7 Best Meeting Invitation Samples & Templates
What is a Meeting Invitation Email?
A meeting email is a form of an email in which the sender requests clarity on a given topic. The recipient of the email will respond with their understanding, and the sender will rely on that response to reach their intended conclusion. Meeting emails can be used as a means to build mutual understanding or despite each other’s differences in opinion. This can be done effectively through focused questioning or through dialogue.
The subject line of your meeting email should not read
“Do you need to hear my point before I move forward?”
but rather “What is XYZ? I want to know what XYZ means.”
This way, you get into conversation without seeming pushy or defensive. It may be hard to write a meeting email because you don’t want to seem snarky, but it’s important that people know how you mean what you say.
When statements are ambiguous, people fill in their own meanings in hopes of being understood correctly. Which also means that they’re usually not understood correctly at all. If there is an opportunity for confusion, clarify it as soon as possible; otherwise, the confusion will remain and could worsen.
Benefits of Meeting Invitation Emails
If you’re like most professionals or sending professional emails, you probably spend a huge chunk of your day dealing with meetings. Not only do you need to find time to attend them, but it’s also important that you keep up on all the email correspondence that comes along with making those meetings happen.
Whether it’s sending the meeting details by email or simply RSVPing for yourself and other attendees, having a few meeting emails can make your life much easier. With so many people relying on email these days, it’s crucial that everyone has at least one or two good meeting emails written down for easy access.
1. You Can Always Delete and Resend
It’s always a good idea to revisit old correspondence after a few weeks or months have gone by. That’s why it can be handy to have some points in your email signature as reminders to send all the reminders and updates from people that you don’t need to see them again. This will mean thanking everyone who has sent meeting email reminders, while also making sure that your responses are timely and thorough.
Many companies have rules in place about whether or not people can delete and re-send emails, but it is a good idea to check with your company before sending the first version of each upcoming meeting email so as not to accidentally break any rules.
2. Keeping up with Confirmations
Scheduling meetings is a great way to keep in touch with your colleagues and clients, and keeping track of who has confirmed their attendance is a crucial part of making sure everything runs smoothly. Having a dedicated email address to send meeting email reminders to attendees can help you stay on top of your schedule by hosting all the information you need.
Make sure you have one section of your emails that details all the information about the meeting, from its time and place to how everyone will be able to get there, along with contact phone numbers for any emergency matters.
3. They are Simple to Understand
While you want to make sure that you offer as much information about the meeting as possible, keep your emails as simple as possible. Many people like to receive everything they need in one message, but it’s a good idea to split things up into separate emails. This way you can send out reminders for future meetings, send out the details of upcoming events and more.
4. Keep track of RSVPs
Keeping track of who is RSVPing for the meeting and who isn’t can be tricky if no one has an email address set up for this kind of correspondence. Meeting emails are an easy way to keep track of who has confirmed attendance, and this kind of simple system can help keep you from having to send out reminder emails.
Some companies even have a format for meeting email reminders that’s unique to their company, so make sure you find the one that works for your employees and clients.
5. Provide Details about the Meeting
Sending out details regarding whether or not the conference room is on lockdown, or letting people know if you’re collecting dinner money at the door can all play into your routine. Augmenting this with a special section in your email signature where people can check if they have been kindly asked to bring something along can really save time on future meetings.
6. It Helps the Team to Plan Ahead
What does it mean for someone to RSVP for a meeting? What does an email update mean when someone is not checking their email? There are many questions that you can address by having some kind of reminder system in place, and this includes the kind of information that you want to send out and even how often to send them.
Sending out one set of meeting emails on the Monday before the meeting can help everyone prepare for what they’re going to do. However, if you want people to be able to check their calendars and come up with alternate plans in case of any last minute changes, then sending a set of emails each day will give them more options.
7. Why Take it Personally?
While you probably want to be able to check your email from every device, sometimes this just isn’t possible. Who remembers to charge their phone? Who remembers to check their work email when they’re out of the office?
There’s no reason why you should feel bad about not answering a meeting email when someone is asking you where they should park, and this is why meeting emails are the perfect way to keep up with important details without any hurt feelings on your part.
8. Rehearse your Answers before the Meeting
Since it’s common for other people to send out reminder emails, it’s a good idea for you to do the same. By simply sending out one set of meeting email reminders before your actual meetings, you can prepare your responses while they’re still fresh in your mind.
This also gives you a chance to practice how you’ll answer various questions and concerns that might arise, because even if everyone takes out their phones at the same time, it can still be hard to remember everything that has been said.
7 Great Meeting Invitation Email Samples & Templates
1.
From: Connor Murphy
Subject: Happy Home Insurance upcoming AGM
Dear shareholders, As the time for Happy Home Insurance’s annual general meeting approaches, we’d like to thank you for your ongoing support. We hope you will attend this year’s meeting, which we have scheduled to take place on March 3, 2021, at 11 a.m. on Zoom. You’ll find the link here. We expect that the meeting will last between two and 2.5 hours.
Please let us know if you can attend by clicking this link. We ask you to reply by February 15, as we need a quorum to hold the meeting as scheduled. Thank you for your time, and we hope to see you on March 3.
Kind regards,
Connor Murphy
Business Development Manager
2.
From: Toby Charles
Subject: Next week’s Meeting
Hi everyone, Thank you for attending our last meeting. We had some great feedback from everyone and it was a very productive session. To help us build on this we’re keen to get together again next week to look at how we can work towards our objectives for the next year. We have compiled a list of ideas that I would like to discuss with you all at the meeting.
To make sure we cover everything in the time available, please make sure you have read it over before next Wednesday, when we will discuss these points in more detail.
We will meet at my office at 2 p.m. sharp. As always, please feel free to bring anyone else along who you think would be interested in the topic we are discussing.
Best regards,
Toby Charles
Director of Operations
3.
From: Rachel Alvares
Subject: Meeting with Mr. Hales, 4pm on Tuesday 10th of December at my office, 2nd Floor 14-15 Park Place London EC1R 2DP
Dear Mr. Hales, On the recommendation of your headhunter, I would like to arrange an interview to offer you the position of Senior Sales Manager at my company. We are looking for a candidate who has strong business acumen and who can do well in both sales and management. What we are seeking is someone who:
• Has 5+ years’ experience as a sales manager in a B2B environment
• Has a proven track record of stable progression and success in their previous positions
• Is an intelligent problem-solver with good communication skills
• Possesses strong management skills and is a good team player.
I am available on Tuesday at 4pm to conduct the interview. You will find the details for my office below. I look forward to meeting you.
Best regards,
Rachel Alvares
Director of Sales
4.
From: Andrew Davis
Subject: Meeting with Mr Rimmer, Tuesday 12th January at 4pm
Dear Mr Rimmer, I’m sorry I haven’t been in touch sooner. Since you left, I have taken on a number of new clients and I need to meet with you again to get your thoughts on them.
However, because of my schedule, I must put this interview back to Tuesday 12th January at 4pm.
It will be during my lunch break so we should be able to manage the time accordingly. It would help if you could let me know if you can make it that day between 1-3 pm. Please send me a text or call me on 0773 655 5678 if you would like to rearrange the time. Looking forward to meeting you soon.
Best regards,
Andrew Davis
(Director)
5.
From: Tom Thompson
Subject: Brief meeting with Michael Taylor this Friday 7th November at 4pm.
Apologies for the short notice. Please confirm if you can make it by Thursday 5th at 3pm latest.
Thanks!
6.
From: James C. Mason
Subject: Next meeting with Ms Lockwood, 17th January at 4pm Dear Ms Lockwood,
I am writing to invite you to attend the next meeting of our board. The meeting will take place on 17th January, at 4pm. I understand that your schedule is very busy at present, so we would appreciate most of the time available.
I would like to arrange the meeting with you by 11th January, so that we can get through a lot of topics in one go.
Please let me know if you are able to make it by 11th January at the latest. If not, please let me know my alternative arrangements for between 1-4 pm on 17th January.
Thank you!
Best regards,
James C Mason
7.
From: Rachel Alvares
Subject: Next meeting with Mr Taylor, 17th January at 6pm
Dear Mr Taylor, We will give a short presentation and then open it up to questions. We have included an agenda on the document attached to this email. We’re looking forward to seeing you at our next meeting next Wednesday, 17th January at 6pm.
For the meeting to be conducted, here are few details you might know:
Hotel – W Hotel, 9 June Street Date: 17th January Time: 6pm-8pm
The meeting will take place on the second floor of the hotel.
If you have any further questions, please feel free to contact me on 0117 324 4000.
Best regards,
Rachel Alvares,
Director of Sales & Marketing Sales Books
Conclusion
We hope these samples will give you the inspiration to create your own effective meeting invitations. The samples are designed to highlight exactly how the meeting invitation is supposed to be and what tone it should take; this will help you get the right feel during your next meeting and make it a success.
When you’re creating your own sample invitation, start with the overall feel of it and then build on from there. Remember that the feel can be set by addressing them by their last name, title or even first name only, but always keep a formal approach in mind as this will make them aware of their importance and make them more likely to attend your meeting.
