How many emails do you think you’ve received or sent over the course of your life? Last year, nearly 350 billion emails made their way around the internet, and that figure is increasing year on year. We read them, send them, file them, and forget them—to the point where they’ve become as routine as driving your car or brushing your teeth.
We just do them. We rarely stop to think, “How do I request a meeting via email?” or “How do I forward a Google Calendar invite?”
We process emails almost without thinking, despite them being a crucial aspect of our professional lives. But we can do better. The emails we send are extensions of ourselves; a well-written and properly formatted email reflects someone who values professionalism—especially when it comes to meeting invitation emails.
As you can imagine, Calday is no stranger to different email formats. We’ve compiled our top five business meeting invitation formats that you’ll use on a regular basis to great effect. Before diving into those, however, we’ll start with the foundations: how to ensure your emails, regardless of format, achieve their desired result through strong, effective writing.
How to write the perfect email each time
You might know how to send a Teams meeting invite, but do you know the essentials of writing a proper email? Since the emergence of generative AI, standards have noticeably dropped—even though we live in a world where first impressions matter. Regardless of the format of your meeting invitation emails, you cannot afford to overlook these five key writing factors.
Make your subject line shine
The best way to ensure a meeting or invitation email is opened is to write an attention-grabbing, well-written subject line. A good subject line is like a headline in a newspaper article—it conveys what’s happening without requiring readers to sift through a lengthy body of text.
For example, let’s say you’re sending out an invitation for a meet and greet meeting, an informal event where new staff members can socialize with new colleagues. Simply stating that the event is happening doesn’t provide enough information, but including too much detail might make the email look over the top or spammy.
Instead, aim for something concise and engaging, like "Meet & Greet: Tuesday at 5 PM – RSVP for Details!"
Personalize as much as possible
The more personalization in an email, the more effective it will be, so make it as unique as possible. Let’s use the meet-and-greet example again—a staff event where new colleagues will be introduced to the rest of the team. Since the focus of the event is on the new team members, don’t just describe the meeting and its location.
Instead, briefly introduce your new colleagues by mentioning their names, sharing a short introduction, and describing their professional background and interests. The participants will be more likely to be engaged about the meeting as it now has a 'human face.'
Always include the ‘five W’s’
Always include the five W’s in every meeting invite email: who, where, what, when, and why. If you do this each email you send out will be concise and avoid confusion.
- Who: Invite everyone relevant to the meeting, and highlight key speakers, guests, or special participants.
- Where: State the location clearly and clarify whether it’s online or offline. Include the platform or physical address as needed.
- What: Mention the topic, purpose, or reason for the meeting—ideally in the first line of the email.
- When: Always include the time and date in the subject line for immediate visibility.
- Why: Briefly explain why the meeting is being called in one or two sentences max.
Manage goals and expectations
If some of your colleagues don’t know how to invite someone to a Zoom meeting via email, it would be unreasonable to expect them to do so without clear instructions. Whatever meeting invite format you use, always ensure you’re setting realistic goals and expectations about the intended results.
For example, if your business meeting invitation is for an event happening within the next 24 hours and RSVPs are mandatory, you can’t expect a great response. Plan ahead. Set expectations that are achievable based on an organized timeline, and send your emails well in advance. Follow up with reminder messages if necessary.
Always include a CTA
Every single one—repeat, every single one—of your emails should include a call to action (CTA)! Each of our meeting invitation examples and formats will have one that clearly communicates what you want (and expect the recipients of the email to do) in response to your email
If you’re sending a meet-and-greet invitation, make sure the recipients know they should RSVP. If there’s a deadline to sign up for something, include that in the CTA. If the attendee needs to bring materials, include a link to what they need at the end of the email. Above all, each CTA should be customized for each individual email.
Five simple meeting invitation email samples
We chose these five templates as most companies will use them on a regular basis. Feel free to use them as written but always remember that you should include personalization along with the other points listed above. We’re leaving the subject lines blank as we highly recommend each line should be personalized by yourself.
The routine meeting email
This template is a classic example of a meeting invitation email—one that nearly every organization uses regularly. If you’re setting up a new template system, this is the ideal starting point, as key elements like the agenda and attendees typically remain consistent. While our routine team meeting invitation email sample is widely applicable, don’t forget to personalize it!
For this [week/month/quarter]’s session, we’ll cover [x] and [y] and make decisions about [z]. Below is a brief outline of our agenda:
[Discussion topic]
[Task to complete]
[Objective for the meeting]
If any questions or issues come up beforehand, don’t hesitate to drop me an email.
[Signature]
The meet and greet email invitation email
You’ll likely need a template for corporate social events where colleagues can connect with one another. Our meet-and-greet template is the perfect invitation email sample for events, just be sure to keep the tone light and personalized.
Our next [insert event name] is coming up on [insert date], and we want you to join us! It’s a great chance to relax and celebrate together.
As a little bonus, there will be [add details like food, drinks, entertainment, or any special perks] to make the evening even more enjoyable.
Please make sure you RSVP by [insert date] to save your spot.
Looking forward to seeing you there!
[Signature]
The formal meeting email template
A few decades ago, this type of invitation might have been sent by post, and it still carries the classic seriousness of its origins. Be direct and formal in your language; you can use this template for board meetings, dismissals, and performance reviews amongst other events.
I hope this message finds you well. I am reaching out to schedule a meeting to discuss [main topic of your meeting]. If it’s convenient for you, I propose we meet at [location, time, and date].
Please let me know if this works for your schedule or if you would prefer to suggest an alternative time or location.
I look forward to your confirmation.
Kind regards,
[Signature]
The availability inquiry email
How to ask for availability for a meeting examples are plentiful because this is something you'll be doing frequently as a company. The key is to strike a balance between maintaining a professional tone and personalizing the request to show familiarity with the recipient. This approach helps facilitate communication and increases the likelihood that they’ll be responsive.
I’m [name], [job title] at [company].
I specialize in [business activity] and am currently looking to partner with clients who are dealing with [pain points]. My goal is to help [value provided].
I’d love to invite you to our offices at [address] to discuss how we can help you reach [main purpose of the meeting] while enjoying some coffee and donuts.
Would either [date 1] or [date 2] work for you?
Looking forward to connecting with you!
Best regards,
[Signature]
The interview email
The watchword here is ‘concise.’ Keep it brief and to the point, ensuring the candidate has the necessary details to attend the interview. Don't forget to send a follow-up immediately afterward as a 'thank you for interviewing' invitation!
Thank you for applying to [company name]. We were impressed with your application for the [job title] position and would like to invite you for an interview at our office.
You’ll meet with [name], [department name] department manager. The interview will last about [X] minutes and will cover the role, as well as provide more insight into our company. [If applicable: Please bring [required documents]].
Would [date and time or range] work for you?
Best regards,
[Signature]
Set a template for less stress with Calday
Juggling the thousands of emails you receive every month is hard enough, especially if you're already stressed by meeting scheduling. Traditional scheduling methods are too limited to business hours, and in a globalized world, that’s not good enough. Drop the manual calendars and invest in Calday to ensure no crucial meetings slip through your fingers.
Calday helps you avoid double bookings and scheduling conflicts, comes with custom notifications and reminders, and integrates with the email templates we outlined above. The system works for almost any company or project, and it’s ideal for the self-employed too. Drop the manual process stress – get started with Calday today.