship with the client, anywhere from a two weeks’ notice to a month’s notice is appropriate.

If you have an established and communicative relationship with your client, two weeks’ notice will keep things casual and help to maintain a closeness between your two companies. Should this be a new or less-frequented client, a month’s notice is best as it gives the client time to learn about you (and you about them!) before the lunch.

Sending a business lunch invitation can be the start of, or the continuation of, a beneficial and enjoyable client relationship. We hope these tips have helped and wish you the best of success with your business lunches. Just remember to brush up on business lunch etiquette prior to the meeting!


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How to Write a Business Email to Set Up a Lunch Meeting

how to write a lunch invitation email

Employee recognition is not limited to simple 'Thank you'; there are millions of ways to show appreciation to your staff in a much particular way. Meals bring people together; they open people up! As meals are shared together, a special bond is created between these people and better relationships are nourished. An appreciation lunch is a meaningful time out with your employees. It opens up communication highways that nothing else can open. It allows your employees feel wanted and motivated to do better in their positions. Once you plan on that evening out with your staff, it's time to write them an invitation to ensure they each feel personally invited to the special event. Below are a few examples of appreciation lunch suggestions that will help you ask your employees the formal way.

Examples for appreciation luncheon invitation

Example 1

To all top rated employees,

The management of Giant Freight Company would like to invite each one of you to come out and enjoy good food and fun on us.

You have all worked extra hard this past year, and it is our turn to show our sincere appreciation to all of you who have made this year successful.

The employee luncheon will be held at The Tribe Hotel and Restaurant on 3rd December 2010 from 5 pm to 10 pm. There will be entertainment in the form of dancing.

Everyone is encouraged to come and enjoy the food, fun, and company.

Tom Raster
HR Department

Example 2

It is with sincere appreciation that Sage Enterprises Limited extends this invitation to you for making our work progress this year possible. We did not just meet the targets, but we made a very high turnover from the profits reaped.

This event is our annual Employee Appreciation Fiesta that you can't afford to miss out on this event especially you being one of the best employees of the year.

The event will be held at the Serina Hotel 1019 Massachusets Avenue, New York City on Saturday, May 10, 2015, from 2 pm.

Food, Games and lots of prizes will be the order of the day. RSVP to Beanie Lavine on 444-333-1010.

Example 3

You are cordially invited to our office dinner party as an expression of our gratitude for being highly dedicated to lead your team this whole year. The dinner will be on Friday, July 29th starting from 6 o'clock in the evening at The Hilton, Cambridge.

Winnie Schwab.

Please reply by July 15th to Smith Mantra at 231-244-4000.

Write a relevant piece of information in the email's subject line, which indicates that the email is an invitation for lunch. Do not use annoying all-capital letters or.

How to Write a Warm Invitation to Lunch for a Group

how to write a lunch invitation email

  • Special instructions- Across from the RSVP address are any special instructions such as attire, parking instructions, where the event will be held in case of rain, and so on.

  • Formal business invitations are most commonly engraved or printed in black, navy, dark gray, or brown ink on white or off-white high-quality paper. A company can use any color of paper, as long as it upholds and promotes the company's image.

    Preprinted invitations work well for most informal dinners and parties. For a casual gathering, there is no need to have invitations printed or engraved.

    With preprinted invitations, you simply fill the blanks, in neat handwriting, to tell what, where, and when the party will be and who is giving it. When using your stationery, you can follow this same format, or you may want to write a note to the person you're inviting that includes this information. It's also acceptable to include an RSVP notation and your phone number or address on the invitation.

    One helpful hint: If you send 200 invitations, you can expect about 40 people to show up.

    Responding to an Invitation

    Either use the address or phone number printed in the lower left corner of the invitation or return the RSVP card sent with the invitation.

    On behalf of THRILL Company, I am glad to invite you for a luncheon party with all the senior employees, team members, and other staff.

    how to write a lunch invitation email
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