How to Create Meeting Invitation Email: Tips & Templates

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. Finding a convenient method of bringing everyone together and informing each participant of the upcoming event is also necessary.

In the fast-paced world of business communications, it’s crucial to ensure that every piece of content we share is impactful and professionally crafted. Utilizing a content marketing agency can significantly enhance the quality and effectiveness of our communications, helping to maintain a consistent and professional brand voice across all platforms.

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.

According to SuperOffice research, more than 45% of recipients decide to open an email depending on who sent it. This is not just for cold emails but for warm messages as well. That’s why your professional email domain 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 e-mail domain name.

To get the most from your email, make sure that you use each of its features, including the signature field. The email signature is not only for basic information. Whether you’re using email softwares or individual accounts, you can use an email signature generator to help you get the most out of your email communication by adding important links, surveys, promotions, and an overall different call to actions.

When it comes to the 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 or professional email subject line is formulated.

Your writing will play a major role in your open rate, so make sure to have a compelling subject line for your cold email.

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. To create a catchy email subject line within this limit, focus on using concise, attention-grabbing language.

Step 2. Make a quick introduction

If you are hosting a group meeting with new teammates or planning to talk to potential partners, it’s important to properly know how to introduce yourself in an 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”

Videos are great for internal communication as well as making external introductions, and to really grab the recipient’s attention, you may even consider using a video. This can help to engage potential attendees and make them more interested in joining. To ensure your emails reach the right audience and maintain trust, you can use a DKIM generator to authenticate your emails and prevent them from being marked as spam.

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 as in email marketing for nonprofits, where each word needs to drive action, your meeting agenda should be purposeful and engaging. 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, you can add the meeting link to your signature:

“The webinar will begin on March 5th at 6:00 p.m.
Please, follow the link below to join the meeting!”

Alternatively, you can also make a QR code that directs users to your meeting link and add that to your signature. 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.

Step 5: Secure Email Delivery with Address Verification

Ensure that the email addresses you’re using are accurate and up to date. Additionally, using a professional email ensures that your correspondence appears legitimate.

3 meeting invite templates

From boosting engagement to simplifying organization, you need email marketing templates to cater to various meeting types, be it virtual, in-person, or hybrid. For promotional events or announcements, consider using a poster creator app to create visually compelling posters and announcements that you can use in your emails to grab attention and convey your message effectively.

When sending email invitations, there are different types of messages, and you need the right type of content for each for that. To ensure your email content is optimized for maximum impact, consider leveraging the expertise of SEO or copywriter services, which can provide tailored solutions without revealing third-party involvement. For a formal business meeting, it’s crucial to create a concise and professional email that includes clear event details and expectations.

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.

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.

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. 

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.