Formal Invitation Letter for Meeting

Meetings are important especially in the corporate setup. You might…

Meetings are important especially in the corporate setup. You might be tasked in planning one and want to learn how to write a formal invitation letter for meeting.

What is a Formal Invitation?

A formal invitation is one that implies a particular kind of occasion. It is not merely a traditional invitation to a party or social gathering, but one that recognizes the social status of the participants.

Often, formal invitations refer either to an event of great importance or a state visit, or an award ceremony. It can also be a prestigious event such as a royal wedding or a state ceremony.

It is a letter or an email inviting a potential attendee to a meeting, event, dinner, or other social gathering.

Make sure to include all the necessary details about the meeting so that the reader should be informed about it.

An email invitation to a monthly staff meeting should be written differently than an invitation to an annual business meeting. Consider who your recipients are and how formal the meeting is, and then form the invitation letter accordingly.

It might be helpful to organize a more formal meeting invite, especially one that involves invitees you do not know. You may consider using the meeting request sample in the last section should you find it difficult to write one by yourself.

Things to Remember when Writing a Meeting Invitation

Typically, made by an organization, formal invitation letter is a correspondence issued to an individual when they are invited to a particular meeting.

The letter will typically contain information like the date, time, location, and other participants. This letter also includes information on how to participate, the process of events to follow, and resources.

As part of the invitation letter for a meeting, it should follow a regular layout with an address of the sender and recipient.

An invitation letter for a meeting should convey a clear message, and you should try to keep it brief and concise.

The final tone of this formal letter will vary depending on your relationship with the recipient.

Sample Formal Invitation Letter for Meeting

Example 1

The Warmest Greetings!

We invite you to our corporate conference on May 25th, 2022, who will begin at 10 am at the Empire State Building.

The conference will include, but not limited to: an introduction to new marketing opportunities in the Far East. You will gain the opportunity to scale into populous countries such as China.

A social media platform advertisement course will help you attract more customers to your company’s website. As a result, you will learn how to invest properly in market shares, helping you grow financially.

Learn how to properly pursue real estate.

You’ll gain both career advancement and investment growth by attending this conference. We appreciate your presence at our conference.

Thank you.


The INK Team

Example 2

Good day!

Woody Woodpecker Woodwork Furniture Company is set to hold a shareholder meeting on December 15, 2022 at The Golden Hall. The meeting will begin at 3:00 o’clock in the afternoon, and it aims to address the following:

  • Performance of the company for 2022.
  • Company Rules changes discussion
  • New Goals for 2023

I would like to encourage you to attend The Stockholders’ Meeting on December 15, 2022. I would appreciate the opportunity to discuss these topics with you and other investors of the company. We look forward to learning how we can work together.

It is my pleasure to talk to you about this on your free time. Having more power.

Thank you very much.



To Wrap Up

An invitation to a meeting is a written document issued by an individual or an organization seeking to invite a person or company. Generally, it involves the host’s paying of all incurred expenses and the host’s arranging appropriate lodging and transportation for the guest.

Frequently asked questions

What is a proper invite?

Don’t get wordy. An invitation only includes party details, reason for the celebration (like a birthday, anniversary), date, time, location, host, and RSVP information. No location, hotel, or directions will be included. The details, if necessary, should be on a separate insert card.

How do you make an invitation message?

You are invited to celebrate this important day with us on (date) at (venue). You have blessed us with relationships like yours. Gratitude, your presence on our special day. For our evening dinner on (date), we are looking forward to seeing you!

How do I invite someone to my office?

Enter their email address and select Invite. Invite them to Microsoft 365, via the email they use for their shared subscription to Microsoft. Click Copy to send the link to the person you wish to share via email, text, or otherwise.

What do you say in a meeting invite?

  • (Required) Successful Subject Line.
  • Personal Introduction
  • Required Preparation
  • Date and time needed for the meeting.
  • Location (required)
  • Meeting Purpose (required)
  • Agenda
  • Invitee List

How do you end a formal invitation letter?

  • Respectfully
  • Yours sincerely
  • Yours respectfully
  • Yours faithfully

How do you write a formal invitation for a meeting?

  • Create your subject line.
  • Step 2: Share the time and place.
  • Describe the purpose of the project.
  • In step 4: Share the agenda for the meeting.
  • 5: Send an RSVP
  • Step 6: Create a professional email signature and brand.

How do you format a formal letter?

A formal letter should include the email address, date, recipient’s address, subject, salutation, body of the letter, complimentary closing, and finally a signature (in block letters) and designation.

How do you write a good invitation message?

  • The subject line should be interesting. An important factor to consider when writing an email for a meeting is this.
  • Opening
  • Reason behind your business meeting.
  • Provide time, date, location, and duration.
  • Request an RSVP
  • Closing
  • Make it personal
  • Keep it short

What is a formal letter of invitation?

An official invitation letter is a formal letter that is written to higher authorities or distinguished officials to invite them to attend an event.

How do you write a formal letter?

  • Let us know what your name and contact information are.
  • Include the date
  • You may include the recipient’s name and contact information in the memo.
  • Compose a AMS style subject line.
  • Don’t forget to salute block style.
  • Keep the letter in its body.
  • Include a sign-off
  • Proofread your letter

How do you invite someone professionally?

  • Who is inviting, and who is invited?
  • How is the event organized?
  • There are many reasons people should attend.
  • What is the start date for the event?
  • Can you tell me where they occur?

How do you write an informal and formal invitation?

A relaxed tone and friendly tone are used in informal e-mails and invitations. This is a typical invitation that is accompanied by a single sentence in third person. Invitations are usually printed invitation cards.

How do I write an event invitation?

  • Insert an image. Images and illustrations should be of high quality to grab attention.
  • Provide all the info necessary. Provide the date, time, and duration of your event.
  • Message your action
  • You can find your contact information here.

How do you start an invitation letter?

Start your letter with a greeting. Those who do not know the recipient’s name may write – Dear Madam/Sir. Write down the name of the recipient, their first and last names, and add a salutation in front of it if you know their name. According to Elizabeth Brown, a great example.

Formal Invitation Letter for Meeting

Pam is an expert grammarian with years of experience teaching English, writing and ESL Grammar courses at the university level. She is enamored with all things language and fascinated with how we use words to shape our world.

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