sample emails for meeting invitation
Business Writing Tips

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 meeting invitation.

Meeting Invitation Email Templates

EXAMPLE

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,
(YOUR NAME)

EXAMPLE

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,
(YOUR NAME)

EXAMPLE

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,
(YOUR NAME)

EXAMPLE

Subject: Invitation to discuss 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 brainstorm, 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!

Sincerely,
(YOUR NAME)

EXAMPLE

Subject: Best Practices

Dear colleagues & 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 with 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 & take advantage of the newest happenings in IT!

Many thanks and stay healthy.

KR,
(YOUR NAME)

EXAMPLE

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

Sincerely,
(YOUR NAME)

Postpone Meeting Templates

EXAMPLE

Subject: Postpone the conference call

Hi,

I am sorry but due to the US holidays, it will be difficult to participate in our call on Friday.

Would you be both of you available to have this meeting next Tuesday @ 8 am PST?

Apologies that I need to postpone the meeting again.

Thanks,
(YOUR NAME)

EXAMPLE

Subject: Reschedule meeting

Hello,

We would like to inform you that we are changing the date of the webinar for 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.

Regards,
(YOUR NAME)

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

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