Planning a meeting

The Importance of Crafting the Perfect Meeting Invitation

Know how to send the perfect meeting invitation that will help you get the most out of your meetings. Discover how to structure your invitation, set clear goals, and get the most out of your meetings.

Meetings are an essential part of any business, and crafting the perfect meeting invitation is crucial for ensuring that your meeting is productive, efficient, and well-attended. In this article, we'll discuss the key elements that go into creating the perfect meeting invitation, and provide tips for ensuring that your invitation is as effective as possible.

The Basics of Meeting Invitations

The first step in creating an effective meeting invitation is to understand the basics of what makes a good invitation. This includes things like the tone, language, and format of the invitation, as well as the information that should be included.

A quick word on the tone

When it comes to the tone of your invitation, it's important to be formal and professional. 

This means using formal language and relevant jargon. In other words, avoid being too casual and using informal language like “Hey there,” “Free Thursday?” or even “Let’s meet! I’ll bring the coffee.”

The reason using formal language and tone is the better choice for a meeting invitation is that it shows respect not just for the recipient, but also for the meeting itself. It conveys that this is a professional matter, and not just a casual get together amongst friends. Furthermore, the tone and language you use establishes credibility and demonstrates you’re organized, competent and serious about the meeting agenda. Finally, it sets the expectation that attendees should also show up prepared to work, not play.

Formatting your invitation

The format of the invitation should also be professional, with a clear and easy-to-read layout.

In terms of the information that should be included in the invitation, it's important to include the following:

  • An introduction of the host(s) of the meeting
    • This might not be necessary depending on who will be in your meeting. However, in many cases, the host will be unknown to the attendees. For example, if it’s a meeting to introduce a new CEO or a department that doesn’t normally liaise with a group of people, it’s best to introduce the host(s).
    • Keep the intro brief. For example, “Hello, my name is John Taylor, the Human Resources manager, and I along with my assistant Tanya Smith are sharing a presentation on…”
  • The date and time of the meeting
    • It’s a good idea to include the time zone as well regardless of whether the meeting is in-person or virtual.
    • This is especially important for out of town attendees/remote workers in a location outside of your office’s time zone.
  • The location of the meeting
    • If this is an in-person meeting, include an address along with a building number and/or room number where applicable. It’s also courteous to include parking information, and simplified driving directions
    • What if it will be a remote meeting? In this case, you should include a link to your virtual meeting room. It may also be beneficial to include instructions on how to connect to the meeting room.
  • The purpose of the meeting
    • Keep this section of your invitation short and sweet. If you need to include a significant amount of information for the purpose, link out to it rather than writing it all out in the email
  • Any relevant agenda or materials that will be discussed during the meeting
    • Again, this is a great time to use a link to a Google Doc or Microsoft Doc rather than typing out all of the details because the invitation should focus on the highlights of Who, What, Where, When, Why, and How.
  • Any special instructions or requirements for the meeting
    • This is the section for details such as dress code or equipment needed.

Crafting an Effective Subject Line

The subject line of your meeting invitation is one of the most important elements of the invitation, as it is the first thing that people will see when they receive the invitation. An effective subject line should be clear, concise, and attention-grabbing. It should also include the most important information about the meeting, such as the date, time, and location.

Some examples of effective subject lines include:

  • "Important Meeting: Discussing Q1 Sales Results"
  • "Team Meeting: Reviewing Project Proposals"
  • "All Hands Meeting: Announcing New Company Strategy"
  • “Attendance Required: State of the Company”

Personalizing the Invitation

Personalizing the invitation is another key element of creating an effective meeting invitation. This means including the names of the attendees in the invitation, as well as any relevant information about the meeting that is specific to them.

For example, if you are inviting a team of salespeople to a meeting, you might include information about the sales targets for the quarter, or the sales performance of each individual team member. This will help to ensure that the attendees are more engaged and invested in the meeting, as they will feel that the meeting is relevant and important to them.



Sample Meeting Invitations

To help inspire you, here are a couple of sample meeting invitations you can use for your next company meeting:

Example 1

Subject: Invitation to the Quarterly Company Meeting

Dear [Name of recipient],

I hope this email finds you in good spirits and high energy. I am writing to extend a formal invitation for you to attend our quarterly company meeting, which will be held on [Date and Time].

The purpose of this meeting is to review the progress we have made over the past quarter, discuss our plans for the future, and provide an opportunity for open communication and collaboration. Our aim is to ensure that everyone is on the same page, aligned with our goals and objectives, and equipped with the necessary information to perform their role effectively.

The meeting will be held at [Location], and we have scheduled [duration of meeting]. Light refreshments will be provided.

Please confirm your attendance by replying to this email no later than [RSVP date]. If you have any questions or concerns, please do not hesitate to contact me.

I look forward to seeing you at the meeting and working together to achieve our shared goals.

Best regards,

[Your Name]

[Your Title]

Example 2

Subject: Virtual Meeting with the New CEO

Dear [Name of recipient],

I hope this email finds you well. I am excited to announce that our new CEO, [Name of CEO], will be joining us for a virtual meeting to introduce themselves and share their vision for the company.

The meeting will take place on [Date and Time] and will be held online via [Video Conferencing Platform]. The agenda for the meeting includes a welcome and introduction from [Name of CEO], a Q&A session, and an opportunity for open discussion.

As a remote organization, it is essential for us to have regular virtual gatherings to stay connected and informed. This meeting is a great opportunity for you to meet our new CEO and learn more about their plans for the future of the company.

Please RSVP by [RSVP date] to confirm your attendance. The link to join the meeting will be sent to you in a separate email closer to the date.

I look forward to seeing you all at the meeting and hope to have a productive discussion about what’s next for [Company Name].

Best regards,

[Your Name]

[Your Title]

Example 3

Subject: Important Meeting: Company Restructuring and New Year Planning

Dear [Name of recipient],

I hope [Year Number] has been treating you well so far. I am writing to invite you to an important company meeting to discuss our restructuring efforts and plans for the new year.

The meeting will be held on [Date and Time] and will take place at [Location/Online via Video Conferencing Platform]. The purpose of this meeting is to review our current organizational structure, discuss potential changes and new roles, and gather ideas for the future growth of the company.

Your attendance and participation are crucial as we aim to make informed decisions that will benefit the company and our employees. We value your insights and feedback, and we believe that together, we can create a bright future for our organization.

Please RSVP by [RSVP date] to confirm your attendance. If you have any questions or concerns, please don't hesitate to reach out.

I look forward to seeing you all at the meeting.

All the best,

[Your Name]

[Your Title]

Email Reminder Invitations At Least 24 Hours Prior

If your meeting is several days or even weeks away, you’ll want to send additional correspondence to your attendees reminding them of the date, time and location. There are several reasons to do this:

  • People in your organization are incredibly busy and may have forgotten about it.
  • If you’re using the right meeting software, the meeting should already be on the calendar of your attendees, but if you’re not, there’s a chance it never made it onto the calendar in the first place.
  • Reminds team members to review relevant materials promoting preparation for the event.
  • Holds team members accountable to attend.
  • Helps avoid last minute scheduling conflicts.

In your reminder, be sure to add the location details, purpose of the meeting, and links to relevant documents.

What to Do After the Meeting Concludes

It's important to follow up with the attendees after the meeting has concluded. Sending a thank-you note or email, as well as providing any materials or information that was discussed during the meeting helps ensure attendees feel valued and appreciated. This will also improve the likelihood of attending future meetings.

Overall, crafting the perfect meeting invitation is crucial for ensuring that your meeting is productive, efficient, and well-attended. By understanding the key elements of an effective invitation, personalizing the invitation, reminding your attendees, and following up with them after the event, you are much more likely to have a successful meeting.

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