Free Meeting Invitation Templates

Meeting Invitation: What Is It?

A Meeting Invitation is a written request sent to a person you want to attend a particular event - usually, a meeting in a professional setting or a casual gathering. If you want a certain individual to join you and others at a specific meeting, whether you are working together and looking for their contribution to your business or you are close friends that should catch up soon, it is essential to let them know about the upcoming meeting and confirm your desire to see them there with the help of an invitation.

Check out our library below to find a full list of Meeting Invitation templates.

How to Write a Meeting Invitation?

Follow these instructions to create an Invitation to a Meeting:

1. Start with a clear and concise subject line whether you are preparing a printed-out letter or sending emails. While you do not have to list all the topics for discussion, it is advised to specify the objective of the meeting so that the other party knows it has a purpose. While a business Meeting Invitation is expected to notify the recipient whether it is a talk one-on-one, a team meeting to address a certain issue or adjust the strategy of the business, or a conference where people from different companies gather to learn from each other, a friendly message can be more casual if you believe the other person will be willing to meet even without a solid reason.

2. Advertise the meeting by indicating what will you do when it takes place. You can attach a meeting agenda to clarify the talking points and activities you have planned so far or list the individuals that will give speeches or make presentations. Besides, the invitation can also ask the recipient to actively participate in the meeting if you are looking for another speaker.

3. Try to tailor the Meeting Invitation message to the needs of every recipient. It does not mean you have to create a Meeting Invitation template from scratch for every person on your list - nevertheless, adding one or two sentences mentioning something they may be interested in will increase the chances of them attending. For instance, if a person with valuable experience has confirmed their attendance, you may include their name in your invitation pointing out yet another benefit of coming to the meeting you are arranging - others get to talk to them face-to-face.

How to Respond to a Meeting Invitation Email?

Here are some tips that will help you politely reply to a personal or business Meeting Invitation email:

1. Naturally, it is up to you to decide whether you will attend the meeting in question or not. Whatever your choice is, we suggest you state it in the opening sentence of your reply so that the recipient of your email knows your intentions right away.

2. Elaborate on the reasons that prevent you from coming to a meeting if you can share these details with the person that sent you a letter. Certainly, it will be rather easy to do when you are responding to a message sent to you by a family member or a friend; however, in case you do not want to disclose the reason for the refusal, both professional and personal emails can contain a phrase "for personal reasons."

3. Make sure you use the opportunity to ask questions especially if you know the other party is expecting your email after they sent theirs - you may inquire about the time, date, and location of the meeting, learn about documentation and items you are supposed to bring with you, or ask whether you are able to take your partner to accompany you.

4. If you are not sure whether to come to a meeting or not, you do not have to give a definitive answer to an invitation right away. The information you will learn in the follow-up letter will help you understand the purpose of the meeting as well as the feasibility of your presence which is why you may ask your questions and inform the recipient that the answers will impact your eventual decision.

Haven't found the template you're looking for? Take a look at the related templates below:

• Meeting Agenda Template;
• Meeting Notice Template;
• Meeting Minutes Template.