Most workplaces depend on electronic mail as a means to send an invitation to a meeting. A business meeting invitation should be simple, clear and informative. Writing such an invitation letter can be confusing, especially when you’re not used to it. Which is why there are thousands of invitation templates to help you. The key to writing an invite to a meeting is to simply answer the five questions: Who? What? Why? Where? and When?
6 Steps to Write a Meeting Invitation Via E-mail
Step 1: An Effective Subject-Line
The first step is to start with an appropriate subject line. Since it’s an office meeting, make it important by including the first name in the subject line. You may also simply mention the date of the meeting along with the agenda. Like, “19th June Meeting on Sales Pitching.”
Step 2: Formal Opening
The next step is to open with a formal salutation, such as, “Good Morning(name)” or a simple “Hi!”. The opening line is the tone-setter of the e-mail. It leads the reader to the next paragraph. You might also personalize depending on your relationship with the receiver.
Step 3: Purpose of the Meeting
Next, comes the main reason for writing the letter. The purpose reflects the agenda of the meeting. Why did you call for the meeting? What will be the main focus of the discussion? What more can the readers expect from the meeting? And so on. Add the date, time and location of the meeting as well to be more precise.
Step 4: Keep It Short
A formal meeting invitation is nothing like a personal mail. Refrain from using long paragraphs or informal words. Even if the person is close to you, maintain email etiquette and keep the invitation short and concise. This increases the chances of receiving a response faster.
Step 5: Request for Response
After informing about the meeting, request a response. Provide your contact details so the person can reach you if he’s unable to type a reply. Adding a confirmation button at the bottom of the mail body is also helpful most of the time.
Step 6: Cordial Closing
A cordial closing is likely to encourage your reader to respond to your invitation. A nice closing would be “Have a good day” or “Looking forward to a reply”. Sometimes, including an interactive email signature (with Name, Designation, Contact details and a button to reply) is enough to close the invitation.
25+ Meeting Invitation Templates
1. Meeting Invitation Template
2. IT Meeting Invitation Template
3. HR Meeting Invitation Template
4. Annual Business Meeting Invitation Template
5. Formal Meeting Dinner Invitation Template
6. Annual Meeting Invitation Card Template
7. Annual Meeting Invitation Template
Want to create an amazing invitation letter for an annual official meeting? No problem. Have a look at our Annual Meeting invitation template in Word with your desired invite template. You can also customize the template using different formats like MS Word, Apple Pages, Adobe Editing software, etc. Just download this template and make it your own.
8. Business Meeting Invitation Template
Have you ever sent a meeting invitation and none of the recipients showed up? You can avoid this situation by adding this template as your default business meeting invitation template. This sample meeting invitation is easy to download and customize in your favorite editors like Word, InDesign, and Photoshop. Use this template and make your invitation memorable.
9. Annual Meeting Invitation Card Template
Want to customize all your meeting invites for any occasion? Now we have something just for you! Download and get this Annual meeting invitation card template and start editing it in whichever format you like- Apple Pages, InDesign, AI or even MS Word. You will like the graphics and design of this customizable template.
10. Luncheon Meeting Invitation Template
Some business meetings are also held during lunch outside the office with exotic food. It is a good interactive activity for the employees and also for the clients as well. But you need to make sure your invitation is alluring as well. Don’t worry. Check out our luncheon meeting invitation template compatible with all the editing software like InDesign, Illustrator, and PSD. Start writing your own now!
11. Annual Business Meeting Invitation Template
It is mandatory to have an annual meeting every year to encourage business interaction. And for every such meeting, you need innovative invitations to send. No need to fret for that. Now you can access our Annual Business meeting invitation sample template here and start working invitations for your company.
14. Free Meeting Invitation Template
Need to create meeting invitations in bulk but have too much on your plate already? Calm down. We’re here to help you with the perfect free invitation template that you need. Check out this beautiful meeting invitation template which editable in Word, Illustrator, and PSD as well, you can create invitations to your choice.
15. Free Official Meeting Invitation Template
Designed and customized for your ease, our official meeting invitation design template will let you customize your invitation for meetings in your desired file formats, be it Word or Photoshop or Publisher. Create memorable invitations for your company with our template and leave all your worries.
16. Free Formal Meeting Invitation Template
Now grab the efficient free sample meeting invitation and be a pro in sending out invitations with our amazing Formal Meeting Invitation Template and that too for free! Get the opportunity to customize invitations to your ease in AI, Word, PSD, Pages, and Publisher now!
17. Sales Meeting Invitation Design
Do you want your invites to be impactful? Don’t worry about that. Now you can easily get hold of this invitation design by downloading from our website and start creating invitation designs in no time. Effective invitation templates will set the tone of what to expect from the meeting from the very beginning.
18. Corporate Annual Meeting Invitation Card
A corporate meeting event demands a professional invitation card. Why don’t you leave that worry to us? Take a look at our fine Corporate Annual Meeting Invitation Card design and draft a creative meeting invitation for your event. The elegant format gives an edge to your invitation card or you can customize to your liking a well.
20. General Meeting Invitation Example
Prepared for the upcoming meeting but forgot to create invites? Relax. We have hundreds of customizable templates just for you. Easy to download and even easier to edit. Focus on the meeting instead and make your invitation cards using our General Meeting Invitation Example.
21. Sample Meeting Invitation Template
Wish there was a way to create invitations in a jiffy? We got you covered with our sample meeting invitation template that you can download and start customizing invitations for meetings anytime and anywhere. With this, you can now be a pro in what you do and craft exceptional invitations for everyone.
If you need meeting invitations for that occasional event that you have planned, you can take a look at our easy-to-use editable Creative Meeting Invitation Template for your any event. Remember, invitations are the trendsetter for your meetings so make sure you have the perfect invitation template for a perfect event.