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.
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.
⭐ 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:
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💡 Pro-tip: If you’re struggling with low open rates, try personalizing the email subject line by adding the recipient’s first name. |
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
Perhaps the most vital information you need to include in your meeting invitation email are the four Ws →
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💡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. |
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.
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.”
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!
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.
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!
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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]
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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. |
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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]
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💡Pro-tip: Need help converting leads into loyal customers? Check out this step-by-step guide to make the most of every new connection. |
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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: 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 page].
Looking forward to catching up!
Cheers,
[Your signature]
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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: Official meeting invitation: {Meeting Name}
Hi [Recipient's Name],
I hope this email finds you well. I’m writing to invite you to attend the [Meeting Name] scheduled for [Date] at [Time]. This meeting will take place at [Address or Meeting Link].
The agenda for this meeting includes [List of Topics].
Kindly confirm your attendance at your earliest convenience.
Thank you for your time,
{Signature}
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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:
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]
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Psst…hey recruiters! Grab more actionable tips for efficiently scheduling interviews. |
👉 Minimize no-shows with these meeting reminder email templates
👉 Keep the conversation going after your meeting with these meeting follow-up email templates