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Meeting invitation wording
January 13, 2019 Wedding Anniversary Wishes 4 comments

Here is a look at some great meeting invitation message samples you can use The language you use when writing is important based on the type of event you.

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

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

Key Details

To get started, determine the following things:

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

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

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


How to write your invitation letter: a perfect structure

A good subject line

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


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

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

Reason for your business meeting

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

Specify the time, date, location, and duration

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

Request an RSVP

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


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

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

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


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

The best email signatures will have the following structure:

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


Valuable Tips for writing a Business Invitation Letter:

Make it personal

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


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


Keep it short

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

Set reminders

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


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

Three Examples of an Invitation Letter for an Important Business Meeting

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

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


2. An invite for a job interview

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

Invitation Letter for an Important Business Meeting Templates

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

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

Dear [employee’s name],

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

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

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

Best regards,

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

Dear [name of potential client]

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

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

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

Kind regards,

[Your name]

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

Dear [your boss’ name],

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

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

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

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Helga/ Author

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

The content of meeting invitation templates should list all the items that are needed to be known by the attendees Sample Meeting Invitation Template.

Examples of a Good Invitation Letter for an Important Business Meeting

meeting invitation wording

Asking someone for a date is usually an informal thing – and there’s a good reason for that. Keeping things casual and seemingly spontaneous (even if you’ve been practicing in the mirror for hours) is the best way to avoid scaring off the target of your affection.

However, there’s also a time and a place for a formal date night invitation. Maybe it’s a special occasion like Valentine’s Day or an anniversary. Maybe you simply want to spice things up with your longtime significant other. Maybe you’re too shy to ask someone in person. Or maybe you just want to make an impression.

Whatever the case may be, finding the right words to say is vital. To help you come up with the perfect date night invitation wording, here’s some general advice and specific examples to consider.

Date Night Invitation Tips

At the risk of stating the obvious, this isn’t your typical invitation. The mere fact that you’re sending your romantic proposition in such a form should be enough to impress the recipient. Still, a well-crafted invite is guaranteed to score more points than an ordinary one. Here are some tips:

1. Be playful. This is a good time to let down your guard and be a little goofy. Depending on the status of the relationship, you may even want to get provocative with some sexy double entendres. For a sense of what we’re talking about, check out this list of cheesy Valentine’s Day sayings.

2. Be yourself. Okay, this is something your mom probably told you during your teen years. Doesn’t mean she wasn’t right. If your romantic dinner invitation is for a spouse or significant other, they should be able to recognize your personality in the wording. If it’s for someone you don’t know as well, this is a chance to show who you are.

3. Focus on presentation. If it’s a paper invitation, buy some nice stationery or find a great printable online. If it’s an ecard, spend some time looking for the right design. Small details show how much you care, which is kind of the whole point of this exercise.


Ideally, the words in your romantic invite should be your own. That said, looking at examples is a good way (if not the only way) to get your writing juices flowing and come up with your own date night invitation wording. Here are some ideas to get you started.

Wanna join me for an adventure? I promise it will be worth your while.

Date: February 14
Time: 8:30 PM – ???
Place: It’s a surprise (I will pick you up at your front door. Don’t be late… or else!)
If you’re in, text YES to 123-4567
P.S. Dress casual

Will You Be My Date?
Join Me For Dinner and Drinks At
The French Table
Saturday, October 3
7 PM
Dress Your Best!
Will you be mine tonight? Let’s hit the town for some dinner and dancing, followed by whatever other activities strike our fancy. To reserve a place by my side, all you have to do is dial 123-4567.

For Husband

Dearest William,
You’re invited to an exclusive party… a party of two. Join me for dinner, a movie, and a moonlit carriage ride on Saturday, August 19. I will be VERY appreciative of your company.


Hey Handsome,
How about we get together for some alone time? I’m thinking dinner, drinks, dessert, and whatever else the evening brings (wink). Let’s make it a night to remember.

For Wife

Dear Amy,
May I have the pleasure of your company this evening? I’ve hired a babysitter and made reservations for dinner and an overnight stay at a nice hotel. Tonight, I want the focus to be all on you.
My Love,
Thank you for making my life so fun, meaningful, and fantastically unpredictable. I want to take my beautiful girl out for a romantic dinner to show my appreciation. Are you game?

As you can see, romantic dinner invitation wording can take a lot of different forms. No sample or template is likely to work for every situation. Good luck coming up with your own unique date night invitation – and good luck with your date!

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Lucid Meetings Blog

meeting invitation wording

Though you likely have very valuable information to present, invitees to your business conference meeting may need some convincing. If you're hosting a professional event that requires the time, attention and resources of your guests, create an invitation that promises an interesting, informative meeting that will make their investment worthwhile.


Begin your invite with an informative and eye-catching caption that grabs your target audience’s attention and succinctly explains the gist of the meeting. For example, if you’re holding a conference to explain updated computer software to the secretarial pool, your caption might read, “A Faster Computer Means Less Time At Your Desk: Learn How To Speed Up The Process at the Next Software Update Conference.” Regardless of your meeting’s subject matter, your headline should tell invitees what’s in it for them. If the info being offered isn’t particularly exciting, focus your headline on the perks, for example, "Enjoy Complimentary Lunch At Upcoming Wi-Fi Seminar."


Details about the host and the event should follow your headline to give invitees more in-depth information. Begin with a short description, and then follow up with specific talking points that will be addressed in the meeting. For example, “McClursky and Sons cordially invites you to our 2nd annual Social Media Seminar. We will cover a variety of topics, such as marketing to college-age consumers, maintaining a consistent presence with Facebook and Twitter, social media etiquette and text-messaging made simple.”

When and Where

Follow up your event description with the logistical information for your guests, including the day, date, time and location of the meeting. For example, “Please join us in the main conference room of the Chicago Hilton and Towers, Friday, March 22, 2013, at 12 p.m.” You should also include the exact physical address of your event location, so that invitees unfamiliar with the area can find the meeting easily.


If you need your attendees to RSVP, indicate this clearly in the invitation. For example, “Seats are filling up fast. Please RSVP your attendance no later than Friday, March 14, 2013. You can either mail your response in the enclosed envelope, or log on to the company website and click “Events.” Also mention if you’re offering perks for early birds, for example, “First 50 guests to RSVP will receive a free laptop computer.”

The content of meeting invitation templates should list all the items that are needed to be known by the attendees Sample Meeting Invitation Template.

Meeting Announcement Sample

meeting invitation wording

You cannot treat your professional email the same as your personal email. It should be strictly for business purposes only. It should not contain office gossip, jokes or rants or anything that is personal. Email in the office is used mainly for memos, information dissemination within the office and other communication pertaining to your work. There are three rules that you should consider in email culture:

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There are many available templates online that you can use to write the meeting invitation. However, below are simple instructions and ideas that will help you write a successful email invitation with a clear message.

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  • If there will be a special guest in attendance, include the person's name and a short description about them in the email.
  • Before sending the invitations, make sure that all intended guests are on your list, and all the important details of the meeting are included.
  • If the meeting time, date or place changes, notify all guests immediately and request a response to ensure that no one misses the meeting or shows up at the wrong place or time.

Electronic business meeting invite?

You can use MS Outlook or any other email program that is linked to a calendar (like Gmail). You can just type in the details of the meeting and then the exact date and time. Send this information to the email address of the people you would like to invite. When they receive that email, it will appear as a calendar entry. If they accept, it will automatically get entered into their calendar so they won't forget about it. From your end, you will also see which one of your recipients accepted or declined, so you will know in advance who is attending.

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See more questions like this: I want a meeting with our Vice President

Write email for educational meeting invitation?

You can use this format:

TO: [email protected]

FROM: [email protected]

SUBJECT: Invitation to educational meeting

Dear Mr. Edmond Freedom,

We at San Joaquin are excited to be hosting this year's educational meeting, and I am excited to be able to formally invite you to the meeting we've termed "Dream Big 2014 " at the Morales Gymnasium, San Joaquin High School on June 5, 2014, 2:00pm.

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We have a stimulating day planned. We will be discussing the future of 2014 for our high school students.

Please RSVP by June 1st so we can reserve a seat for you. We are looking forward to seeing you there. If there is anything you will need or have any questions, please don't hesitate to let me know.

Thank you.


Ella Redmon

See more questions like this: Invitation Letter: I am expecting my Country Director of my organization to visit me in my duty station. I want to write an invitation letter to other agency partners so that they will have a meeting with him. Agenda for discussion covers common services

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I need to invite persons I don't know for a business meeting?

For a prospective action, I'd like to invite people I never met for a business meeting.

When drafting an invitation letter for a business meeting, it is important to be formal yet conversational in tone. Make sure that your email is concise, accurate, and engaging enough to convince a person to meet you for business purposes. Make sure that your email is free from spelling or grammatical errors, especially with their full names, designation, and company. The data must be exact as well. Indicate the date, time, and location of your business meeting. You should also indicate the dress code.

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Always extend your gratitude and anticipation to meet the person for business. Don't tailor-fit your email to the generic invitation letters you get from anywhere. It must be very personal yet structured enough to mean business while gaining the approval and capturing the interest of prospective clients or business partners.

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I'm working as a receptionist / PA and I want to have business communication skills on writing emails and meetings?

I want to know how to write a professional meeting invitation on Outlook.

In addition to the tips from the article on this page, write the email as if you are composing a letter. Make sure it includes:

I have sent out more than 40 email requests to various courts in which we requested a possible meeting about using our program. All of these prospects stopped by our booth, it has been 4 days and we have received 2 positive responses. I want to follow up by phone calls with the balance, I am looking for a short positive questions to get confirmation dates without being to aggressive

Is this too early? How to avoid being too pushy in my response

You always want to respond to interest within the first week after the initial contact. When you are on the phone with a prospective client, ask what their needs are and then request a meeting so that you can show them how your company can provide solutions. If they seem hesitant on a meeting then ask if you can email them your ideas. Try to always leave the "door" open.

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How can I ask a person about the particular technology market Endpoint Security?

I am working on a Global market research report..So I need a text format about how can I ask them about Endpoint Security - Key Developments (Drivers, Challenges, Opportunities), Endpoint Security market size & forecasts across, End User Market, Segmentation across geographies, Types of Endpoint Security, Technologies & Applications, and Endpoint Security Upcoming Trends

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First, can you find out some of this online? Or ask them for a copy of the report forecast from the previous year? If not, create a Google Doc/Spreadsheet and email it to them. Keep in mind that you are asking for the information for free and that many companies do not feel comfortable sharing intel with another company/person who is not an employee.

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How to make our supplier easily understand my point?

I'm going to hold a meeting to discuss the new system form because when we have a material request, they always fail to deliver it on time. So, we tried to order from another supplier which is from Korea to Qatar but they delivered it on time. What I want to know from that supplier, is what system they have, and why they cannot deliver on time.

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Tell them that you tested with another supplier and received the items on time. That is all you need to say. It is not your job to correct their delivery system but you should make it clear that you are considering other suppliers who can deliver on time.

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My manager going to discuss with our employees in every week?

Manager is going to discuss with every employee each week on Thursday regarding any issue in a department. He asked me to draft email in a professional way

You can follow our template written below.

Dear [Manager's Name]:

Our company has been leading the market by providing outstanding services to our clients throughout the globe ["across the country" or "in the city"], which require our unyielding and assiduous approach to every minute that occurs both outside and inside the company. For the standard of our services to grow, we ought to urge every coworker to discuss any trivial or major detail that might concern him. The meetings will be held every Thursday at [time] in [the office number or name]. Please approach this request earnestly and compile any requests, suggestions, or complaints for the next personal meeting, as your opinion matters for success and improvement of the whole company.

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Yours faithfully,




We would like to invite a college marketing manager to our office?

We are an education agent working with different colleges and Universities. When we need a new college partnership agreement then we invite their marketing manager. Note that we have email format already but this college is quite special.

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If your email template works with other colleges, it will be sufficient for this college that you are trying to recruit. Keep it professional without fawning in the email. Follow up over the phone on the sent email after one week if you do not have a reply from them.

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Hi I am very weak in writing business english, please help me?

Hi I am very weak in writing business english, please help me to work on this

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Formatting and wording invitations for special events can be frustrating. Here are tips to help event planners master the art of a formal invite.

meeting invitation wording
Written by Dom
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