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Invitation email for party
September 14, 2018 Anniversary Wishes 4 comments

formal party invitation email sample Sister Invitations Letter Business Letter Forward Request Write Letters Inquiry Sample Requesting Information Essay.

[Below briefly describe on Sample Invitation Letter to Friends for your Birthday Party. You can follow these sample letter to friends, neighbor and streets residents for inviting them to a birthday party at your home. You need to modify this sample according to your needs.]


Friend’s name…


Contact Information…

Sub: Letter to Friends for a Birthday party

Dear Friends,

I hope you all are doing fine. I have something very special to tell you which is that my birthday is on its way and I want you all to come over to my place on the (Date: Dd/MM/YY) at (Time) for the birthday party I have arranged for all the friends and family. (Describe in your words). I do not want to listen to any refusals and I expect you all to be there on time as the mother is going to bake our favorite cake and also I want to spend quality time with you guys so that I can have good memories for my birthday. (Explain all about arrangements).

I hope to see you guys soon and also expect you all to be there as you all are very special to me.


Your name…


Contact Information…

Dear (name),

I hope that you are fine. As you all know that my birthday is approaching this weekend. I am writing this letter to inform you that I am arranging a small birthday party at my home. The birthday party is planned (Date) in the evening (Time). It will be a great pleasure for me if you join me on birthday.

Your kind participation in the celebrations is welcome. Hope you will join us at the celebrations and make us thankful. Schedule of the party along with address is attached to the letter.

Your affectionate,

Your name…


Contact Information…

To send an email to all of your In the subject line put: Party Invitation.

Corporate Party Invitation Wording

invitation email for party

Party invitation is a formal way of inviting friends – Find Party invitations wording with Sample Template


We celebrate some happy occasions such as marriage, promotions, holidays and house warming with our families and friends. To celebrate the occasion, we formally invite our colleagues, friends and family members to join, to make the event more memorable and cheerful.

We invite the people by sending emails, letters by post or by calling them.

In this article, we will discuss some formats and samples of the letters for different occasions. While writing a party invitation letter, one must keep in mind the following points:

  • The receiver’s name and contact information must be mentioned clearly.
  • Sender’s name and contact information must be mentioned. If the party invitations are sent officially, the sender’s name and designation must be mentioned.
  • Be specific whether the receiver is invited alone or with family.
  • Provide information about the venue, nearest landmark and an alternate contact number.
  • The letter theme must be polite, soliciting the presence.
  • One may also mention the Dos and Don’ts if applicable. Such as Consumption of liquor is strictly prohibited, or late-night entry prohibited.
  • While sending the party invitations online, there is no need to mention the full address or contact information.
  • For the specific invitations like dinner party invitations, it is recommended to mention whether the receiver is invited alone or with family and mandatorily the complete address of the venue.

What is Online Party Invitation -

Inviting the person through emails on an occasion like – Promotion, Marriage, Farewell etc. It is basically a mode for the invitation. The main difference between Online Party Invitation and offline Party Invitation is in Online Invitation, we require only the email address of the receiver, whereas in Offline Party invitation, we require the complete contact information of the sender. In Online invitation, there is no need to mention the address of both the parties, whereas in offline invitation, it is must.

The party invitation letter is the invitation letter provided by senior authority, HR department for any annual party or for occasion  which is arranged by management for the employees.

Find below some Example, Sample and format of writing Party Invitation Letter :


Party Invitation Letter
Sample Template

Date: _________


The Vice President,

Address __________


Sub: Party Invitation

Dear Mr. / Mrs.

I would like to invite you to join us for dinner on (Day) ________, (month, date, year) ________at (time) ____________ in the evening as we celebrate our __________________.

The party will be held at (venue) _________________ and will be an informal gathering.

This means that you can come in any attire you are comfortable with.

I hope to see you in our simple dinner party with the rest of our friends. We are pretty sure that with your presence, our very special day would be perfect. It would be very nice to reminisce our past when we were just boyfriend and girlfriend.

On the other hand, this party is also open to people who you want to be with. We are looking forward to meeting you to ___________________________ party.

Best Wishes,

The Celebrators,

Name of the person / organization

Birthday Party Invitation Letter
Sample Template

This type of letter is sent to invite the person on birthday occasion.

While sending the birthday party invitations, one must keep in mind the following points –

  • The sender’s contact information must be mentioned, in case of sending the letter through email, it is not mandatory or suggested.
  • The venue must be mentioned clearly, it would be better, if the nearest landmark is also mentioned in the invitation letter.
  • The letter must be based on solicitation of presence theme.
  • Always provide happy news at the beginning of the letter, to mark good impression on sender.
  • Recommended to end the letter, on positive vibe. Such as the use of “Hope that the invitee will come” and the sender must be thankful to the invitee.

As per the appropriate level of the relationship with the receiver, recommended to use the appropriate respectful words.

Please refer the sample invitation letter - Birthday party invitation letter

​Birthday Party Invitation Letter Sample


Sender Name,



Receiver Name,

Subject:  Invitation for Birthday

Dear Name,

Your presence is solicited on the occasion of grand birthday celebration of Name for our son(relation) Name on 24th Feb 2018.

Being much loved member of the family, Our family wants to make this day special and memorable.

Hoping your presence on your birthday, to make the day very special, cheerful and memorable.

Thanking You

Yours truly,


Name and Signature

The sample invitation above is the scenario based birthday party invitation template, the contents vary as per the situation.

Farewell Party Invitation Letter
Sample Tamplate

This type of letter is sent to invite the colleagues, managers on the occasion of farewell of an employee, when he retires or leaves the organization to join other organization.

While sending the farewell party invitation letter, one must keep in mind the following points –

  • The letter must mention the occasion in detail, along with the venue.
  • The name of the person for whom the farewell party is organized, also to be mentioned.

Please refer the sample invitation letter –

Farewell Party Invitation Letter Sample


John Hopkins,

Complete Address_____





Subject:  Farewell Party Invitation

Dear Name,

I Organizer Name is glad to invite you along with your family to attend the party organized to bid farewell to our Employee Designation, Person Name, who is getting retired on last day of this month.

The venue for the same is Guest Celebration Hall, Near Elephant Cave, Florida and the party would begin at 7 pm sharp.

Awaiting your presence.

Yours Truly,

Name of the inviter

Tea Party Invitations Letter 
Sample Tamplate

For celebrating the small-scale achievements, like graduation day, performance recognition etc., and tea parties are very common and organized by inviting the close friends, colleagues.

One must keep in mind the following points, while writing the tea party invitation –

  • The occasion must be clearly mentioned.
  • The receiver must be clarified whether invited alone or with family.

Please refer the sample invitation letter – Tea Party Invitation letter sample.

Tea Party Invitation letter/mail sample

Dear Receiver Name,

Your will be glad to know that I have been awarded “Employee of the month”, for December 2017, for early achieving the sales targets.

On this occasion I have ar­ranged a tea party on Date of this month.

You are requested to attend this party. Please join me at 6 p.m., in cafeteria situated at Address.

Yours Sincerely

Sender Name

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20+ Email Invitation Templates – PSD, AI, Word

invitation email for party

Article first published February 2015, updated February 2019.

You may have composed an email invite for an event or two in your time.

But have you ever wondered what elements of an email invite compel people to convert?

In this post, we’ve pulled a few invite emails taken from our email design gallery and analyzed them for conversion.

We’ve outlined what they did well and offered some advice on how they could be improved, with the goal of giving you some ideas you can apply to your next event invite email to increase ticket sales and attendance.

1. Big Sea Breakfast Club

What they did well

  • Design & imagery – The design of the email is pleasant and inviting. The font and imagery at the top of email are inviting, and compel the reader to continue reading the rest of the email for more information.
  • Opening Copy – The use of the words ‘and other Tampa Bay area leaders’ is a nice touch. Assuming this email only went to businesses in the Tampa Bay area, it addresses the reader directly and lets them know this event is highly relevant to them.
  • Invite-only event – The invite-only nature of the event creates a sense of exclusivity around it and compels people to attend and see what sort of exclusive insights and education they can get that will help them stand out above their competitors.
  • Map – The inclusion of the nicely-designed map at the bottom of the email helps people understand where the event is, and saves them from having to do the mental calculations around how long it will take to get there and how long it will take them to get back to work after the event.

Suggestions for A/B Testing

  • Improve email structure – Although they have separated the header area from the rest of the email, the body copy is quite a large text block and can be quite overwhelming. Given that most people will only scan your email campaigns, it would be worth breaking the email up into several smaller sections that address who the speaker is, what she will be discussing, the timetable of the event and the breakfast options being offered. This will enable people to better digest these different bits of information and get excited about what’s on offer.
  • Tell reader’s more about the speaker – The organizer has lined up a great speaker who is an expert in the field of PR, however, they haven’t done much to tell readers that. It would be worth including a bit more information about the speaker and her accomplishments to help establish her credibility and trust. Outlining clients she has worked with and results she has achieved will increase people’s desire for the knowledge and information she possesses and increase the chances they will attend the event.
  • Include a prominent call to action – The call to action in this email is a small text link to reply to the organizer and RSVP. It would be worth testing including a more prominent call to action button in the email, and linking it through to an event landing page. Tools like Eventbrite and Unbounce make this easy to setup, and doing so makes it easier for people to RSVP to the event and increases their chances of attending.

2. Working Three

What they did well

  • Nice Design – The design of the campaign is visually appealing and instills a sense of trust and authority in the event organizer. This helps ensure people that the information they get from the event will be authoritative and useful, and increases their desire to attend.
  • Series Banner – The use of the banner informs readers that this ‘Discussion Series’ is something that has been going on for some time. This instills authority in the event and relieves anxiety the reader may have around the value they will get from attending.

Suggestions for A/B Testing

  • Improve the value proposition – As you can see from the screenshot, the primary value proposition of this email is ‘Social Strategy and Sushi’. While this is a somewhat punchy headline, it isn’t clear what the reader is going to get from the event and why they should attend. It would be worth rewriting the value proposition to incorporate the 3 key elements of an effective value proposition, and testing to see if the revised value proposition compels people to take action.
  • Add a testimonial to the email – Given that this event is part of a larger series, it could be worth displaying a testimonial from someone who has attended a previous event. This will help alleviate reader’s fears that the event won’t be valuable and encourage them to attend.
  • Include a more prominent call to action – Like the previous email, the call to action in this email is a small text link to reply to the organizer via email. By making this call to action a button that leads to a landing page, it makes it much easier for people to respond to the invite and will help increase attendance on the day.
  • Remove Twitter & Facebook buttons – The Twitter & Facebook buttons at the bottom of the email are potentially distracting people from the core action W3 wants people to take, which is responding and attending the event. It could be worth removing those to reduce distractions and keep people focused on the main conversion action.

Get our guide to Designing High-Performing Email Campaigns and make every email you send a success. 

3. Hidden Dinner

What they did well

  • Unique, on brand design – The design of the email is unique and perfectly in line with their website and larger brand. This creates a cohesive experience for customers that continues to build loyalty for their brand.
  • Great use of curiousity – You’ll notice that this email contains a lot less information about the event than the others featured on this list. Hidden Dinner create a sense of curiosity by holding back information on the menu, entertainment, etc. that compels readers to click on the ‘See the menu and & reserve your seats’ link to learn more. While this is a great play by Hidden Dinner, be careful about using it in your own campaigns. Hidden Dinner have built a great brand and are only sending this to people who know how great their events are, so it works for them. However, if the people on your list aren’t familiar with your events then you’ll need to ‘sell’ the event more by including information on food, entertainment, speakers, etc.
  • Great CTA microcopy – The call to action copy they use in the email is great. ‘See the menu and reserve your seats’ is highly descriptive and leaves the reader with no doubt what is going to happen when they click it.
  • Great RSVP flow – Clicking on the call to action link at the bottom of the email takes readers to a branded landing page. Once they enter the password, they can see the menu and reserve seats for the event. This frictionless flow allows people to respond and book their tickets with ease, and helps increase ticket sales and event attendance.

Suggestions for A/B Testing

  • Add a prominent value proposition – The beginning of the email features their logo beautifully, but then just dives straight into the body copy. Although the copy is tight, the email should include a prominent value proposition that defines the offer and the benefits for the reader, such as ‘Enjoy a Southern Cali BBQ under the stars’. This catches people’s attention and compels them to continue reading the rest of the email to learn more.
  • Test adding a testimonial to the email – Hidden Dinner is a recurring event that has occurred several times before, so it would be worth including a testimonial from someone who has attended a previous event. This will help reassure readers it’s an enjoyable evening and worth their time attending.
  • Include a more prominent call to action – Although well written, the call to action in this email is a still a small text link hidden at the bottom of the email. By making this call to action a button with a contrasting color, it becomes more obvious to people who are scanning your campaigns what the next step is, and encourages more people to take it.

4. Steadfast Creative

What they did well

  • Beautiful design & imagery – The email itself is beautifully designed. The animation behind the header image is clever and the use of beautiful imagery behind each square makes this email really impressive. Each one of those images links through to their RSVP page as well, which helps to increase conversions.
  • Big call to action button – The use of the large call to action button at the bottom of the email is great, and makes it clear to readers exactly what the next step is.
  • Great RSVP flow – The CTA button and images link through to a simple RSVP form hosted on their website, making it easy for people to RSVP to the event.

Suggestions for A/B Testing

  • Add a value proposition – The current value proposition of this email is ‘Open House, Friday May 3rd at 7pm’. Whilst this does a good job of telling me when the event is, I’m not yet sold enough on attending the event to need to know when it is. Adding a value proposition that succinctly outlines what the event is about and what the benefit of attending is could help in grab the reader’s attention, get them to read the rest of the email and convince them to convert.
  • More event details – Although the email is beautifully designed, it lacks a lot of detail about the event itself. What happens at the event? Who am I going to meet? Is there a speaker or some sort of entertainment? As a reader, I’m left with a lot of questions about the event, and that would prevent me from committing to attend. Unless this is a regular occurrence and everybody on the list knows what the event is, it could be beneficial to include more content that spells out to the reader the schedule for the evening and the benefits they will get for attending.

5. Havaianas

Image: Really Good Emails

What they did well

  • This event invitation nods to event posters—We imagine this branding is used across all mediums (At least, we hope so!).
  • It speaks to a specific location and culture and the color palette is completely welcoming. We can tell this is going to be an experience to remember, just from the artwork alone!

Suggestions for A/B Testing

  • Try out different variations or placement of this artwork. Are people more likely to click when they see the image first or when it’s placed after copy about the event?

6. Google Science Fair

Image: Really Good Emails

What they did well

  • The organization and cleanliness of this email is pristine, speaking to science lovers everywhere.
  • It stays on-brand with everything Google. You don’t have to reinvent the wheel just because you’re introducing a new event.

Suggestions for A/B Testing

  • Add more or less information about the conference sessions and see how subscribers respond.

7. Meetup

Image: Really Good Emails

What they did well

  • This is a great example of a multi-event invitation. It cuts each event down to the important details: Logistics and call-to-action.

Suggestions for A/B Testing

  • Try different colors for the CTA buttons.
  • Experiment with more or fewer event listings.

8. BVE

Image: Really Good Emails

What they did well

  • Speaker features—It’s always helpful to put a face with a name!
  • Use of color to organize copy and information.

Suggestions for A/B Testing

  • Try various speaker line-ups and order of copy.
  • Send to various segments based on geographic location.

9. Stylist Live

Image: Really Good Emails

What they did well

  • Fun pops of color that maintains visual interest throughout the email

Suggestions for A/B Testing

  • Try different color palettes or an email with fewer visuals and more text and vice versa.

What you can learn from these emails

Across these 9 event invite emails, we’ve seen a number of things done well and a number of areas for improvement. Here are the common themes that you can learn from to help increase the conversion rate of your next event invite campaign:

  • Make it beautiful – All of the event invite emails seen here are well-designed and feature nice imagery and compelling visuals. This attention to detail reflects positively on your event and gives people confidence that it is going to be well run, informative and ultimately worth attending.
  • Have a clear value proposition – Make sure you start your event invite campaign with a succinct value proposition that makes it clear to the reader what is going to happen at the event and what benefit they will get from attending. By doing so, you catch the reader’s attention and draw them in to learn more about the event and ultimately convert into an attendee.
  • Sell the event – Even if your event is free, people are still paying with their time and you need to sell the event just like you would a product. Include detail about what will happen at the event and the benefits they will get from attending to compel people to attend.
  • Structure your email for scanners – People receive an average of 121 emails per day, and they don’t have time to read each one word for word. Instead, they scan your email campaigns looking for parts that interest them. So instead of writing a big, daunting block of body text to get all the information across, considering breaking it down into various sections with supporting images and visuals. This makes it much easier for people to scan your email and will result in more people receiving the key message of your campaign and taking action.
  • Use a call to action button – When we tested using a button vs. a text link as a call to action in our own email campaigns, we got a 28% increase in conversions. Buttons help your call to action stand out above the rest of the content in your email, making it clear to readers what the next step is and compelling them to take your desired conversion action.
  • Think about the entire flow – There are many steps between sending your event invite and people walking in the front door, which means there are plenty of opportunities for people to drop off. By creating a simple, effective RSVP flow like Hidden Dinner and Steadfast Creative have done, you can get more RSVP’s for your event and ultimately more attendees on the day.

Start creating your own event email from a free email template here.

Wrap Up

Event invite campaigns are an incredibly important part of your event promotion and planning. They are a great way to get the word out about your event to customers, leads & contacts and can help drive ticket sales and get attendees through the door.

So take these tips on creating a great event invite email, apply them to your next campaign and let us know how it goes!

So how do you write an event invitation email that would get people to .. case for restaurants, clubs, and pubs to send party invitation emails.

An invitation to a party

invitation email for party

Hosting an event and want to send event invitation emails that would get tons of people to take part? This is the guide for you.

Except…as an email marketer myself, I know how complicated this can be.

Days deciding on an event announcement flow,  hours organizing your email timeline, looking at a blank email page thinking where to start and what to write… Not counting the coffee and energy drinks included in the process.

It’s not a good feeling.

So how do you write an event invitation email that would get people to participate?

It has a lot to do with what people actually want to read and know before deciding to attend your event or not.

Stay with me, I’m about to cover:

Here we go!

What You Need to Know About Event Invitation Emails

Running events is about logistics, agenda, speakers, venue, etc. You know about it all because you’re hosting, what does your audience know?

Like Jon Snow, they know nothing.

It is necessary to ensure participants learn about your events’ details so they would consider participating.

It is a simple equation.

If they don’t know much they won’t understand. No understanding, no interest. No interest, no participation.

No participation, no revenue for you and you end up in debt.

That escalated quickly.

Your event invitation email is a core contributor to your event’s success. It is the medium that would make you able to inform and sell your event to your target audience.

With event email marketing, you’ll be able to:

  • Send exciting and engaging messages to promote your event
  • Send out mass email messages to potential attendees
  • Schedule to increase your email open rate while assembling your event
  • Create a personalized email experience 
  • Thank and follow-up your event attendees
  • Reach out to those who missed out

You don’t need to sit and send emails at each step of your event and preparation. With email marketing automation you can automate your whole event email campaigns and save time.

You could use that time to get partners and contact speakers for your event.

4 Key elements to include in your event invitation email template

Like making an omelet, you need the perfect recipe to ‘cook’ your winner event email invitation.

Here are 4 elements to making an email invitation.

1. The must include details: Time, Date, Location & Duration

Whether you’re running an event online or in a venue, these details must be included in your event invitation letter:

  • Exact date and time
  • Location details 
  • Duration of the event

Emphasize on the venue address, you might want to include parking information. It is best to embed Google Maps in your address section.

If you’re inviting people for a webinar, ensure you incorporate relevant links and login information. Include time in a way that complies with the timezone of your audience.

Forgetting an important detail can affect the performance of your event and ticket sales.

In case you made an oopsie and forgot to share an important detail, it’s not the end of the world. 

You’ll need to address your contacts with an apology email and share with them the missed information.

2. Use catchy invitation phrases

Going creative with your invitation phrases can increase your contacts click-through rates.

Open your invitation with a warm welcome and make your email as friendly as possible.

Example: “We’d love to see you among us at (event name)

When writing your closing sentence, make sure to respond to your contacts’ ultimate question: “What’s in it for me?”

Your contacts will only take action when they can relate to what you’re offering.

3. Make the design of email invitation appealing to the brand

Alongside email copy, make your invitation email design appealing for readers.

Keep your email design with a singular focus.

Choose a section of your event email and make it the focal point and make it the center of attention. 

Do not confuse your reader with many conflicting messages or elements, your reader is going to get confused about what your email is about.

You can animate your invitation email with GIFs or videos. If your event is annual, it is good to include a short video of the previous edition of your event.

According to Hubspot, email opens on mobile are 46%. For that make sure to place a wide reachable call-to-action button for mobile users.

4. Create a catchy email subject line for the event

Picking the right subject line for your event email invitation is as hard as naming your son or daughter.

It is the element that would grab your recipients’ attention and get them to read about your event message.

In other words, your email subject line is the fine line between whether your audience will know about your event or not.

Here is how to change the game.

Create a successful subject line is one that:

  • Is personalized
  • Generate curiosity
  • Communicate urgency or scarcity
  • Communicate social proof of concept
  • Include important  announcements

To help you brainstorm your winner event subject line, here is a list to inspire you.

19 Best Catchy Email Subject Lines For Events—That you can experiment with

Deciding on the best email subject line would:

  • Drastically increase the open rates of your email campaigns.
  • Higher click-through rate
  • A higher click-through rate gets more subscribers to your web pages.
  • Increases the revenue generated from your campaigns

Here are the 19 best email subject line for event announcement:

  1. Mizy scored this subject lineBased on the results of 100k email campaigns, this subject line would perform fairlyTest your subject lineAnnouncing {event name}60
  2. Mizy scored this subject lineBased on the results of 100k email campaigns, this subject line would perform remarkablyTest your subject line{event name}, Are you ready?80
  3. Mizy scored this subject lineBased on the results of 100k email campaigns, this subject line would perform fairlyTest your subject lineTurn in on {date}74
  4. Mizy scored this subject lineBased on the results of 100k email campaigns, this subject line would perform fairlyTest your subject lineThe {event name} programme is live61
  5. Mizy scored this subject lineBased on the results of 100k email campaigns, this subject line would perform remarkablyTest your subject lineSee how you can {verb+adj} at {event name}82
  6. Mizy scored this subject lineBased on the results of 100k email campaigns, this subject line would perform fairlyTest your subject lineLet’s meet at {event name}68
  7. Mizy scored this subject lineBased on the results of 100k email campaigns, this subject line would perform fairlyTest your subject lineComing soon 🎉61
  8. Mizy scored this subject lineBased on the results of 100k email campaigns, this subject line would perform fairlyTest your subject lineThe {event name} excitement is coming for you63
  9. Mizy scored this subject lineBased on the results of 100k email campaigns, this subject line would perform fairlyTest your subject lineSee who’s speaking at {event name} 😀71
  10. Mizy scored this subject lineBased on the results of 100k email campaigns, this subject line would perform remarkablyTest your subject lineAll the shows81
  11. Mizy scored this subject lineBased on the results of 100k email campaigns, this subject line would perform remarkablyTest your subject lineComing to a city near you94
  12. Mizy scored this subject lineBased on the results of 100k email campaigns, this subject line would perform fairlyTest your subject lineWhat’s new at {event name}62
  13. Mizy scored this subject lineBased on the results of 100k email campaigns, this subject line would perform fairlyTest your subject lineGet ready for {event name}60
  14. Mizy scored this subject lineBased on the results of 100k email campaigns, this subject line would perform fairlyTest your subject line{event name} passes are here!60
  15. Mizy scored this subject lineBased on the results of 100k email campaigns, this subject line would perform fairlyTest your subject lineDon’t miss out {event name}67
  16. Mizy scored this subject lineBased on the results of 100k email campaigns, this subject line would perform fairlyTest your subject lineSee you in {month}66
  17. Mizy scored this subject lineBased on the results of 100k email campaigns, this subject line would perform fairlyTest your subject lineOur annual 2019 meeting68
  18. Mizy scored this subject lineBased on the results of 100k email campaigns, this subject line would perform fairlyTest your subject lineThe countdown is on!62
  19. Mizy scored this subject lineBased on the results of 100k email campaigns, this subject line would perform fairlyTest your subject lineThe {event name} is back!65

Quite convinced, huh? Score your subject lines with the Subect Line Scorer in your blog articles too.

If still undecided you can rely on Automizy’s free email subject line tester. It would help you decide on the best subject line to use based on data from over 1 million campaigns.

Not only scoring, but the free subject line tester provides subject line templates you can use to increase your email open rates.

You might also consider using emoji in your subject line. 

In increase email open rates, make sure to set up resending the email campaign to non-openers, using different subject line.

What 19 Event Invitation Email Templates Can Teach You

I’ve collected 19 inspiring event invitation email template examples to help you come up with your own event email template, content and design.

1. Provide enough information about your event

The goal of the following event invitation email template is to provide contacts with a ‘landing page experience’ and make a decision. Without having to leave the email.

2. Use creative imagery

The design is what blows life into your meeting invitation email. It makes it friendly and inviting. 

A direct title and content while the reader continues reading the rest of the email for more information.

“You’re invited” It feels exclusive for readers.

3. Promote your event tour dates

This event invitation email sample could be used to promote upcoming event dates. Perfect to use for a music concert, theatre plays, touring events, movie announcement, etc. 

4. Promote conference tickets 

The success of a paid event depends a lot on the efforts of tickets’ sales. Promote your ticket sales launch date through a similar conference invitation email template example.

For such an email, make sure your main call-to-action has a color contrast from the body so it stands out.

5. Send targeted event invitation emails

Targeted email marketing has proven its success with increasing email ROI. It helps you send personalized emails to increase open and click-through rates.

Segment your contacts by their demographic data so you can create a better performing event email campaigns. 

The following event invitation sample of a Post Malone concert is sent only to contacts living in Boston, informing them that Post Maline is coming to town.

6. Highlight your event address

A responsive invitation email in a series of emails to promote an event for a very relevant global topic, GDPR and how it’s going to affect businesses.

I love how they highlight the address with embedding Google Maps to their invitation email. They don’t want anyone to get lost or arrive late. 

7. Announce registration

Obviously, you won’t be like “Hey this event is here but tickets now.” You don’t want to do that.

First, you’ll want to send an announcement email about your event, tease it a little, trigger curiosity. Then you announce that registration is open and those who are interested can book a ticket. 

Here we have a well-designed registration announcement email from Google Cloud.

8. Answer why prospects should attend your networking event

Your contacts will ask the question: “What’s in it for me?” And you better be prepared with an answer right from your formal event invitation email.

“How consumer trends are transforming the media industry”

That is the title of the following event email sample from Salesforce that gives enough information on why their prospects should attend the event.

9. Promote your business training location

You could send the similar business training invitation email when announcing your upcoming seminars. 

After the event announcement email, I recommend you send targeted emails based on the geo-location of your contacts. 

Targeting each city’s audience with personalized emails and event subject lines.

10. Include a referral link

Some people don’t want to participate at events solo. A good company would make it more interesting and fun.

Include a referral link in your invitation email to motivate contacts to share your event with their friends, colleagues, etc.

In the following event invitation example from Design + Finance, there is a call-to-action link “Share with your friends” to make it easy for your prospects to share your event.

11. Send event reminder emails to maximize your attendees

Even though you sent webinar invitation emails and your contacts did confirm attendance doesn’t mean they will show up. Some might forget about your event.

Send reminder email for your event to notify and remind your contacts. 

12. Launch pre-registration event email campaign

Managing an event is about maximizing your attendees to meet your business goals. This could be done through:

  • Event announcement emails
  • Early bird ticket sales
  • Pre-registration campaign
  • Last minute ticket sales, etc.

Here is a pre-registration event email sample that could help you increase your attendees and by the end increase your revenue.

It is smart to include two call-to-action buttons, one at the top of your email and one at the bottom. It depends on your invitation email length.

13. Trigger curiosity to drive traffic to your website

Your speakers can be the reason why your audience would be interested in attending your event. The following event email sample does trigger curiosity by announcing the event speakers.

Instead of listing the speakers in the email, they drive readers to visit the website to meet the speakers.

14. Include your event pricing as a checkout email

Right after you communicate all the required information about your event, your contacts are at the bottom of your event sales funnel. 

A hard sell won’t hurt at this point to sell more tickets. Here is a unique event email example to promote ticket sales for your leads.

15. Live stream event email invitation

I hope you realize a sold-out event, but with a Mamba Mentality, there are even more verticals to make your event bigger.

Hosting a live stream for your physical event can only go right for your business. At least contacts who did not make it to your event can watch it from the comfort of their homes.

16. Remind your contacts to register for your event

Event reminder emails do not work only as a reminder to attend the event. 

You could send registration reminder emails for your event before it is too late for your leads to decide whether to attend or not.

17. Invite your subscribers to your webinar

Webinar invitation emails are the success factor for your webinar.

Your webinar email is the place where you can set the right expectations for your audience about what they will learn.

Tell your subscribers what’s in it for them, and eventually, they will book a spot.

18. Include a trailer video in your event announcement email

Who said trailers are only for movies? And if an image is worth a thousand words, what would be the worth of a video?

Here is an event invitation email template that includes a trailer video about the conference.

19. Motivate customers to attend your special events

Some businesses run occasional special events and parties. 

It is the case for restaurants, clubs, and pubs to send party invitation emails.

A special occasion could even a karaoke party that you want to make a success.

Unique, on brand design invitation email sample that creates a special experience for customers that continues to build loyalty for their brand.

How to Write a Reminder Email For an Event

Sometimes you want to remind your contact not to miss your upcoming event. 

Consider sending a gentle reminder before the ticket booking closing date and the actual event date.

For physical events send a reminder 1 day before the actual event date. 

Yet, for online events, I recommend sending friendly reminder emails a couple of hours before the event starting time.

Here are some general rules for sending friendly reminder email for event:

  • Be brief
  • Be friendly, yet direct
  • Have a clear call-to-action
  • Have a direct subject line

Now that you know how to write an invitation and reminder email for an event, let’s take a look at how to set it up.

How to set up an event invitation email campaign

An event invitation email marketing is about sending emails to:

  • Existing leads in your email database
  • Newly acquired leads from landing pages, ads that promote your event.

Both are managed differently on your email marketing provider. 

Let’s go through each separately.

Set up event invitation emails for your existing contacts

Notifying your existing contact about your upcoming event is not only one announcement email that you send.

Your invitation email campaign is a drip campaign that consists of more than one email, with the objective of:

  • Announcing your upcoming event
  • Nurturing your contacts
  • Qualifying leads to motivate tickets purchase, booking, etc
  • Sending reminder emails
  • Updating and informing your attendees.

Let’s walk through the process in steps. 

Step 1: Import your contacts

The first thing to start with is log in to your Automizy email marketing provider. If you do not have an account yet, you can register for free and start using it.

Click on “Add contacts” and select “New list”. After naming your email list, you can choose to import your contacts manually or import a CSV file from your computer.

If you’re managing your contacts on CRM tools, you can sync your contacts to Automizy without the hustle of exporting and importing contacts.

Once you have your contacts imported or connected you’re ready for your second step. Create your event invitation drip campaign.

Step 2: Create a drip campaign

Now that you’ve imported your contacts, you have to craft your emails’ content and set up your event workflow.

You can add your drip emails into Automizy real quick with a couple of clicks.

Make sure that your emails are coherent and consistent so you reach your drips’ full potential.

You can create your drip email campaign workflow visually in Automizy’ visual automation campaign builder, and it would look like this:

Also, apply “waiting periods” between your drip emails. You don’t want to send all 3 or 4 emails in the first 24 hours. That’s spamming.

Once you have your drip emails ready, click on “Publish” to start your event invitation drip campaign.

Choose “Yes, pull in old & new contacts” to start sending emails to your contact list.

Step 3: Confirm attendance for your event participants

Confirming attendance and reserved seats for your event attendees is a common case for webinar email campaigns.

Even though webinars are held online, it is always considered an event for you.

When you send your webinar invitation email, you want your contacts to click the CTA to book a seat and confirm their attendance.

It would help you learn about the expected number of attendees, or maybe you want to verify your contacts email address with double opt-in emails.

In such a case you need to set up a webinar invitation email workflow with conditions.

Important: Apply a “wait period” before you set your condition.

Give your contacts some time to interact with your email. It will also help you to be more accurate when it comes to segmentation.

After the promised confirmation period, apply the condition “Has clicked a link in email” and split your automation for the two branches “Yes” branch and “No” branch.

Since your first email would include a CTA to confirm the registration, apply a condition to segment those who confirmed and those who didn’t.

Users go on the “Yes” branch if they’ve clicked on the confirmation CTA in the first email. In this branch, contacts receive a webinar confirmation email with further information.

Also, a reminder email on the day of the webinar to make sure they attend it.

Contacts who did not confirm registration, receive a different email with dates of the upcoming webinar.

That is one event invitation email sequence from Automizy. It is completely customizable and you can always adjust it to your event goals.

Create an event email sales funnel for recently acquired leads

When you’re promoting your upcoming event, interested prospects would register for it through:

  • Your website forms, page, popup
  • A landing page you’re running
  • Lead ads
  • Chatbot, etc.

It would be one acquisition channel or more, depends on your lead generation efforts.

At Automizy we help you connect your different lead generation sources to your email list, and put your event registrants into an email marketing sales funnel to increase your event’s participants.

Here is the whole process in steps.

Step 1: Connect your website forms to your email list

You can create opt-in email lists, so you have different lists depending on which form your website visitors subscribe through.

You can connect the existing forms on your web page to Automizy with Autodetect feature. It will connect your existing website form to a specific email list.

Open your Automizy account and go to “Manage contacts” then click on “Signup forms” and click on: “Connect From Website“.

Absolutely effortless.

Or you can connect your CRM tools to your email list and let your leads go directly to your triggered event email marketing campaigns.

Step 2: Trigger you event invitation emails

First thing first, you need your choose your triggers and select when you want to send your emails.

In Automizy, you can create personalized and automated email workflows that can get triggered when a contact:

  • Gets added to your event opt-in list,  
  • Submits a registration form on your website,  
  • Clicks a link in an email, or  
  • Gets a tag.

Triggers allow you to start email automation and apply actions to event registrants. That’s when you put your event registrants into your email sales funnel.

Step 3: Nurture and motivate your leads to take action

Your desired customer action in your event email marketing is:

  • Prospect registration
  • Registrants’ confirming their attendance.
  • Leads converting to paying customers (ticket sales), etc.

It always depends on whether you are running free or paid events.

The magic is, whether your event is paid or it is an online webinar you need to nurture and qualify your leads to maximize your event attendance.

After you did set up your email automation trigger on contact joining “Event registrations” email list, you need to put your leads in a well-designed event email sales funnel.

By the end of this event email drip campaign, your leads would know all the details related to your event. 

At this point, your leads are more likely to convert to customers and attendees.


Now that you’ve seen the recipe to cook your best examples of event invitation emails.

I hope the event letter templates we shared inspired you and helped understand how you can persuade people to convert and show up at your event.

You’re hosting an event soon? Invite me, I’d love to meet you 😊

Mor Mester


I’m the Head of Marketing @ Automizy.
I started out in the marketing startup world right after graduation and since then it’s been a blast to navigate in these waters.
After work, I love playing basketball and traveling.

WATCH THE VIDEO ON THEME: How to write Invitation letter for birthday Party/ how to write cursive writing

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