Writing a good invitation letter can take up more time, if you don’t know where to start. We put together some tips and examples of invitation letters to help you along.
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 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 time, or something to be discussed further on.
After deciding on these details, you can start with the format of the invitation letter.
This is a very important factor to consider when writing an invitation letter for a business meeting. It will decide whether the recipient actually opens your email. Including the person’s first name in the subject is very simple way to make your business invitation letters more likely to be opened.
If you have an email signature you probably have most of the work already done for you. However, to encourage your reader to reply to your business invitation letters; try replacing “Have a nice day”-type closing with a friendly request to reply. Adding a line like “looking forward to your reply” will get people to answer your meeting invitation letter even more likely.
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.
To make sure your meeting partner will be in the right place at the right time, include 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.
Have you ever sent out a meeting invitation 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.
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.
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.
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.
Finally, make sure you included the right details, check the email addresses, and (for pete’s sake)spellcheck your message.
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.
2. An invite for a job interview
3. An example of a non-routine staff meeting.
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.
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.
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 discuss what we can do for each other in more detail.
Dear [your boss’ name],
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 a [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].