sample emails for meeting invitation
Business Writing Tips

12 Sample Emails for Meeting Invitation

Setting up an online meeting requires several points to be considered – date, time, participants, and agenda. Additionally, you can give several options for the date and time, based on your knowledge of the person’s schedule.
Keep your invitation short. Most of us receive a lot of emails, and you don’t want yours to be long enough for the recipient to delete or skip over it before reading the whole email.
Find below our sample emails for a meeting invitation.

Meeting Invitation Email Templates


Subject: Invitation to a meeting

I would like to invite you to a meeting to discuss our new product. Could you please confirm your availability for an online meeting today at 4 pm?
Best regards,


Subject: Benefits for your company

Dear Sam,
Hope you are doing well!
I would like to invite you to a meeting to discuss how your company can benefit from our services in the best possible way.
I’m currently available on the 23rd of June from 10 am to 2 pm. Do you have some time during that window that works?
I look forward to hearing from you and hope you have a great day!


Subject: Invitation to get to know each other

Dear Peter,
I really enjoyed your talk at the conference last week. I think it would be great if we could connect and get to know each other better.
Let me know if you are available tomorrow for a 30-minute call to discuss how we can work together.
Looking forward to hearing from you,


Subject: ABC’s Workshop March 6th

We would be happy to have you join us at our workshop. The workshop will take place on March 6th, starting at 2 pm and finishing at 4 pm. Please confirm whether you will be able to take part in the meeting.
ABC’s HR team


Subject: Meeting Invitation

Dear Michele,
I would be glad if we can arrange for a phone call to discuss the matter, so please do provide me with a phone number and a contact person I can reach out to.
I will be looking forward to receiving feedback from your side.
Best regards,


Subject: Invite for a conference call

Dear Chris,
I would like to invite you to a conference call to discuss (PROVIDE DETAILS).
The meeting will take place on the 5th of January, starting at 2 pm and finishing at 4 pm. Could you please confirm whether you will be able to participate?
I have attached additional files which provide some more background on our topic. An agenda will also be sent to you shortly.
Kind regards,


Subject: New announcement – call invitation

Good day,
Our company has recently launched a new product. In conjunction with the release, I would like to schedule a conference call, which will also be broadcast live over the internet that day at 8:30 a.m. Eastern time.

What:              Product Overview

When:             Tuesday, November 12, 2019, at 8:30 a.m. Eastern time

Where:            Via phone, by dialing +1-111-111-1111 and asking for the (YOUR COMPANY NAME) call, or via webcast (INSERT LINK).

Please confirm if you be able to join the call.
Best regards,


Subject: Invitation to discuss a new project

Dear all,
Please be invited to join our online meeting to discuss our new project – migration to a new CRM platform.
The milestones of the project will be the following:
1. Collect data
2. Migration
3. Testing
4. Go-live
During our brainstorming, we’re going to discuss all these steps and we’re going to distributе the tasks between us.
See you all in a couple of days!


Subject: Best Practices

Dear colleagues and guests,
I am very glad to announce that next Friday the 27th of March we will have special guests with us who will present their best practices to us.

(NAME OF THE GUEST) at (COMPANY NAME) will introduce to us the new hybrid learning program.

Please invite your new Sales, Pre-Sales, BDRs & Leadership colleagues to this call as well and forward this invite.
Come and take advantage of the newest happenings in IT!
Many thanks and stay healthy.
Kind regards,


Subject: Explore our new platform

Dear partners,
We are pleased to invite you to join our virtual seminar on our new platform. Within 30 – 40 minutes, we will show you how to use this new platform and we will tell you about its main functionalities and the benefits it will provide to your organization. You can expect an email with a link to the meeting invitation soon.
Date: November 12, 2020
Time: 14:00 – 14:30

Postpone Meeting Templates


Subject: Postpone the conference call

I am sorry but due to the US holidays, it will be difficult to participate in our call on Friday.
Would you be available to have this meeting next Tuesday @ 8 am PST?
Apologies that I need to postpone the meeting again.


Subject: Reschedule meeting

We would like to inform you that we are changing the date of the webinar to November 17 from 14:00. For those of you who are unable to attend, please note that we will send you a recording.
On the day and time of the online meeting, please click HERE (link) to join.

You can use the free sample emails for a meeting invitation in your business emails.

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