Business meetings are an integral part of today’s workflows that help employees, both in-house and remote, empower collaboration, generate ideas, and stay connected. However, organizing a group conference requires thorough preparation and answering the following essential questions, who will take part as where and when discussion is taking place. It is also necessary to find a convenient way to bring everyone together, notifying each participant about the upcoming event. Fortunately, meeting hosts can send invitations via emails.
How to create a meeting invitation email?
A meeting invitation brings participants the subject, time and place. Such notifications are usually sent out at least two days in advance, so that speakers have enough time to prepare for the discussion. Before delving into the contents of an email body, it should be noted that the sender can have a significant impact on whether it gets read or not.
According to SuperOffice research, more than 45% of recipients decide to open an email depending on who sent it. That’s why your email address should contain information about your position and field of activity. For example, if you are engaged in sales, then be sure to specify this as “salesdepartment@”, “sales@” or just use the company name.
When it comes to text of your email, here are 4 tips for successful invitation writing:
Step 1. Specify the subject
As practice has shown, one of the main criteria for opening emails by recipients is how accurately the subject of the letter is formulated. It is necessary to briefly describe the topic of the meeting and the format of event to which the person is being invited.
For example, the subject of your email may look like this:
- “Introductory webinar for new employees”
- “Project starts next Monday”
- “Ideas for improving banners”
Please note that smartphone screens display a limited number of characters, so try to keep your email subject line to no more than 41 characters or 7 words.
Step 2. Make a quick introduction
If you are hosting a group meeting with new teammates or planning to talk to potential partners, include a brief introduction in the email. Tell the most important things in 2-3 sentences without overloading the recipient with unnecessary information. As a rule, it is enough to say hello, state your name and field of activity:
“Good morning! This is Michael, sales manager”
Step 3. Describe the subject matter
Before writing a meeting invitation email, think carefully about how you will describe the agenda. Participants should understand what the negotiations will be about and what information they should study in advance. Just a few words can make participants’ perception of the upcoming event more positive, even if the agenda is not pleasant:
“I would like to discuss the prospects of our project”
Step 4. Specify the time and date
Specifying date and time of the meeting is must have. If you don’t provide this information in the email, your teammates may be confused, which could disrupt the event. Additionally, ensure that you added an invitation link:
“The webinar will begin on March 5th at 6:00 p.m.
Please, follow the link below to join the meeting!”
Besides, some video conferencing solutions automatically send out meeting invitations to participants via email. For example, this feature is built into Zoom, Google Meet and TrueConf software, which greatly facilitates informing members about the upcoming meeting.
3 meeting invite templates
Here are three email invitation templates for the most common types of meetings.
For one-on-one meeting
There are many reasons why a one-on-one meeting may be necessary. The most common is that a manager wants to discuss sensitive information or get feedback about projects with a subordinate in person. In this case, don’t forget to specify the purpose of the discussion to avoid an unnerving situation.
Hi [Name],
Just a kind reminder that our meeting concerning [subject] is this week on [date] at [time]. I’d like to hear your thoughts, and please prepare all the analytics on your tasks for the previous quarter so we can summarize your results.
See you!
[Signature].
For presentation
Whether you’re introducing a new product feature, discussing market trends, or just want to give an update on your progress, presentations can be a great way to engage and inform your audience. To make the event run smoothly, state the topic of your presentation, its key points, and the approximate duration of the meeting.
Hi [Names],I’d love to share the presentation concerning [topic] with you. Welcome to a conference on [day] at [time]. The approximate time limit is 30 minutes.
Here’s a quick look at the agenda:
[Point 1]
[Point 2]
[Point 3]
See you!
[Signature]..
Quick note: It helps if your communications platform integrates with your email and calendar tool. For example, TrueConf integrates with Outlook to automatically generate a video conference link when you create a meeting invite.
Add TrueConf video conferences to any events in your Outlook calendar
For team meeting
To ensure that everyone in your team is prepared for the meeting, it’s important to include the agenda and key points of discussion in the body of the invitation.
Hi team,It’s that time again!
This meeting will focus on discussing [subject]. Bring any questions you have and the latest updates, and be ready to consider the following cases:
[Case 1]
[Case 2]
See you then,
[Signature]
Level up your meetings with TrueConf
TrueConf self-hosted video conferencing solution provides unlimited communication in 4K Ultra HD and can automatically send meeting invitations to all participants by email. Such a letter contains an invitation join link, but also a brief description of the upcoming online event. With TrueConf, you can also send emails with information about missed calls and conferences.
Besides, the solution provides integration with Outlook, which is very convenient for users of the Microsoft ecosystem. Thanks to the add-in, you can schedule online meetings directly from a calendar event in one click.
