8 Effective Meeting Invitation Email Templates (w/Prompts)

Meetings are integral to any business, whether regular check-ins with your manager or a project brainstorming session. However, no matter how many meetings each day, not everyone recognizes the importance of a well-thought-out meeting invitation email. 

An effective meeting invitation email can help ensure all meeting attendees are on the same page prior to the meeting, which will save everyone time in their busy work week and help you accomplish your meeting goals.

Before your next meeting, ensure your email invitation ticks all the right boxes.

Why a good meeting invite email is important

On average, office workers attend 62 meetings every month yet feel 37% of all meetings are unproductive. When people are invited to a meeting but don’t get an invitation, they won’t take the meeting seriously and may even forget to attend it. Therefore a meeting invite email is a must. 

When done correctly, everyone who receives your meeting invitation will know precisely when and where the meeting is taking place, what the purpose is, and what to prepare beforehand.

8 ready-to-use meeting invitation email templates

Ready to get started? Here are eight meeting invitation email templates for you to use.

Team meetings are common not only to ensure everyone is on the same page regarding goals and projects but also to build team morale. Many work teams have come to know each other well, and depending on the topic of the meeting, the tone of the meeting invite email can usually be more informal.

Regular check-ins are between an employee and their manager as a regularly scheduled time to see how the employee is doing, find out if they need any support, or discuss any issues that have come up.

Similar to regular check-ins, one-on-one meetings are usually between employees and managers but can also be between any two people who need to discuss important and sensitive information. 

In either case, this meeting invite email's tone should be formal and clear on what the meeting is about.‍

Effortlessly schedule 1-on-1 meetings with Notta

Pick your times and let the person choose what works for them. Notta integrates with your Google calendar and eliminates the back-and-forth emails to find the perfect time.

Start for Free

Presentations are a necessity in the business world. These meetings are often geared to a broader audience and may consist of higher-level employees, so remember to introduce yourself and keep the invitation formal.

Since presentation meetings are often quite long, provide enough time and include a meeting agenda. If you have a report or presentation slides to send ahead of time, remember to attach them.

Regularly checking in with clients in the form of a meeting is an excellent way to foster the client relationship. It's important that this meeting is a good balance of being friendly but professional.

This interview meeting invitation sample is ideal for HR professionals and hiring managers looking to efficiently schedule and communicate interview details with candidates.

This email sample is designed for corporate settings, making it ideal for scheduling meetings with shareholders, department heads, and other key decision-makers.

Perfect for less formal discussions with familiar attendees, such as team members or close colleagues. It maintains a friendly and approachable tone while ensuring that all essential details are communicated.

3 useful email prompts for meeting invite

In the age of AI, using AI and the right prompts to write meeting invitation emails and messages ensures clarity, professionalism, and engagement. This approach saves time and enhances personalization, leading to more effective and impactful communication. Here are three email prompts you can use.

Prompt: "Compose a concise and professional email to schedule a meeting. The email should include the following specifications:

* Start with an opening that requests scheduling a meeting or call

* Include the necessary details such as date, time, and duration

* Specify the preferred communication method (e.g. email, phone, video conference)

* Provide an example of a specific meeting or call type (e.g. project update, sales call)

* Keep the tone professional and formal

Please provide a sample email invitation that achieves these goals."

Prompt: "Create a compelling and concise email invitation for a webinar or event, including:

* A clear and attention-grabbing subject line

* A brief summary of the event topic and objectives

* A call-to-action (CTA) to register for the event

* A mention of any notable speakers or presenters

* A description of what attendees can expect to learn or gain from the event

* Any relevant registration deadlines or details

* A professional and polite tone, suitable for a business or industry audience

Please provide a sample email invitation that achieves these goals."

Prompt: "Craft an exclusive invitation email, tailored to a specific audience, to promote a high-end event or experience. The email should convey a sense of urgency and scarcity, while maintaining a tone of sophistication and exclusivity. Please provide a sample email template, including a compelling subject line, a brief introduction, and a clear call-to-action. The email should be approximately 150-200 words in length and be suitable for sending to a list of esteemed individuals."

How to write a complete meeting invite email?

To consider your meeting invitation email complete, it should include the following.

1. Create a concise subject line

The average office employee receives between 100 to 120 emails a day. With such a high volume of incoming emails, it makes sense that 47% of email recipients open emails based on the subject line alone. That's why the subject line of your online meeting invite email is one of the most important factors; it should be concise and to the point and convey one clear message.

Some facts about the subject line:

1) A subject line that creates a sense of urgency or importance can give a 22% higher open rate.

2) Subject lines with seven words or less are more likely to be opened.

3) Who the email is from dramatically affects how quickly the recipient will open and respond to the meeting request.

For example:

• Important: Project brainstorming session on Tuesday

• Don't forget - mandatory town hall next week

• Welcome our new CEO

2. Start with a quick introduction

Most of the time, meetings will be with people you work with regularly and already know, but that's not always the case. 

When scheduling a meeting with someone you haven't yet met or may not be expecting your email, it's a good idea to do a quick introduction on who you are, what your role is in the company, and why you're reaching out to them. For example, you might write, "Hi, my name is [first and last name], and I work in the [department]. Jane Doe from IT suggested I reach out to you to set up a meeting."

3. Describe the purpose of the meeting

Not knowing the purpose of a meeting is not only frustrating and stressful for those invited but also ends up wasting everyone’s time. 

A clear, specific explanation of the meeting's purpose will help the recipient understand and prepare ahead of time. This section doesn’t need to be very long and can be just a sentence or two.‍

4. Include the exact time and location

Finding a meeting time when everyone is available can be tricky, therefore it's a good idea to be flexible and offer meeting attendees a few different options. As the meeting host, you are responsible for confirming the meeting time and location.

• When is the meeting?

To eliminate any confusion, make sure to include the exact time of the meeting (specify the time zone if any employees work in different parts of the world to avoid confusion). Also, give an estimated length of the meeting as some attendees may have back-to-back meetings.‍

• Where will it take place?

Specify whether the meeting will be in person, over the phone, or on a video call. 

If the meeting is in person, do provide a clear address and meeting room number; If the meeting is online, don't forget to include the meeting link with instructions on how to access the meeting. 

Pro tip: Use a free meeting scheduler to make the scheduling process easier. Such tools allow you to input meeting details and share your availability with a link, so others can pick a time that suits both, cutting out the back-and-forth emails.

5. Share a meeting agenda

Too often, people skip this step and waste far too much time conversing off-topic. A meeting agenda helps keep everyone aligned, lets attendees know what to expect, and also helps invitees decide whether they should attend the conference or not.

When creating an agenda, be sure to include the list of topics to be discussed, and any relevant materials or background information. Share the agenda with all attendees prior to the meeting, ideally at least 24 hours in advance, so they have adequate time to prepare.

6. Request an RSVP

Finally, ask your email recipient to RSVP for the meeting by a specific date to ensure they got your invitation and are available to attend. Therefore, if you haven't received their RSVP by that time, you can do a quick follow-up to find out why. 

Last but not least, end your meeting request with a signature to show your professionalism, which could include your full name, position, company name, and logo.

Read next: How to send a meeting invitation in Outlook?

The ground rules to write a meeting invitation

Now that you know the basic structure of a meeting invitation letter, here are a few tips for even better success. It’s not just what you say that matters, but how you say it.

Tip 1: Keep it short and to the point

We live in a fast-paced, busy world. So any emails you send should be concise. Yes, you should include the critical information mentioned above, but eliminate filler words; bullet points are an excellent way to share only necessary information without any fluff.

Tip 2: Consider your audience

When crafting a meeting invitation, ensure your tone matches the audience. 

For example, when setting up a meeting with your manager, anyone higher up in the company, or someone outside of the company, the tone of your email should always be formal. However, if you send a meeting invite email to a colleague you're close with, the tone can be more informal and friendly. ‍

Tip 3: Proofread before sending

Before you hit send, read over your email to ensure everything is correct, and there are no grammar or spelling mistakes (especially with names).

You’ll also want to make sure that any meeting links attached work and that you have the correct email for everyone you are inviting to attend your meeting.

Better invitations for better meetings

Creating a successful meeting invitation email might seem daunting at first, but with the right steps and templates, you'll find it easier than you initially expected. Over time, knowing what to write and how to write will come to you with ease and expertise.  

Awesome! You've got your invites ready, and now it's time to kick off some fantastic meetings.