6 Meeting Invitation Email Samples That Drive Better Responses

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. If you're running a virtual meeting, don't forget to include the conference room details as well.

• 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. 

⭐ Write a concise subject line that's 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.

Source

If your subject line's too long, it'll look something like this:

Not ideal.

⭐ 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

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 

3. Spell out the 4 Ws

Perhaps the most vital information—also known as meeting details—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?

Additionally, crafting a clear and concise meeting request is crucial to convey professionalism and encourage recipients to RSVP, ensuring effective communication and meeting attendance.

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 it's a weekly team meeting. This will ensure that everyone's on the same page before your meeting happens.

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 within your meeting invitation email. 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. For example:

“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. Provide a clear call-to-action (CTA) 

A clear call-to-action (CTA) is crucial in a meeting invitation email.

It guides the recipient on what to do next, whether it’s responding to the email or clicking on a scheduling link. Make sure your CTA stands out and is easy to understand. Use action-oriented verbs like “RSVP” or “Schedule a Meeting” to prompt the recipient to take action.

For example, in your meeting invitation email, you could say, "Please RSVP to this email by March 10th to confirm your attendance. If you have any questions or concerns, feel free to reach out to me directly.”

9. Including a scheduling link

Including a scheduling link in your meeting invitation email can simplify the process of setting up a meeting. Scheduling apps like YouCanBookMe allow you to create a scheduling link that shows your availability, making it easy for recipients to book a time that works for both of you. This not only saves time but also reduces the back-and-forth emails.

10. 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! 

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. 

Proofread before sending

Before hitting send on your meeting invitation email, take a moment to proofread it carefully. Check for any spelling or grammar mistakes, as well as formatting issues.

Ensure that all necessary information is included, such as the meeting date, time, location, and agenda. And of course, make sure it's accurate!

A well-written and error-free email will leave a positive impression on the recipient and demonstrate your professionalism and attention to detail.

Consider your audience

Common types of meeting invitation emails (and examples)

1. 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

2. 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]?

3. 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]

4. 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: Invitation to meet regarding [topic]

5. 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: Official meeting invitation: [Meeting Name]

6. Interview meeting invitation

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

Subject: Invitation for interview with [company]

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

👉 Get paid on time with these payment reminder email templates