Writing Better Business Email Invitations (Tips & Examples)

Business professionals are usually very busy people. If you wish to invite other professionals to your event, it’s essential to do it correctly. Even if your event provides an opportunity for advancement, networking, and growth, your invitation should win invitees to attend. Otherwise, they may not show up. The key to writing excellent business email invitations is to examine your goals, and use the appropriate tone.

How can you write an event invitation that won’t be turned down? Not to worry, this article has some tips that will guide you to write the best invitation message ever. Your invitation will be an irresistible one if you make use of these tips.

What Is a Business Invitation Email? 

Before sharing those powerful tips, you need to understand what a business email invitation is.

A business email invitation is a communication sent to prospective attendees for an event. Companies host such events as conferences where professionals can contact each other to share business ideas.

How to Write An Effective Email Invitation

These tips will help you craft a good invitation for your potential attendees.

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Photo by Stephen Phillips – Hostreviews.co.uk on Unsplash

1. Know your goal

When you understand the aim of your event, it will help you write a suitable email. The tone of your email will take a different form depending on what your event is all about.

2. Keep it short

Writing a short message will help your recipient to read your email in a short time. It’s best to make use of short sentences. This will encourage your recipient to read every single word in your email.

3. Include basic information

Don’t leave out any important detail. Include the date, time, and location of your event. Make them know if tickets are available at the venue or online.

4. Include benefits of the event

Your potential attendees will want to know what they can benefit from attending your event. Tell them about other notable business personalities that will be in attendance. Also, tell them all the fascinating things about your event that will inspire them to come.

5. Use your company email to send out an invitation.

It’s important to send your email via a trustworthy source. Your company name is a good source, and it will help your invitation not to end up in the spam folder.

Business Email Invitations Templates

With a good example, you can write email invitations that interest prospective attendees. Here are some templates to guide you.

1. To existing customers.

You can use this template as a guide when writing an invitation to a current customer.

Subject line Ideas: 

– Let’s begin the countdown.

– [Name of event] is here! Save your seat today.

– [Event name + Year] is around the corner. Are you ready?

Email copy

[Event name]

[Event date]

[Event time]

[Event Location]

[Call To Action] – Keep a seat for me.

Dear [Name of recipient]

[Event Name] is one month to go! You can book a seat for [Amount] before prices are increased on [Date]. This time around, we bring you the best lineup that will help you to [Mention Benefit].

[Call-to-action button]: Secure your seat now!

Don’t miss out on these speakers [Mention their names] because you will learn [Mention Benefits]. So, secure your seat now!

Cheers,

[Name of your company] team.

2. Invitation to a cold prospect.

You can use this template as a guide when writing an invitation to a cold prospect.

Subject line ideas: 

[Save the Date] [Event name + Year] 

[#] days, [#] thought leaders, at [Name of event]

5 reasons you should attend [Event name + Year]

Email copy

[Event name]

[Event date]

[Event time]

[Event Location]

[Call To Action] – Keep a seat for me.

Dear [Name of recipient]

On [Date], [Top business tycoons] from all over [specify region] will come together for [Event name + Year]. Won’t it be great if you are one of them? Here are three reasons why you should attend [Event name]

[Benefit 1]

[Benefit 2]

[Benefit 3]

[Call-to-action button]: Secure your seat now!

It’s an opportunity to learn from these speakers [Mention their names] on [Types of business]. So, secure your seat now!

Cheers,

[Name of your company] team

Example of A Business Email Invitation

You can go through this example to know what a business email invitation should look like.

Subject line ideas: 

Let’s begin the countdown.

The Generals Business Summit is here! Save your seat today.

The Generals Business Summit for 2022 is around the corner. Are you ready?

Email copy

The Generals Business Summit

20th December 2022.

1:00 pm 

Central hall, Cape Town

CTA Button: Secure My Spot.

Dear Mr. Donald,

The Generals Business Summit for 2022 is one month to go! You can book a seat for [$60] before prices are increased on 15th December 2022. This time, we bring you the best lineup that will help you take your business to its next level.

Secure your seat now!

Don’t miss out on these speakers [Kimberly Jones, Hillary Weekend, and Donald Cole] because you will learn profitable business ideas, strategies, and secrets. Secure your seat now!

Cheers,

The Vine Company.

Conclusion

Before you send out your event invitation, make sure to cross-check spelling and all vital details. Ensure that your invitation is error-free and conveys your message.

When writing your business invitation, don’t include unimportant details but include the correct date, time, and location of your event. Make your design as captivating as possible in a manner that will interest your recipient.

Writing Better Business Email Invitations (Tips & Examples)

Abir is a data analyst and researcher. Among her interests are artificial intelligence, machine learning, and natural language processing. As a humanitarian and educator, she actively supports women in tech and promotes diversity.

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