Writing Better Business Meeting Invitation Letters (& Template)

Whether you’re sending out business meeting invitations to your business partners, potential investors, or other key stakeholders, you want to get it right.

Writing the perfect business meeting invitation letter requires keen attention to detail and a certain level of business etiquette. This is why we know you’ll want to read this comprehensive guide, which includes a business meeting invitation letter template

A good invitation letter is vital to getting everyone on board. No one will acknowledge your invitation if your letter is crafted poorly and has grammatical and spelling errors. Let’s see some business meeting invitation templates that will guide you in creating business invitations.

Structure of Business Meeting Invitation Letter

The meeting invitation letter should be concise, and include all the details your correspondent will be interested in. It must contain all the relevant information about the meeting and the participants. A regular business meeting invitation letter should follow the structure outlined.

1. Good subject line

People are known to open emails based on the subject line. Subject lines that include the recipient’s Name are more likely to be opened. Your subject line should precisely state the purpose of the letter. 

2. A grabbing opening line.

The opening lines of your email are the recipient’s first read after the subject line. It should grab attention and lure the reader to the body of the email. Include a hook that catches the eye of the recipient and holds their interest. 

3. Purpose of the email

Let your email body clear out the purpose of the meeting. People will be more interested if they know what will be discussed in the meeting. You may include the agenda as an attachment, but avoid giving too much detail. Preferably, use bullet points to highlight key topics. For example,

  • We’ll discuss bonus structures for next year, 
  • Recognize outstanding individuals for this quarter, and 
  • Talk about the needs of our top clients.

4. The time, date, and location of the meeting

List the meeting schedule in the body of your letter, even if it is already in the calendar invite. Your letter of invitation must always address the three points:

  • The time of the meeting
  • Duration of the meeting
  • The location where the meeting will hold

You may give your invitee options if you don’t have a defined strategy rather than asking “what works best” for them. This will make them decide more easily.

5. An RSVP Request

It would help if you clarified what you want people to reply to. Create an email address or link for RSVP that allows attendees to add themselves to the meeting. The RSVP helps you discover whether a person is attending the meeting.

How to Craft Better Meeting Invitation Emails

group of people having a meeting
Photo by Mario Gogh on Unsplash

When you draft your meeting invitation email, utilize these writing suggestions to ensure you receive the highest possible response rates.

1. Align the tone with the goal: When writing the invitation letter, consider your recipients and the level of formality of the gathering.

2. Make your email invitation personalized: Add the recipient’s Name to the greeting for a personal touch. If you’re speaking with coworkers, clients, or other individuals you know, include a nice pleasantry.

3. Be succinct in the meeting email: No one wants to spend much time reading an email. Describe the fundamentals of the email in a few words.

Business Meeting Invitation Letter Template

Check out the example below to better understand a meeting invitation email’s basic structure and style.

[Name of the recipient],

[Address],

Subject: Invitation to a Business Meeting

Dear Sir/ Madam,

We invite you to [insert company name] business meeting. We wish to discuss our next projects—[provide details]—and the amenities we ought to offer our customers. Your advice and suggestions are crucial to the development of our business.

Please attend this meeting and lend us your expert knowledge. The conference will hold in [insert the location] at [insert the time] on [insert the date]. Please let us know if you cannot join us as soon as possible.

For your convenience, I have included our company’s brochure with this invitation, so you can read it before the meeting.

We eagerly await your priceless presence.

With thanks,

Regards,

[Name of the sender],

[Designation],

[Company name]

Conclusion

When sending out business meeting invitations, be succinct and explain why the meeting is required. You may also provide information on the meeting schedule. 

This article provides a business meeting invitation letter template you can use to create a formal meeting invitation.

Writing Better Business Meeting Invitation Letters (& Template)

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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