Examples of a Good Invitation Letter for an Important Business Meeting - NEWOLDSTAMP (2022)

Writing a good invitation letter can take up more timeif you don’t know where to start. We put together some tips and examples of invitation letters to help you along.

1. Invitation letter structure
2. Valuable tips
3. Examples of invitation letter for a business meeting
4. Templates of invitation letter for a business meeting

Useful tools:
1. Newoldstamp - Email signature marketing
2. Sender - Email marketing platform (features: automation, newsletter design-builder, and sending to subscribers)
3. Reply.io - Personal email outreach, calls, and tasks
4. Postcards by DesignModo-Drag & drop email template builder
5. GlockApps - To improve your email inbox placement
6. InVideo- For Making Video Invitations

Key Details

To get started, determine the following things:

Who? Who will be attending the meeting or event? Can participants invite others?

What & Why? What’s the purpose or reason for your meeting? There are different reasons for sending out meeting invitation emails: a weekly staff meeting, a performance interview between a boss and employee, or a sales pitch with a prospect.
Where? What’s an appropriate location? Do you need to book a specific place?
When? This can be a set timeor something to be discussed further on.

After deciding on these details, you can start with the format of the invitation letter.

How to write your invitation letter: a perfect structure

A good subject line

This is a very important factor to consider when writing a business invitation email for meeting. It will decide whether the recipient actually opens your email. Including the person’s first name in the subject is a very simple way to make your business invitation letters more likely to be opened.

Opening

Your opening lines are the first thing that person will see in the email. That's why these lines should grab attention and lead the reader to the next paragraph.

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Email opening sets the tone of voice and style of the whole invitation letter. You should consider your earlier relationships with the person. This will help you to understand if you should keep it strick and formal or you can be a bit more casual.

Reason for your business meeting

You want your business meeting partner to be prepared. Mention the reason or subject for your meeting. If you have an agenda, include it or send it as an attachment, but don’t overwhelm them with a detailed description. Instead, mention your discussion topics or program in bullet points.

Specify the time, date, location, and duration

To make sure your meeting partner will be in the right place at the right time, including the details of the meeting setting. If you don’t have a set plan, give your invitee options to choose from instead of asking “what works best” for them. This makes it easier for them to decide and will get you a faster response. If you are meeting your boss or someone else with a busy schedule, you can add a calendar option to let them pick a date. In this case, since you want to respect the person’s time, also consider to include an end time.

Request an RSVP

Have you ever sent out a meeting invitation message in the letter, expecting your meeting partner to show up, only to find out that person didn’t plan to attend? You can avoid this situation by adding an RSVP option to your email. To make it even easier for the recipient to reply, add confirmation buttons at the bottom of your email and collect your replies like in this meeting invite template.

Examples of a Good Invitation Letter for an Important Business Meeting - NEWOLDSTAMP (1)

Closing

Try replacing “Have a nice day”- type closing with a friendly request to encourage your reader to reply to your business invitation letters. Try adding a line like “looking forward to your reply” will get people to answer your meeting invitation letter even more likely.

If you have an email signature you probably have most of the work already done for your closing. But, consider using an email signature in a bit more profound way.

Yes, it can be a bit more than just simple text. Or a stylish CTA button with online meeting invitation message.

Click here to design an email signature to make your meeting invitation email more efficient.

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Examples of a Good Invitation Letter for an Important Business Meeting - NEWOLDSTAMP (2)

You can create an interactive email signature with a call-to-action button or banner with a request to accept your invitation. Moreover using well-designed email signatures can make your invitation letter more professional and personal. In rare cases, it is OK to complement a letter with a photo. You may improve an image with Lightroom presets for a specific mood if it will make the perception of the info delivered easier.

The best email signatures will have the following structure:

  • full name;
  • position;
  • company;
  • contact details;
  • social icons;
  • banner or call-to-action.

Valuable Tips for writing a Business Invitation Letter

Make it personal

Personalized messages have a higher opening and click rate. One very simple way to make your mass emails a little bit more personal is to use the addressee’s name in the subject line and opening. Keep the tone of the message friendly, yet professional.

Keep it short

Stick to the essentials in the introduction above and don’t include too much information. Shorter messages are easier to reply to and will get you an answer faster. Everything else can be discussed during the meeting.

Set reminders

Your meeting partner probably gets tons of invitations for business events. Set a friendly follow-up to remind them of the meeting. If you’re writing an invitation letter for an event, you can set a banner in your email signature to link to the details.

Proofread

Finally, make sure you included the right details, check the email addresses, and (for Pete's sake)spellcheck your message.

Now, when you know how to write an invitation letter, check simple meeting invitation email sample.

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Three Examples of an Invitation Letter for an Important Business Meeting

These are a couple of real examples of invitation letters. Depending on the meeting or event, you can adjust the tone and details.

1.An example of an invitation letter for a startup event. Since this email is sent out to startups, the tone is more informal. As you can see in official meeting invitation email sample below.

Examples of a Good Invitation Letter for an Important Business Meeting - NEWOLDSTAMP (4)
2. An invite for a job interview. Take a look at this meeting invitation email sample.

Examples of a Good Invitation Letter for an Important Business Meeting - NEWOLDSTAMP (5)
3. An example invite meeting email of a non-routine staff meeting. Here is an example a sample meeting invitation with agenda.

Examples of a Good Invitation Letter for an Important Business Meeting - NEWOLDSTAMP (6)

Invitation Letter for an Important Business Meeting Templates

How to write invitation letter in practice? You can check and choose one of these invitation letter sample from Template.net

1.Here’s a letter of invitation template for a monthly staff meeting. An email like this is usually informal, yet professional if you work in a big company.

Dear [employee’s name],

Hereby, I would like to inform you that our monthly staff meeting will be held on [date] in [place].

I have attached the agenda, but please feel free to add any items by replying to this email at least a day before our meeting.

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Make sure to be prepared and updated on your departments' subjects. Should you not be able to join this meeting, please let us know and be sure to delegate important updates on your department to your colleague.

Best regards,

2. An example of invitation letter for meeting a potential client or sales pitch.

Dear [name of potential client]

My name is […] and I am the [position] at [company name], which is [describe company activities].

I believe we can help you with [specific problem] and would appreciate the opportunity to meet at your office to talk about [what you’re selling]. For your convenience, I added a few suggestions for a date and time.

Looking forward to discussing what we can do for each other in more detail.

Kind regards,

[Your name]

3. A sample of an invitation letter for a request for a performance interview.

Dear [your boss’ name],

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For the past [time], I have found great pleasure working at [company name].

To be able to perform better and to better reach my personal career goals, I would like to request an [annual/bi-annual] performance interview.
Also, I would appreciate if you could rate and report on my performance for the past [time] and to discuss this with me in a personal meeting. I would like to suggest [options for time and place].

Please let me know if this works for you and I will book [meeting room/place].

FAQs

What should a business meeting invitation say? ›

I'm writing to invite you to a meeting on [day and date] at [time] to discuss [topic]. The meeting will take place at/on [location/videoconference platform] and will last about [number] hours. An agenda for the meeting is attached.

How do you write a good meeting invitation? ›

How to structure the meeting invite email
  1. Write a concise subject line.
  2. State the time and location.
  3. State a clear purpose.
  4. Share your meeting agenda.
  5. Ask attendees to RSVP.
  6. End with a professional signature and branding.
22 Mar 2022

How do you write an invitation letter to an important person? ›

Steps to Write a Formal Invitation Letter
  1. Write the subject line. ...
  2. Add your letterhead. ...
  3. Mention the Sender's Address. ...
  4. Write the Date. ...
  5. Mention the Recipient's Address. ...
  6. Include the Salutation. ...
  7. Write the Main Body of the Letter. ...
  8. Include the closing and signature.

How do you write a short invitation letter? ›

How to Write an Invitation Letter? (Steps & Format)
  1. Write the subject line (if you're sending emails) ...
  2. Add your letterhead. ...
  3. Mention the Sender's Address. ...
  4. Write the Date. ...
  5. Mention the Recipient's Address. ...
  6. Include the Salutation. ...
  7. Write the Main Body of the Letter. ...
  8. Include the closing and signature.
7 Dec 2020

What do you say in a meeting invite? ›

8 parts of an excellent meeting invitation email
  1. Succinct Subject Line (required)
  2. Personal Introduction.
  3. Required Preparation.
  4. Meeting Date and Time (required)
  5. Location (required)
  6. Meeting Purpose (required)
  7. Agenda.
  8. Invitee List.
25 Sept 2014

How do you ask for a professional meeting? ›

I am writing to schedule a meeting to [write what the purpose of your meeting is]. If the time works for you, I would like to meet at [time] on [date] at [place]. Please confirm whether that works for you or if another time and place is better. I look forward to our meeting.

How do you politely ask for a meeting? ›

Asking politely for a meeting
  1. I would be grateful if we could meet at your earliest convenience.
  2. I would be grateful if you could arrange/set up a meeting at your earliest convenience.
  3. I don't suppose you could arrange a meeting, could you?
18 Dec 2020

How do you write a professional email for a meeting? ›

How to write a meeting request email
  1. Start with an explanatory subject line. ...
  2. Use a professional salutation. ...
  3. Introduce yourself. ...
  4. State the purpose of the meeting. ...
  5. Suggest a possible date and time. ...
  6. Request for a reply. ...
  7. Proofread before sending. ...
  8. Follow up and remind.
6 Dec 2021

How do I invite people to a team meeting? ›

You'll need their full email address to invite them.
  1. Go to where it says Add required attendees. If anyone is an optional attendee, select Optional instead.
  2. Type the person's full email address (ex: Joe@example.com).
  3. Select Invite. They'll receive an email with a link to the meeting.

How do you formally invite people to an event? ›

Phrases to Invite Guests and Describe the Event
  1. We request the honor of your presence… ...
  2. We request the pleasure of your company…
  3. Together with our parents, we invite you…
  4. We ask you to be present with us at the ceremony uniting…
  5. We invite you to share with us a celebration of love…

How do you end an invitation letter? ›

Thanks for your extremely helpful attention to this matter. Thanks again for your attention, consideration, and time. We look forward to hearing from you. It's always a pleasure doing business with you.

What is an example of invitation? ›

The definition of an invitation is a request for a person's attendance at an event. An example of an invitation is a printed card asking family and friends to come to the sender's wedding.

How do you write a participation letter for an event? ›

I am writing to you because I would like to formally invite you to come and participate in a sports day (Type of event). The school has organized a whole day where every student in the school will have the day out of lessons and to participate in any type of sports that they want. (Explain all about arrangements).

What is the format of formal invitation? ›

Features of a Formal invitation are as follows-

The invitation should be written in third person and not in first or second person. Simple present tense is used. A polite and courteous tone should be used. It is a single sentence presentation.

What is a formal invitation letter? ›

A formal invitation letter follows the general format of a formal letter. The letter should mention all the necessary details about the event in the letter. You have to keep it formal and professional when you write a formal invitation letter. Also, remember to keep it clear and precise.

What is informal invitation? ›

An informal invitation is an invitation that follows a dignified form, tone, or style consistent with an established norm, custom, or value. ( Websters, 2012). – An invitation to a wedding – A graduation ceremony.

How do you write a letter to your boss asking for a meeting? ›

I would like to request a meeting with you, as early as this week if possible, to discuss [Insert reason for the meeting]. I am aware of your busy schedule, so I will only take up [Time fram of the meeting] of your time. Thank you as always for your consideration.

How do you ask for a meeting with a potential client? ›

How to Ask for a Meeting by Email
  1. Build rapport. Don't start the email with your ask. ...
  2. Keep it short. Don't include the history of your company or your time with the company in this email. ...
  3. Always include a close. Always have a goal for each time you communicate with your prospect.
2 Nov 2020

How do you ask someone to do something politely examples? ›

Here are some better phrases to make polite requests in English:
  1. “Do you mind…?.”
  2. “Would you mind…?
  3. “Could I…?”
  4. “Would it be ok if…?”
  5. “Would it be possible…?”
  6. “Would you be willing to…?”

How do you propose a time slot for a meeting in an email? ›

I'd like to schedule a meeting with you next week to discuss [purpose of the meeting]. I'm available [mention two to three available dates and times]. If any of the above times work for you, please let me know by [deadline].

How do you schedule a team meeting? ›

Schedule and join a meeting
  1. Go to Teams > Calendar.
  2. Select + New meeting.
  3. Give your meeting a title. Decide on a date and time. ...
  4. Type in names of individual attendees, or select Add channel to select a class team channel to meet in. ...
  5. Take a moment to review your meeting details.

How do you add an outside team to an organization? ›

Add a guest to your team
  1. Select Teams. and go to the team in your team list.
  2. Select More options. > Add member.
  3. Enter the guest's email address. Anyone with a business or consumer email account, such as Outlook, Gmail, or others, can join your team as a guest. ...
  4. Add your guest's name. ...
  5. Select Add.

What do I say on an invitation? ›

Basic Information for All Invitations

You'll want to let your guests know the purpose of the event (if there is one), the time (start and end), the place, special instructions (for example, costume party), and style (formal or casual). You should also ask your guests to RSVP so you are better able to plan.

How do you invite someone to something? ›

Invite Someone to Something in English - YouTube

How do you invite someone to a cordially event? ›

The first line needs to Request your friends to come to a specific kind of event. Typical phrases are “You're Invited” “Please come”, or “You Are Cordially Invited”. Next you need to inform your potential guests what kind of event you are hosting.

What is a good closing sentence for a business letter? ›

Close your letter with one meaningful sentence

Thanks for your consideration; please let me know if you have any questions. My deadline is Friday, so I hope to get your perspective on this matter soon. Your guidance has been invaluable, and I hope to work with you again soon.

What should not be included in formal invitation? ›

Name of the organiser, sponsor or host in case of official invitation. Designation and address or the names of the chief guest or special invitees. Printed formal invitations do not include the recipient's name of salutation to the recipient.

How do you begin a letter? ›

Open with the purpose of writing the letter.
  1. Commence with your contact information. ...
  2. Include the date. ...
  3. Add the recipient's contact information. ...
  4. Start with the most appropriate greeting. ...
  5. Use the most professional form of the recipient's name. ...
  6. Begin the letter with an agreeable tone. ...
  7. Open with the purpose of writing the letter.

What is the sentence of invitation? ›

Invitation sentence example. They accepted the invitation and were drowned. My party invitation must have been lost in the mail. I got an invitation to the wedding too, you know.

What is formal and informal invitation? ›

Formal invitations are formal and polite, pleasant and courteous. Informal invitations generally take the shape and form of personal letters. We use these to invite our friends, relatives and dear ones with whom we have intimate, personal and friendly relations.

How do you write a letter seeking permission to host an event? ›

I am writing this letter to formally seek permission to use a place owned by you. I understand that you are the owner of the house and land at Plot no. ____ at (Location). It has a well spacious place, which I would like to use for conducting the wedding ceremony of my son/daughter on (Date).

How do you write an expression of interest to attend a conference? ›

Here are our tips for writing a motivation letter for a conference:
  1. Start with the basics: your name, institutional affiliation, and a very brief career recap. ...
  2. Give a basic description of your research. ...
  3. Fit your topic to the conference theme. ...
  4. Be specific about the benefits of your research.
16 Apr 2018

How do you invite someone to a meeting? ›

Find a meeting time
  1. On your computer, open Google Calendar.
  2. On the left click Search for people.
  3. Start typing someone's name and choose the person you want to meet with.
  4. At the top left, click Create .
  5. Click Suggested times. If the guest you invited has shared their calendar with you, you'll see when they can attend.

How do you politely ask for a meeting? ›

Asking politely for a meeting
  1. I would be grateful if we could meet at your earliest convenience.
  2. I would be grateful if you could arrange/set up a meeting at your earliest convenience.
  3. I don't suppose you could arrange a meeting, could you?
18 Dec 2020

What is an example of a formal phrase for inviting someone? ›

Formal invitation wording often incorporates phrases such as: The honor of your presence is requested… [YOUR COMPANY] requests the pleasure of your company… You are cordially invited to…

How do you politely ask to schedule a meeting? ›

How to ask for a meeting via email
  1. Write a clear subject line.
  2. Use a salutation.
  3. Introduce yourself (if necessary)
  4. Explain why you want to meet.
  5. Be flexible about time and place.
  6. Request a reply or confirmation.
  7. Send a reminder.

How do you write a professional email for a meeting? ›

How to write a meeting request email
  1. Start with an explanatory subject line. ...
  2. Use a professional salutation. ...
  3. Introduce yourself. ...
  4. State the purpose of the meeting. ...
  5. Suggest a possible date and time. ...
  6. Request for a reply. ...
  7. Proofread before sending. ...
  8. Follow up and remind.
6 Dec 2021

How do I invite someone to a Teams meeting? ›

You'll need their full email address to invite them.
  1. Go to where it says Add required attendees. If anyone is an optional attendee, select Optional instead.
  2. Type the person's full email address (ex: Joe@example.com).
  3. Select Invite. They'll receive an email with a link to the meeting.

How do I create a team meeting invite? ›

Create a scheduled meeting:

Open Microsoft Teams. From the Calendar tab, select New Meeting at the top of the screen. Give your meeting a name in the Title field. Enter a name, email, or phone number to add participants to your meeting.

How do you ask someone to do something politely examples? ›

Here are some better phrases to make polite requests in English:
  1. “Do you mind…?.”
  2. “Would you mind…?
  3. “Could I…?”
  4. “Would it be ok if…?”
  5. “Would it be possible…?”
  6. “Would you be willing to…?”

How do you write a letter to your boss asking for a meeting? ›

Examples of meeting requests

Dear John, I'm writing to request a meeting with you to address a few issues we've encountered during the Customer Retention project. If possible, I'd like to meet sometime this week or next week. Please let me know if you're available and which days and times work best for you.

How do you ask for a meeting with a CEO? ›

How to Get a Meeting with the CEO
  1. Be bold; go straight to the top.
  2. Be clear; know what you're asking for. ...
  3. Be concise; don't waffle. ...
  4. Be complimentary; who doesn't like a compliment? ...
  5. Be determined; you might need to ask more than once.

How do I invite people important to my event? ›

Here are some examples of invitation wording to get you thinking more creatively.
  1. We request the honor of your presence… ...
  2. We request the pleasure of your company…
  3. Together with our parents, we invite you…
  4. We ask you to be present with us at the ceremony uniting…
  5. We invite you to share with us a celebration of love…

How do you invite people to a professional event? ›

You need to follow these best practices to create a good invitation for an event:
  1. Promote your event by sending engaging messages.
  2. Send email messages to the attendees.
  3. Send event schedules via email.
  4. Create a personalized email experience.
  5. Thank all the attendees.
  6. Take follow up with those who missed the event.

How do you write an invitation sentence? ›

Formal phrases to make an invitation :
  1. Would you like to join me for dinner tomorrow? ('Would you' is a formal and a polite way of inviting your. ...
  2. Would you care to join us for dinner?
  3. I was just wondering if you would like to come over for. dinner tonight?
  4. We'd be pleased/delighted/very happy to have you over for.

How do you ask for a meeting with a potential client? ›

How to Ask for a Meeting by Email
  1. Build rapport. Don't start the email with your ask. ...
  2. Keep it short. Don't include the history of your company or your time with the company in this email. ...
  3. Always include a close. Always have a goal for each time you communicate with your prospect.
2 Nov 2020

How do you set up a meeting? ›

Below are 8 steps to help you efficiently reach out to your team and set up a meeting.
  1. Send an email invite.
  2. Explain your meeting's purpose.
  3. Create a meeting agenda.
  4. Share the meeting agenda in advance.
  5. Be flexible about your meetings.
  6. Ask for a reply or confirmation.
  7. Send a reminder email.
2 Nov 2021

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