meeting invitation email

Struggling with lacklustre responses to your meeting invites? 

Email inboxes can be overwhelming, between urgent messages, newsletters, and all of the different businesses trying to sell you things. It’s no wonder that things can get lost in the shuffle of crowded inboxes. But don’t worry, we’ve got a solution!

In this article, we’ll go through how to craft meeting invites that resonate, captivate, and inspire action. From snappy subject lines that demand attention to the strategic structure of your message, you’ll learn exactly how to write an email that gets you the results you’ve been looking for.

Let’s turn your next meeting invitation into an event that can't be ignored, a message that demands a response, and a connection that goes beyond the inbox. 

Why do you need a meeting invitation email? 

  • To ensure people show up at the right place at the right time: Meeting invitation emails lay out the need-to-know info for every meeting → who is meeting, where, when, and why.
  • To plan productive meetings: By sharing meeting details in advance, you give attendees time to prepare adequately. They can review relevant materials, gather necessary information, and come ready to contribute actively, boosting productivity.
  • To have a helpful reference point: Consider the invitation email as your meeting documentation. Attendees can refer to it for reminders, clarification, and to ultimately help prepare for the conversation.
  • To gather RSVPs: It enables you to gather RSVPs and ensure that necessary arrangements are made based on the number of expected participants, which is especially helpful if you conduct in-person meetings. After all, you don’t want to book a room for 30 people when only five will show up!

How to structure your meeting invitation email

1. Craft an enticing subject line

First impressions are essential. Before a recipient even opens your email, they see one thing: your subject line. It’s your first chance to impress and entice your invitee. 

⭐ Aim to keep your subject lines around 36-50 characters. Not only does this length ensure the highest response rate, but it’ll also keep your recipient’s mobile phone from cutting the subject line short.

ideal subject line length

Source

⭐ Don’t forget to keep your subject line clear and relevant, letting the recipient know precisely what your email is about.

Handy subject line examples: 

  • Your Input Needed: Meeting Next Week
  • Brainstorming Session: New Project Planning
  • Don’t Forget: Mandatory Meeting Tomorrow

💡 Pro-tip: If you’re struggling with low open rates, try personalizing the email subject line by adding the recipient’s first name.

2. Personalize the “send from” field

Customers might be more inclined to remember the company they're getting in touch with vs. the specific individual. Try changing your sender name from "[first name] [last name]" to "[first name] from [company name]." 

This will make your email more memorable and give the recipient more context, boosting the chance that they notice and open your email.

👉 Example: Jake from State Farm as opposed to Jake Smith 

example of from emails

 

3. Spell out the 4 Ws

Perhaps the most vital information you need to include in your meeting invitation email are the four Ws → 

  • Who: Who will be attending the meeting?
  • What: What’s the purpose of the meeting?
  • Where: Where will the meeting take place? (Don’t forget to include a video conferencing link if it’s a virtual chat or an address for in-person meetings)
  • When: When is the meeting happening?

💡Pro-tip: Do you have trouble finding a convenient time for everyone to meet? Try using an online scheduling tool like YouCanBookMe to plan meetings without back-and-forth emails.

4. Explain the goal of your meeting

Clearly state the reason for the meeting to keep it on track, whether that’s to brainstorm ideas for a new project, make an important company decision, resolve a key issue, or generate a strategy. 

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5. Share the meeting agenda

Expand on the goal of the meeting by listing out the meeting agenda and the length of each agenda item. Sometimes, your meeting agenda will be more robust and feature a bulleted list or a separate attachment detailing all items. Other times, it might suffice to sum up your agenda in a couple of sentences, i.e.:

“Prepare for a candid discussion on Q4 performance. In the first half of the meeting, we’ll analyze what went according to plan, what didn’t, and why. In the second half, we’ll draw up a strategic plan for the upcoming fiscal year.”

6. Explain how to prepare 

Does the attendee need to prepare anything beforehand? Is there something they need to bring, such as their laptop, project proposal, financial statements, or food diary? Is there something all recipients should review beforehand, such as a quarterly report? 

Whatever attendees need to prepare or do beforehand, make sure you lay it all out in your email!

7. Include relevant action items

You’re sending this email with a specific goal: to gather RSVPs for your meeting, so ask for them! Add a firm RSVP by date in the invite, including how you want to be informed, whether that’s by email, responding to a calendar invite, etc. 

8. Sign off with your email signature

Sign off your email professionally and aesthetically with your email signature. Include your full name, position, company name, and contact information in case any invitees need to get in touch. 

👉 Have a scheduling link where people can book additional meetings with you? If so, include that as well! 

add booking link to your email signature

Meeting invitation email best practices

  • Keep your email concise: Remember that your main objective is to invite people to a meeting, so stick to it! Include the most relevant information and save the extra details for the meeting. 
  • Use an appropriate tone: Match the tone of the invitation email to the meeting you’re hosting. An invite for a revenue meeting with shareholders will require a more formal tone than a catch-up meeting with your team.
  • Make the action item clear: If you need all members to RSVP by a certain date, make that clear! Bolding may come in handy here. 

 

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Common types of meeting invitation emails (and examples)

First meeting with a new client

Beginning a collaboration with a new client or company? Use this template to schedule an introductory meeting with your new contact.

 

Subject: Kick-off meeting invite

Hello [client’s name],

I am thrilled to begin working together. To kick things off, I’d like to schedule our first meeting to discuss your goals and our plan going forward. 

I’ll be attending the meeting, along with my colleague [colleague’s name]. Feel free to choose a time that’s best for you by visiting [my booking page]. We will chat on [video chat tool] via this link: [link to chat]

If there are any specific topics you’d like to cover during our meeting or have any preliminary questions, feel free to share them beforehand.

Please RSVP by replying to this email by [date] to confirm your attendance. Looking forward to our chat!

Best,
[Your email signature]

Client catch-up call

Regularly keeping in touch with your clients is a recipe for success. Use this template whenever you need to share progress, address any concerns, or sprinkle a bit of enthusiasm into your ongoing collaboration.

 

Subject: Catch-up next [day of the week]?

Hi [client’s name],

Hope you’re doing well! 

Are you free this week for a catch-up chat? I propose we meet at [location] on [date & time]. Let me know if that works for you or if you have a different date in mind.

I’d love to use our check-up to touch base with you on project progress, gather your feedback and insights, and discuss the goals we can tackle next quarter. 

I’m attaching our most recent report to this email; it’d be great if you could review it beforehand.

Talk soon,
[Your signature]

 

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💡Pro-tip: Have trouble pinning down a time in your client’s busy schedule? Instead of suggesting a set meeting time, send them a link to your booking page and let them choose an open slot on your calendar. 

Cold outreach

Need to make a lasting first impression or spark a new collaboration? Use this cold outreach template as your jumping-off point to snag some hot leads. 

 

Subject: [Add your value proposition here]

Hello [client’s name],

I’m reaching out because [your compelling reason, i.e. I can help you grow your business, I noticed you're missing out on opportunities to attract leads, etc.].

My name is [your name] and I am [your position] at [company name]. I specialize in [your area of expertise] and would love to chat briefly to tell you how we could work together.

How does [date & time] sound?

If that doesn’t work for you, feel free to book a time that’s most convenient: [calendar booking link]. Looking forward to connecting!

Best,
[Your signature]

💡Pro-tip: Need help converting leads into loyal customers? Check out this step-by-step guide to make the most of every new connection.

Informal meeting invitation

Perfect for creating a laid-back atmosphere, this template is the ideal choice for less formal discussions with familiar attendees. It’s great for a catch-up with a team member or a virtual coffee chat with a colleague. 

 

Subject: Quick coffee chat? ☕ Let's connect!

Hey [recipient's name],

Hope you’re doing great! I've been following [mention something related to the recipient or their work] and would love it if we could discuss this further. 

How about we meet on [date & time] at/on [location/platform]? Let’s slot approximately [duration] for our chat so that we can cover [list of topics].

Shoot me a quick reply by [date] if the proposed time works or choose a different time on my booking page: [link to booking page].

Looking forward to catching up!

Cheers,
[Your signature]

Formal meeting invitation

Use this professional meeting invitation email when extending a formal invite for a structured discussion on a specific topic. It’ll be your go-to for corporate meetings with shareholders, department heads, and other decision-makers. 

 

Subject: Invitation to meet regarding [topic]

Hey [recipient's name],

Hope you’re doing great! I've been following [mention something related to the recipient or their work] and would love it if we could discuss this further.

How about we meet on [date & time] at/on [location/platform]? Let’s slot approximately [duration] for our chat so that we can cover [list of topics].

Shoot me a quick reply by [date] if the proposed time works or choose a different time on my booking page: [link to booking site].

Looking forward to catching up!

Cheers,
[Your signature]

Interview meeting invitation

Need to schedule an interview? Use the following template to make life easier for your interviewee by thoroughly providing all the necessary information.

 

Subject: Invitation for interview with [company]

Hello [candidate's name],

We appreciate your interest in the [job title] position at [company]. After reviewing your application, we’re impressed with your qualifications and would like to invite you for an interview.

Interview details:

  • Date: xxx
  • Time: xxx
  • Location/Platform: xxx

Interview panel:

You’ll meet with [name] and [name], who are excited to learn more about your experiences and discuss your fit for the role.

Agenda:

The interview will cover [brief overview of topics], allowing us to delve into your skills and achievements.

Preparation:

Feel free to bring any additional documents or examples of your work you'd like to discuss. Familiarize yourself with our company and be prepared to share your insights on how you could contribute to our team.

Confirmation:

Kindly confirm your availability for the proposed date and time by replying to this email. If the suggested timing is inconvenient, please select a time that works for you on our booking page: [link]

We look forward to meeting you and learning more about your experiences and aspirations. If you have any questions, feel free to reach out!

All the best,

[Your signature]

Psst…hey recruiters! Grab more actionable tips for efficiently scheduling interviews.

Looking for more helpful email templates? Check out the following:

👉 Minimize no-shows with these meeting reminder email templates

👉 Keep the conversation going after your meeting with these meeting follow-up email templates 

 

FAQ

What elements should a meeting invitation email include?

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A comprehensive meeting invitation email should include essential information such as who will be attending, where the meeting will take place (including virtual meeting links if applicable), and the date and time of the meeting. Additionally, clearly state the purpose of the meeting to provide context for your invitees and include explicit RSVP instructions. 

How can I make my meeting invitation email subject line enticing?

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Craft a subject line that is concise (around 36-50 characters), clear, and relevant. Use examples like "Your Input Needed: [Meeting Date]" or "Don’t Forget: [Meeting Purpose] Tomorrow." Personalizing the subject line by adding the recipient’s first name can also boost engagement.

Should I include a meeting agenda in my meeting invitation email?

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It depends on the type of meeting you’re planning. If it’s a more informal chat, quickly summarizing the topic of the meeting in your email will suffice. Suppose it’s a more formal meeting with shareholders or other decision-makers. In that case, attach a meeting agenda to your invitation email and quickly list the most important goals/topics in the email itself.

What's the best way to encourage responses and confirmations from invitees?

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Include a clear call to action in your meeting invitation, requesting recipients to RSVP by a specific date. Specify the preferred response method, whether through email, a calendar invite, or any other designated platform. 

What are the different shorthand codes I can use to personalize meeting invitation emails?

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While every platform might be different, YouCanBookMe has put together an extensive shorthand code glossary to help you pick and choose the right personalization tokens for your business. This includes shorthand codes for meeting links, contact details, and booking page titles.

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