Examples of a Good Invitation Letter for an Important Business Meeting - NEWOLDSTAMP (2023)

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

1. Invitation letter structure
2. Valuable tips
3. Examples of invitation letter for a business meeting
4. Templates of invitation letter for a business meeting

Useful tools:
1. Newoldstamp - Email signature marketing
2. Sender - Email marketing platform (features: automation, newsletter design-builder, and sending to subscribers)
3. Reply.io - Personal email outreach, calls, and tasks
4. Postcards by DesignModo-Drag & drop email template builder
5. GlockApps - To improve your email inbox placement
6. InVideo- For Making Video Invitations

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 meeting 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 timeor 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 a business invitation email for 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.

Opening

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.

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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 message in the 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 like in this meeting invite template.

Examples of a Good Invitation Letter for an Important Business Meeting - NEWOLDSTAMP (1)

Closing

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. Or a stylish CTA button with online meeting invitation message.

Click here to design an email signature to make your meeting invitation email more efficient.

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Examples of a Good Invitation Letter for an Important Business Meeting - NEWOLDSTAMP (2)

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. In rare cases, it is OK to complement a letter with a photo. You may improve an image with Lightroom presets for a specific mood if it will make the perception of the info delivered easier.

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.

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.

Proofread

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

Now, when you know how to write an invitation letter, check simple meeting invitation email sample.

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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. As you can see in official meeting invitation email sample below.

Examples of a Good Invitation Letter for an Important Business Meeting - NEWOLDSTAMP (4)
2. An invite for a job interview. Take a look at this meeting invitation email sample.

Examples of a Good Invitation Letter for an Important Business Meeting - NEWOLDSTAMP (5)
3. An example invite meeting email of a non-routine staff meeting. Here is an example a sample meeting invitation with agenda.

Examples of a Good Invitation Letter for an Important Business Meeting - NEWOLDSTAMP (6)

Invitation Letter for an Important Business Meeting Templates

How to write invitation letter in practice? You can check and choose one of these invitation letter sample 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.

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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],

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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].

FAQs

How do you invite people to a meeting important? ›

How to structure the meeting invite email
  1. Write a concise subject line.
  2. State the time and location.
  3. State a clear purpose.
  4. Share your meeting agenda.
  5. Ask attendees to RSVP.
  6. End with a professional signature and branding.
22 Mar 2022

How do you write a special invitation letter? ›

How to Write an Invitation Letter? (Steps & Format)
  1. Write the subject line (if you're sending emails) ...
  2. Add your letterhead. ...
  3. Mention the Sender's Address. ...
  4. Write the Date. ...
  5. Mention the Recipient's Address. ...
  6. Include the Salutation. ...
  7. Write the Main Body of the Letter. ...
  8. Include the closing and signature.
7 Dec 2020

What should be included in a meeting invite? ›

8 parts of an excellent meeting invitation email
  • Succinct Subject Line (required)
  • Personal Introduction.
  • Required Preparation.
  • Meeting Date and Time (required)
  • Location (required)
  • Meeting Purpose (required)
  • Agenda.
  • Invitee List.
25 Sept 2014

How do you write a professional email for a meeting? ›

How to write a meeting request email
  1. Start with an explanatory subject line. ...
  2. Use a professional salutation. ...
  3. Introduce yourself. ...
  4. State the purpose of the meeting. ...
  5. Suggest a possible date and time. ...
  6. Request for a reply. ...
  7. Proofread before sending. ...
  8. Follow up and remind.
6 Dec 2021

How do you write a notice for a meeting? ›

How to write a notice of meeting letter
  1. Create a header. Start by creating a header for the notice of meeting letter. ...
  2. Write meeting information. Below the header, write a brief paragraph that includes the meeting's information. ...
  3. List the agenda. ...
  4. Conclude the letter. ...
  5. Revise the letter.
3 Jan 2022

How do you formally invite people to an event? ›

Phrases to Invite Guests and Describe the Event
  1. We request the honor of your presence… ...
  2. We request the pleasure of your company…
  3. Together with our parents, we invite you…
  4. We ask you to be present with us at the ceremony uniting…
  5. We invite you to share with us a celebration of love…

How do I write an invitation? ›

Formal Invitation Letter – Guidelines and Tips

The purpose of invitation should be clear. The name of the honoree must be mentioned. The event date and time must be written in letters, do not use abbreviations. Venue Name and Venue's Full Address are important.

How do you send a meeting invite to a team? ›

Then you will be pleased to know that you can schedule a Teams meeting right within Outlook and you can invite them by using the Outlook calendar.
  1. Open Outlook.
  2. Open the Calendar in Outlook.
  3. Select the day and time for the meeting.
  4. Click on the New Teams Meeting button at the top of the ribbon.

What is an example of an invitation? ›

The definition of an invitation is a request for a person's attendance at an event. An example of an invitation is a printed card asking family and friends to come to the sender's wedding.

What is invitation letter and examples? ›

Invitation Letter: It is a letter written to invite people to a particular event. This can be written for a marriage, engagement, graduation ceremony, exhibition, annual day, etc. It can be a formal as well as an informal letter.

What is a formal invitation letter? ›

A formal invitation letter is written to ask a person or an organization to attend your event. The invitation can be for a wedding, graduation, exhibition, business events, and other occasions. The purpose of an invitation letter is to coordinate beforehand the number of guests attending the event.

How do you inform someone of a meeting? ›

How to schedule a meeting via email
  1. Have a clear and concise subject line.
  2. Compile your invite list.
  3. Start your email with a formal greeting.
  4. Introduce yourself to team members you haven't met.
  5. Discuss the purpose of the meeting.
  6. Offer multiple dates and time options.
  7. Ask your recipient to send an RSVP.
20 Apr 2022

What would be included in a clear outline format for an upcoming meeting? ›

What should be included in the meeting agenda?
  1. 1 Talking points. For each topic that will be discussed during the meeting, big or small, you must include a talking point on the agenda for it. ...
  2. 2 Comments and questions. ...
  3. 3 Action items. ...
  4. 4 Meeting minutes.
29 Nov 2021

What is a polite way to ask about the purpose of a meeting? ›

If you are in a situation where holding a meeting has been proposed, but the reason for the meeting is unclear, you can ask one of the following questions as a way to gently prompt everyone to clarify the goal: “What should be the focus of this meeting?” “What do we want to accomplish by holding this meeting?”

How do you email the CEO of a meeting? ›

Meeting to discuss issues

Dear John, I'm writing to request a meeting with you to address a few issues we've encountered during the Customer Retention project. If possible, I'd like to meet sometime this week or next week. Please let me know if you're available and which days and times work best for you.

How do you write a short notice for a meeting invitation? ›

I'm writing to invite you to a meeting on [day and date] at [time] to discuss [topic]. The meeting will take place at/on [location/videoconference platform] and will last about [number] hours. An agenda for the meeting is attached.

How do you inform a group of a meeting? ›

On behalf of our company [name], we're announcing that a meeting has been scheduled on [date] to discuss [topics]. We'll gather in [place] at [time]. The people listed below are requested to attend the event: [names].

How can you notify prospective participants about up coming meetings? ›

For an informal meeting, a telephone call or email message is usually all that is needed. For both formal and informal meetings, the purpose of giving notice is to allow the participants time to prepare and consider their contribution and response.

What is the sentence of invitation? ›

Invitation sentence example. They accepted the invitation and were drowned. My party invitation must have been lost in the mail. I got an invitation to the wedding too, you know.

How do you write a meeting request? ›

How to ask for a meeting via email
  1. Write a clear subject line.
  2. Use a salutation.
  3. Introduce yourself (if necessary)
  4. Explain why you want to meet.
  5. Be flexible about time and place.
  6. Request a reply or confirmation.
  7. Send a reminder.

How do you start an invitation message? ›

Write in a formal manner for formal events and use casual wording for casual events. Formal event invitations will typically use language such as “You are cordially invited to…” and “We request the pleasure of your company…”

How do you politely ask for a meeting? ›

How to write a meeting request email
  1. Start with an explanatory subject line. ...
  2. Use a professional salutation. ...
  3. Introduce yourself. ...
  4. State the purpose of the meeting. ...
  5. Suggest a possible date and time. ...
  6. Request for a reply. ...
  7. Proofread before sending. ...
  8. Follow up and remind.
6 Dec 2021

How do you politely ask to schedule a meeting? ›

I hope you're doing well. I'd like to schedule a meeting with you next week to discuss [purpose of the meeting]. I'm available [mention two to three available dates and times]. If any of the above times work for you, please let me know by [deadline].

How do you ask someone to meet your CEO? ›

How to Get a Meeting with the CEO
  1. Be bold; go straight to the top.
  2. Be clear; know what you're asking for. ...
  3. Be concise; don't waffle. ...
  4. Be complimentary; who doesn't like a compliment? ...
  5. Be determined; you might need to ask more than once.

How do you write a email to schedule a meeting with your boss? ›

Meeting to discuss issues

Dear John, I'm writing to request a meeting with you to address a few issues we've encountered during the Customer Retention project. If possible, I'd like to meet sometime this week or next week. Please let me know if you're available and which days and times work best for you.

How do you write a letter to your boss asking for a meeting? ›

I would like to request a meeting with you, as early as this week if possible, to discuss [Insert reason for the meeting]. I am aware of your busy schedule, so I will only take up [Time fram of the meeting] of your time. Thank you as always for your consideration.

What is an example of an invitation? ›

The definition of an invitation is a request for a person's attendance at an event. An example of an invitation is a printed card asking family and friends to come to the sender's wedding.

What is an example of a formal phrase for inviting someone? ›

Formal invitation wording often incorporates phrases such as: The honor of your presence is requested… [YOUR COMPANY] requests the pleasure of your company… You are cordially invited to…

What are the phrases used for inviting someone? ›

10 Ways to Invite Someone to Something
  • Do you want to...? The first way to invite someone to something is with the phrase "do you want to..." So "do you want to" plus some activity. ...
  • Are you free...? ...
  • Do you want to come to...? ...
  • Are you doing anything? ...
  • What are you up to? ...
  • Come... with me. ...
  • Why don't we...? ...
  • Wanna grab...?

What is a polite way to ask about the purpose of a meeting? ›

If you are in a situation where holding a meeting has been proposed, but the reason for the meeting is unclear, you can ask one of the following questions as a way to gently prompt everyone to clarify the goal: “What should be the focus of this meeting?” “What do we want to accomplish by holding this meeting?”

How do you title an email asking for a meeting? ›

You can use subject lines like “Request to set up a meeting,” “Please respond regarding the best meeting time” or “Claire Hollowell suggested we meet.”.

How do you politely ask someone to do something quickly email? ›

I apologize for the urgency, but could you please [do X, send me Y, complete Z] at your soonest possible convenience?” This politely worded question communicates the same level of urgency as “ASAP” but in a far more considerate way.

How do you schedule a team meeting? ›

You can schedule a Teams meeting from the Teams app, from Outlook for Mac, Windows, iOS, Android, or from Webmail. 1. From the Teams app, click on the Calendar icon on the left, then New Meeting > Schedule Meeting.

How do you ask for a meeting with a potential client? ›

How to Ask for a Meeting by Email
  1. Build rapport. Don't start the email with your ask. ...
  2. Keep it short. Don't include the history of your company or your time with the company in this email. ...
  3. Always include a close. Always have a goal for each time you communicate with your prospect.
2 Nov 2020

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