How to Write Effective Meeting Invitation Emails (+ 5 Templates)

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.

How to Structure 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.

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.

5 Ready-to-use Meeting Invitation Email Templates

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

The Team Meeting

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.

Hi team, 

First of all, thank you for your hard work this last while. I appreciate it!

Our next team meeting is on [day, time, and location/platform], where we will be discussing [meeting topic]. As per usual, we'll have [amount of time] to go over everything, so please come prepared to talk about:

• Talking Point

• Action Item

• Meeting Goal

I have attached a meeting agenda and supporting documents. Please review these before our meeting.

I look forward to seeing you all!

Thanks, 

[Signature]‍

The Regular Check-in

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. 

Hello [participant name], 

Hope your week is going well. 

As a reminder, we have our regular check-in coming up on [day, time, and location/platform]. So please bring any questions or concerns you may have and how I can best support you. 

See you then!

Sincerely, 

[Signature]

The One-on-one Meeting

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.‍

Hello [participant name],‍

Hope everything is going well.

I would like to connect with you to discuss [topic]. Do you have time available later this week for a meeting? It should take [set amount of time]; I am available [selection of dates and times]. 

Please bring with you [names of supporting documents] so we can review and discuss. It is important that we accomplish [goal] in this meeting.

Let me know when you're available, and I will send the calendar invite.

Thank you, 

[Signature]

The Presentation Meeting

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.

Hello, 

My name is [insert first and last name] on the [insert department/team name]. I will be presenting [topic] on [day, time, and location/platform]. The purpose of this presentation is [goal]. Here is a quick look at the meeting schedule and what we will be covering:

• [Time]: Talking Point 1

• [Time]: Talking Point 2

• [Time]: Talking Point 3

I have attached my report and the presentation slides for you to review ahead of time if you wish.

Please let me know if you have any questions or concerns regarding the presentation. 

Thank you, 

[Signature]

The Client Catch-up

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. 

Hi [client name],

How are you? 

It's been about [amount of time] since we last connected. I would love to chat and let you know about some of the changes at [name of company] and discuss how I can help you with [service or product] going forward.

I am available [selection of days and times] and would be happy to meet with you at our office, over the phone, or via video. Let me know what works for you or if there is a better time that fits your schedule.

I look forward to hearing from you.

Thank you, 

[Signature]

Create Successful Meeting Invitation Emails 

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.