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Business event invitation
March 05, 2019 Anniversary Wishes 3 comments

Here's a breakdown of the key email strategies to keep in mind as you craft your business event invitations, plus three examples to guide your.

Looking for some email inspiration? Read this list of event invitation email examples to learn what goes into creating an effective message. 

How do you create the perfect email? The short answer: there is no such thing. However, there is such a thing as crafting the best possible email for the given objective. This should be the ultimate goal when creating event invitation emails as part of your event marketing strategy.

Many factors come into play when crafting an event invitation. We’ve compiled a list of exceptional event invitation examples and organized them based on qualities that constitute a great email. The last category, X-factor, is where we placed all of the emails that didn’t quite fit in the other buckets but were still exceptional in their own right.

Understanding the impact of emails based on characteristics as opposed to labeling all of them as “good” is a much more effective way to come up with a personalized strategy that aligns with your objectives and email segmentation. There are plenty of great emails out there, but the focus of this pieces is to distill why each one is effective and to replicate that into your own email. We hope this list helps you to achieve that with your event invitation emails.   

To navigate this list, click on a category below to be brought to examples that illustrate that particular trait.  

To learn even more about email marketing best practices for live events, check out the Secret Science of Email Marketing ebook.

Categories of Event Invitation Emails 


Driving Action

The point of an email is not to solely communicate information but to drive a specific action. In the case of event invitations, the action that should be taken after opening the email is to register for the event. There are a number of different ways to do this and the following examples typify how to drive action from the readers most effectively.


1) INBOUND
: Urgency Through Humor

This email’s specific call-to-action is to encourage the reader to register before the deadline. Instead of creating urgency through straightforward text, the email does so through humor.

HubSpot’s INBOUND achieved this perfectly by using a gif of the now infamous Robert Kelly BBC interview. By using a topical viral video and angling it in a way that remains in line with the email’s core message, the reader is both entertained and informed. The body of the email remains sparse as the header and GIF do most of the communicating. This is an excellent example of how urgency does not need to be overbearing. It can actually be funny.

Key takeaway: When using humor, make sure the joke is relevant to the main message of the email to effectively drive action.


2) Event Stack Webinar Series: Multiple Buttons - One Action


In 2017, 269 billion emails were sent and received every single day. So it shouldn’t come as a surprise that people often lose track of what a particular email wants for them to do. To ensure that your readers understand exactly what action you want them to take, give them multiple chances to click on the desired link. In the case of event invitations, the key action is to have them register for the event.

This webinar invitation from Bizzabo places the CTA in three different ways. The first is in the email header, the second is a hyperlink in the body text, and the thirds is the final CTA button. Although doing this may seem redundant, being repetitive in this case will only further emphasize the purpose of the email and make the reader more aware of the webinar registration.

Key Takeaway: Add multiple CTA buttons that lead to the same landing page and help to further emphasize the important of the action to readers.


3)Sumo Webinar: Obvious Value Proposition

 When it comes to attending an event or webinar, the most valuable investment that the attendee is making is not their money, but their time. Thus, a focus in all event invitations should be to clearly explain exactly what the reader will get out of the event if they attend. Doing so will drive action more quickly and effectively.

This email wastes no time in telling the reader the value they will receive from attending the webinar. By boldly stating that the webinar will help increase eCommerce revenue by 50%, the reader immediately understands the benefit of attending the webinar and thus spurs them to take action more quickly. The sooner the reader knows what’s in it for them, the faster they will decide whether or not they want to end.

Key Takeaway: Let the reader know, as soon as possible, what he or she will be getting out of the event. Making the value prop clear and specific will help to drive action.

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Staying On Brand

Event invitation emails are an extension of your event brand. Thus, making sure the brand is represented accurately and consistently throughout the email is key to an event invitation. Doing so will ensure that the reader associates the email with your event and in turn will keep your event brand top of mind.  

1) Percolate - Custom GIF

Percolate is a content marketing platform that was looking to promote their annual conference, Transition, by having a ping-pong party the day before the event. This email is in line with previous examples of simplicity and fantastic design but this one particularly stands out because the customized GIF is directly relevant to the event. Creating an on brand visual that is unique and simple is a good way to capture the reader’s attention. The more branded you can make the invitation email, the more memorable it will be.

Key Takeaway: If the resources are available, create a customized GIF that goes well with the message to keep the email invitation completely on brand.


2) typecast Webinar - Branding Beyond Design


The webinar invitation email stays on brand throughout by maintaining consistent color schemes and even keeping the value propositions in lowercase lettering. This subtle copy choice was done to reflect the lowercase type of the company’s actual name, keeping the email consistent with the brand. Though a seemingly insignificant change, it catches the reader’s attention because people are so accustomed to seeing sentences with a capitalized first letter. Making this decision keeps the email on brand while making the reader do a double take.

Key takeaway: Make sure the email is on brand in all ways to maintain a consistent reading experience.


3) Marketing Optimization Week - Memorable Logo


This webinar invitation stands out because of its unique branded logo. With so much talk about on brand emails, it would make sense to emphasize the importance of the brand itself. A week of online workshops hosted by Unbounce is sure to cover many different topics, but the simplicity and clarity of the logo make the reader feel that the workshops will be neatly presented in a consumable format. A logo does a lot to affect an event invitation so spending enough time and effort to ensure that it is a good one is a worthwhile investment.

Key Takeaway: Unique and memorable logos go a long way to keep an event invitation fresh in the minds of the reader.

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Clean and Simple

In 1977, Apple coined the slogan, “Simplicity is the ultimate sophistication.” Decades later, the slogan still rings true, especially for emails. Event invitations that are clean in design and simple in message are successful in grabbing the reader’s attention and staying memorable. The following emails do an exceptional job of maintaining simplicity in both visual and text to have maximum impact on the reader.


1) Opticon: Simple and Succinct


Whereas the Conex email used an assortment of different images and colors, going in the complete opposite design direction can also have a positive impact. This invitation email for Opticon, a conference on digital experience optimization, keeps the aesthetic clear and simple with two bright blue CTA buttons sandwiching the text. The blue buttons and colorful Opticon logo against the all white background makes the invitation feel clean. Being as succinct as possible while still conveying all necessary information is crucial for event invitation emails.

Key Takeaway: Maintaining a simple design while still conveying all necessary information is the right balance to strike.


2) Livefront Augmented Reality Demo: Less is More


There’s a difference between simplicity and intentional lack of information. This invitation by Livefront is meant to promote their augmented reality demo event by giving as minimal information as possible. While they give the date and time of the event, they leave out the location and specific details of the event to induce a sense of curiosity within the reader. The consistent bubble theme throughout email makes this message both clever and memorable. Combining a clever, unified theme with a slight lack of information to encourage a CTA button click is what makes this invitation email successful.

Key Takeaway: Withhold certain information from the reader to make them want more information, nudging them closer to the CTA button.


3) Facebook Developer Conference - Subtle Yet Startling


Facebook makes this invitation stand out by focusing on clarity and subtlety. With a total of only 47 words in the entire email, the message gets straight to the point without unnecessary information. This email is inviting the reader to livestream the event and the CTA button is contrasted with the rest of the text with a different font and color. These small differences give the email a clean feel and distills the objective of the message which is to encourage readers to join the livestream.

Key Takeaway: Making subtle changes in the text to create contrast is a good way to bring attention to your main call-to-action.

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Engagement Through Video

It is not a surprise that video is an often used medium in event invitation emails. According to a study done by Syndacast, simply having the word “video” in the email subject line increased click-through rates by 65%. Using video in event invitations are especially effective if the video lures the reader into wanting to learn more. These three emails use video in different ways to keep the reader engaged.


1) ANA Masters of Marketing Conference: Personal Invitations from Reputable Speakers


JPMorgan carries a brand that automatically attracts attention. This email promoting the Masters of Marketing Conference put on by the Association of National Advertisers understands JPMordan’s brand recognition and effectively leverages it to lend credibility to the event. What’s more is that they feature the JPMorgan’s CMO in a video convincing the reader to register for her session. Having the top marketing executive personally invite the reader to attend to the event is a powerful tactic that adds on to JPMorgan’s brand recognition.

Key Takeaway: Conveying a message through video can feel much more intimate than plain text. Use this to your advantage by personally inviting attendees, especially if you’re able to have one of your well-known speaker to do so.


2) AWS re:INVENT: Recapturing The Experience


Visuals are meant to capture an experience. Including a recap video of the previous years’ events helps to put the event in context and encourage people to imagine themselves at the upcoming event. Amazon Web Services did exactly that by embedding a recap video of the previous year’s re:INVENT conference in their event invitation email to articulate what people would be missing out on if they chose not to attend the event.

Key Takeaway: Let readers know what they would be missing out on if they don’t attend by embedding previous event videos and images within the email.


3) WistiaFest: Tell a Story


The video does not always have to directly relate to inviting people to the event. Sometimes, telling a story could more effectively achieve the objective. The team at Wistia devised a clever way to increase their click-through rate by doing just that. Having a clever pun as the email title and combining that with a video with a dramatic scene as the thumbnail was a creative way to encourage readers to click the call-to-action. The email itself has very little information about the event besides the date and location. Having minimal information with a fun story is what entices the reader to continue the flow into the next piece of content.

Key Takeaway: Telling a story through video could be a fun way to entertain and pull your readers to the next landing page.

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X-Factor

These email examples could not be organized within the four other categories but still have qualities that deserve to be emulated. From design to tone, these examples show how thinking outside of the box can prove successful when crafting an event invitation email. While these three emails do not share the same quality, what they do share is a clever and effective way of conveying the core message.


1) MozCon - Transparent Purchasing Process


Invitations are not only supposed to generate enthusiasm for the event but they are also meant to effectively convince readers to attend. One such tactic of persuasion is to justify the costs. Attending a conference is a sizeable investment for companies since each ticket can cost hundreds of dollars, not to mention the time spent at the conference and away from the office. To help justify these costs to attendees, the event team at MozCon decided to create a ticket breakdown to illustrate exactly how their dollars were being put towards the event. This is an effective way to not only be transparent with attendees but to help them justify to their managers that attending the event will be worth the investment.

Key Takeaway: Readers will appreciate transparency when it comes to ticket pricing. This will help justify the costs not only to themselves, but to their managers as well.



2) Conex - Vibrant Visual Elements


Taking a break from the usual “header-text-CTA” combination can be a breath of fresh air for email readers. In promoting their conference Conex, Uberflip chose to use vibrant visual elements to convey the information as opposed to relying heavily on text.  The header image spotlights the conference speaker while each of the four icons in the latter half of the email offer a different call-to-action. Fitting all of this information in a traditional text-based email would have been bland and easily dismissable. Conveying the info via colorful visuals helps to pique the reader’s interest.

Key Takeaway: Email is not all about text. Consider ways to communicate the message with minimal use of text and more use of images and graphics.


3) GDPR Webinar - Mirroring Tone With Topic


Not all emails are meant to be catchy and colorful. Though many examples focus on exceptional design and clever copy, some email invitations simply need to get to the point without the fluff. This is particularly true when the topic of the event requires a more serious tone. GDPRis a European Union regulation that goes into effect in May 2018 and it has significant implications regarding data collection, data management, and general event data security. This webinar put on by Leanplum looks to inform attendees on the implications of GDPR. Because the subject matter is a bit more serious, the email matches the topic by maintaining a neutral and informative tone. No need for colorful banners or eye-catching visuals. Having a header of the EU flag and a short paragraph describing the webinar does just enough to get the job done.

Key Takeaway: Make sure that the tone of the event matches the tone of the email to maintain professionalism and credibility.

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Wrapping Up

To summarize, here are 5 key takeaways that touch on each of the main categories.

  1. All emails are meant to drive an action. Make this action as clear as possible to the reader.
  2. Event invitations are an extension of your event brand. Ensure that your brand is consistent and put on full display throughout the email.
  3. Simple design and straightforward messaging are what make an email memorable. 
  4. When utilized correctly, video is a great way to engage your reader and invite them to click within the email.
  5. Don't get caught in the same email crafting cycle. Constantly think of creative ways to capture your reader's attention. 

For more tips, check out these 20 event email marketing examples or click the button below to download a comprehensive guide.

Business invitation wording is key to your event's success; the right invitation text creates desire, generates interest, and motivates guests to RSVP. In fact, great.

7+ Sample Business Invitation Letters

business event invitation

A Business event or a social gathering of business personalities have become extremely beneficial for many corporate outfits in numerous ways. Whether it is an internal event hosted by the company itself or it is the company conducting an event for the clientele to gather tons of businesses of any scale. Events such as trade show, seminar and product launch are a paradise to meet some major industry influencers. But for any business event to get highlighted, attendance of some esteemed business personalities is important.

So below is a list of Business Event invitation wording ideas that one can use for the purpose of inviting people to any business event-

_Our Company has come a long way since its establishment and to commemorate our little achievement, we are planning a event on (date) at (location).  Please come and celebrate with us.

_It gives us great joy to invite such an accomplished personality like you to our little business event held at (location). We will be expecting your presence on (date).

_On behalf of the (company name), I would like to invite you and your sales associates to the annual sales conference held at (location). Please be there on (date).

_As the company’s been expanded we haven’t forgot the people behind it. So, your presence is requested on (date) to mark the anniversary of our company.

 _I hope you do grace the event with your presence held on (date & location) in honor of all the inspiring personalities that have made the company a huge success. 

_Our Company is planning to join hands with (company name) in the upcoming event held on (date & location). You presence at the event would be greatly appreciated.

_Mr. (Name) has organized a golfing event on (date) for all the board members at (location). You are being cordially invited for a sporting afternoon.

_We at the (company name) would like to have you as our guest for the Dinner Reception on (date). Many successful business delegates will also be there at (location).

_ (Company name) is extremely pleased to invite you to attend the annual luncheon held at the (location) on (date). We look forward to see you at the event.

_In appreciation of all your hard-work, the company invites you to attend the exciting new sporting event organized by our very own (company name). The vent is on (date & location).

_ (Company name) would like to invite you to attend the annual Research Conference held at (location & date). Your presence at the event would mean a lot to us.

_It would be an honor to have you as our guest speaker at the Mangers’ Retreat event organized by (company name). Please grace the event with your presence on (date & location).

_(Company Name) would like to request the honor of your presence at the Annual Tradeshow event held at (location). Please come and join executives of (company name) on (date).

_You and the missus are cordially invited to attend a dinner reception at the (name) Fundraisers to benefit the crisis of climate change. The event is held at (location) on (date).

_Your presence is requested at the annual seminar organized by (Company name) Industries on (date). We are looking forward to see you at the event held at (location).

_ (Company name)’s annual celebration is being held at (location). We request the honor of you and your spouse’s presence for a delightful evening.

_We ask you to join us at the event of company’s new brand launch. We will be glad to have you and your guest’s presence at the event.

_(Company name) cordially invites you and the missus to attend the upcoming celebration of our company’s new product launch. The event is being held on (date & location).

_The Manchester Women’s Club would like to request the pleasure of your company at the 16th Annual Candle Light Ball. The event is being held on (date & location).

_Too much work can make us a bit dimwitted at times. So, please come and join us in the celebration of our company’s success party held at (date & location).

_We were grateful to have you as our company’s manager and we would be extremely lucky to have us as our guest annual luncheon meet. So please come for a little get together on (date & location)/

_It gives me relief and honor to invite you to the pitch the sale to our prominent clients in the upcoming golfing/corporate event. Please be there sharply at (date, time & location).

_You have chosen to lead the team building event held at our office premises. You and your associates are cordially invited for the session on (date).

_Like earlier, our company will need your full support on the upcoming event of CHW start up meet. Do bless us with your presence on (date). The event is at (location).

_You and the missus are being cordially invited to join us for our company’s 26th World Vision charity event on (date) at the wonderful (location).

_Mr. (Name) Head of (Company name) would like to invite you and a guest for the upcoming business convention held at (location) on (date). Please honor the event with your presence.

_We are glad to invite you and the missus for the child welfare fundraising event held at the Oberoi Trident on (date). Your presence and support would mean a lot to us.

_With joyous hearts, we at the (company name) would like to invite you to the event of our collaboration with (company name). Please be there on (date & location).

_ (Company name) doesn’t organize a normal and boring corporate event, so get ready for a fun evening with the business delegates on (date and location).

_Hard-work is the key to success, and to remind and reward our professional family, (company name) has organized an award night on (date & location). Your presence is expected at the event.

_You and your professional team are cordially invited to attend the 2019 Technological Summit held on (date & location). Please be there at the event to represent our company.

_Mr. (Name) CEO of (Company name) would like to have you and your team of delegates to attend the (business event name & location) on (date). 

_Mr. Head of (news channel) would like to invite you and your spouse to attend the Art and Business Awards held at (location) on (date). Please grace the event with your presence.

_As our company celebrates the launch of our new app on (date), we would humbly like to request the honor of your presence at the event held at (location).

_The Big Day is almost upon us. So we would like to cordially invite you and your family to attend the luncheon reception in honor of our company’s 15th anniversary.

_It fills my heart with joy to invite you to our company’s celebration of newly established clothing brand. It would be our absolute pleasure to have as our guest on (date &location).

_After a stressful week of work, it is time we relax for a day or two. So please attend the golfing event hosted by our business delegates on (date) at (location).

_With pride and joy, I would like to invite you to our annual social gathering event on (date) at the newly open (place). Please join us for an evening with the esteemed business personalities.

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Best Business Invitation Wording Examples

business event invitation

It’s always overwhelming launching and having your own business’ or company’s promotion party. And when you’re having a party, you’ll definitely have to invite people over, which you will be needing invitation letters and Sample Letters as a guide or reference to make your very own, especially when you’re a first-timer.

According to Udemy, business invitations are usually used to inviting individuals that have an interest to attend important event and meetings, to become sponsors or join a part of your company’s board. Business invitation cards are usually made of quality material. After carefully making the invitation letters, it will then be sent out to the people participating in the event.

Formal Business Invitation Letter Sample

Sample Business Invitation Letter for an Event

Sample Business Invitation Letter for Visa

Sample Business Invitation Letter for Meeting

When in doubt on making a Business Meeting Invitation Letter or any other type of business invitation letters, here are some of the basic guidelines that you might find useful:

  • Basic Information – the first and foremost details hat you have to include is the exact time and date of the event, the exact time of when it will start and how much time will it take, and the exact location of the said event (you can also have the option of putting a sketch of the location on your invitation letter).
  • Event Attire – it is always helpful to your guests if you include and specify on your invitation of what is the attire required at the event (if any) or if there is any.
  • RSVP – originated from the French, Respondez S’il Vous Plait, which means “Please respond” or “respond if you please.” It is preferred that you inform your guests that their response is needed within a specific time and date so that you will be able to reserve a spot for them at the event. You can leave your contact number and an e-mail address so that it will be much easier and convenient for them to respond to your invitation.

Business Letter of Invitation Sample in PDF

Sample Business Group Invitation Letter

Business Event Invitation Letter

Business Invitation Letter Sample

Aside from those useful basic guidelines below, you should also not forget to spell check everything and check your invitation letter if there are any grammatical errors whatsoever. Proofread everything before finalizing and handing them out to your guests. Avoid embarrassing yourself. Also, don’t forget to leave a little bit of personal touch on the business invitation letters.

After making those business invitation letters, you can now set up and start planning on how your business event will go. And assure your guests that everything will just go as smoothly as planned, just as most of your guests expect the event to be.

And if you have foreign friends that you wanted to invite to your company or business event, you can definitely write and send them business Invitation Letters for Visa. Invitation letters for visa is defined as a formal and legitimate document prepared by any business or company to invite a certain person to a business event to a country where the one who invited the certain individual resides. Given the business invitation for visa, you can now invite your foreign friend/s who are abroad. However, you might want to ready their invitation letter far ahead of time since it would take ample days or weeks until they receive it.

Impress your clients or co-workers with a high-quality business event invitation from Vistaprint. Plenty of fully-customizable business event invitations available in.

Business Invitation Etiquette

business event invitation

The more people you attract to a business function, the greater the opportunity for building business, increasing contacts, networking and facilitating future sales. To entice people to attend, your invitation should be compelling enough that recipients see the personal and professional value of being part of your event.

Kelly Lawrence/Demand Media

Use company stationary or invitations with your company seal if you're mailing the invitation. If you're sending it by e-mail, format the message so that your company's name and logo is prominently featured at the top. Indicate if the invitation is for the invitee only, or if a guest is included.

Kelly Lawrence/Demand Media

Grab attention with a hook. Business professionals get invited to a lot of events, so set yours apart with a unique element that makes your function worth attending. Maybe it’s a well-known guest speaker, an opportunity to learn best practices in a particular field, or a chance to interact with other high-profile people in the industry. “Meet Sam Smith, author of a new business guide on tripling your profits in a single quarter!”

Kelly Lawrence/Demand Media

Describe the event, whether it’s a grand opening, new business expansion, a new product unveiling or a press conference. “You’ll have the chance to experiment with our new voice-recognition software before it hits the market!”

Kelly Lawrence/Demand Media

Tout the main features of the event. Open bar, food, entertainment, door prizes and give-aways can all entice prospective attendees to show up. “At the end of the evening we’ll raffle off a brand new top-of-the-line laptop computer.”

Kelly Lawrence/Demand Media

Tell the invitee what’s in it for them. “Get to know decision-makers from every major industry in the city,” or, “Expand your understanding of new hiring trends with this half-day human resources workshop.”

Kelly Lawrence/Demand Media

Write a persuasive call-to-action that makes potential attendees feel like they’ll miss out if they don’t attend. “Be the first to tour our cutting-edge, fully-automated manufacturing facility.”

Kelly Lawrence/Demand Media

Include the time, date, location and directions. If you’re emailing the invitation, include a link to a map and provide parking instructions. Clearly print RSVP guidelines and a response date. If you’re charging for the event, include payment options. Note if seating is limited to encourage prompt response.

Tips

  • Send out invitations several weeks in advance so invitees have enough time to schedule your function on their calendars. If you aren’t getting many RSVPS, send a reminder notice a week before the event.

    Note special dress codes, such as business casual or black tie.

WATCH THE VIDEO ON THEME: V4 B100 304 Business event invitation

When planning for an event, meeting or party, you may find it challenging on how to Invitation Letter Template for Event Business Event Invitation Letter.

business event invitation
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