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Home > Emails > How To Write Invitation Emails (5 Templates)

How To Write Invitation Emails (5 Templates)

Lawrie Jones
Written by
Lawrie JonesProfessional Tech Writer
Updated on:Jan 04, 2024

Organizing a meeting, interview, or party, then you’ll need to learn how to write invitations. We all love a great invitation, it can make us feel excited and engaged. How are your invitations?

If they’re dull, boring, and basic, we’ll help. We can ensure that your meetings, Zoom calls, webinars, and events will be packed full of people. The skill is to make your invitation emails clear and compelling and capture everything about your event.

How can you learn? With our help, of course! In this guide on how to write invitation emails, we work with you to build better invitation emails and help you get 100% attendance!

We’ll show you 5 samples you can use, covering:

  • Meeting invitation email
  • Event invitation email
  • Webinar invitation email
  • Zoom invitation email
  • Speaker invitation email

You're invited to read on – and we hope you will.

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What is an invitation email?

An invitation email aims to get a person (or a group of people) to attend something. In our professional lives, we'll send invitation emails to meetings, events, webinars, and conferences. Invitation emails can also be used to invite individuals and organizations to participate in activities (speak at an event or exhibit at a conference).

Invitation emails are formal correspondence and follow formal email structures and etiquette.

That sounds tough, but it makes writing invitation emails much easier, as there's less that can go wrong!

Invitation emails must include some essential information:

  • Event name
  • Date & Time
  • Location
  • Purpose
  • Outcome
  • CTA

In this article, we break down the invitation email format. But first, let's start with 5 invitation email samples.

5 invitation templates for email

In this section, we've created a selection of invitation templates for email, which are perfect for several everyday situations you might encounter at work. You can cut and paste these samples if you want. However, we recommend using them as the basis for creating your own personalized emails.

Meeting invitation email

Meeting invitations are probably the most common type of invitation email you'll send. If you're anything like us, you're always in meetings – so having an effective template can save you huge amounts of time. Here's r meeting invitation email sample.

Dear [Recipient's Name],

I hope this email finds you well. I am reaching out to propose a meeting where we could exchange valuable insights.

I would appreciate your consideration and look forward to a favorable response.

Best regards,
[Your Name]

Also learn about how to write an email requesting a meeting here.

Event invitation email

Event interview emails are used to gauge interest and encourage sign-ups. To do that, they're packed full of details and written in an engaging and exciting way. You'll want to fill the person with enthusiasm for your event to get them to sign-up.

Dear [Recipient's Name],

I am delighted to invite you to our upcoming event, [Event Name], on [Event Date]. This event promises to be a fantastic opportunity to connect with industry professionals and gain valuable insights.

The event will feature renowned speakers, interactive workshops, and networking sessions that will provide you with valuable knowledge and a chance to expand your professional network.

We have attached further details and the schedule of the event for your reference. We kindly request you to confirm your attendance by [RSVP Date] so that we can make the necessary arrangements accordingly.

We look forward to your presence and participation in making this event a huge success!

Best regards,
[Your Name]

Read also: How to write a meeting request email (5 samples & templates)

Webinar invitation email

Webinar invitations are similar to the traditional email invitation sample above. The difference is that you must provide all the login details and personalized information for each reader. Check out our sample to see how that works.

Dear [Recipient's Name],

I hope this email finds you well. We are delighted to invite you to our upcoming webinar on [Webinar Topic].

Date: [Webinar Date]

Time: [Webinar Time]

Duration: [Webinar Duration]

[Include any special instructions or log in details specific to the webinar platform, such as the link to join or the login credentials.]

We believe that this webinar will provide valuable insights and opportunities for [specific benefit or outcome]. We highly encourage your attendance and active participation.

If you have any questions or require further information, please do not hesitate to reach out to us.

Thank you for your attention, and we look forward to having you join us at the webinar.

Best regards,
[Your Name]

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Read also: 20+ Effortless Thank You for Inquiry Email Templates + Writing Tips

Zoom invitation email

Since the pandemic, Zoom (and Teams) have taken over the world and become the most popular way for people to meet. This Zoom invitation sample sticks to the format and includes all details and info.

Dear [Recipient's Name],

I hope this email finds you well. I am writing to confirm the scheduling of our upcoming meeting.

Please let me know if the proposed schedule works for you.

Thank you for your attention.

Best regards,
[Your Name]

Read also: How to politely decline an invitation via email (5 samples & templates)

Speaker invitation email

If you're arranging an event, this speaker invitation email sample is for you! You must provide details about your event, what you want the speaker to discuss, and why they're the best person. See how we achieve that in this sample.

Dear [Recipient's Name],

I hope this email finds you well. I am organizing an event on [Event Date] at [Event Venue]. The event aims to discuss [Event Topic].

We would be honored to have you as a speaker at the event. Your extensive knowledge and experience in [Speaker's Expertise] make you the perfect candidate to enlighten our audience.

The speech duration is expected to be around [Speech Duration] minutes, followed by a brief Q&A session. We would appreciate it if you could focus on [Specific Topics to Discuss] during your presentation.

Your valuable insights and expertise will greatly contribute to the success of our event and enhance the knowledge of all attendees.

Thank you for considering our invitation. We look forward to hearing from you soon regarding your availability and willingness to participate as a speaker.

Best regards,
[Your Name]

How to write invitation emails

So, you've reviewed our invitation templates for email but are still wondering how to write one. Let us show you...

We’ve all received dull invitation emails with a date and time. Did you want to attend? 100% no. Why? Because the invite didn’t explain the value. It’s not getting your attention, it’s demanding your attendance and nobody wants that.

Invitation emails are formal correspondence that follows the standard email format. We can split that into three parts:

  1. Invitation email subject line
  2. Body copy
  3. Sign-off / Next steps

In the following sections, we explain what goes in each section and how to create them. By the end, you can build your own invitation emails.

Invitation email subject line

As soon as your email lands in a person's inbox, they'll want to know what it's about – so tell them with a clear subject line. So many subject lines are boring, but this is business so don’t try to stand out too much. That’s right, do the basics, get their attention, and encourage them to open the email. That’s all a good subject line should do.

Here are some marvelous meeting subject lines we’d all be delighted to receive (maybe).

  • Meeting invite (insert details)
  • You’re invited to (insert details)
  • Webinar invite ((insert details)
  • Are you available for (insert details)
  • Event invitation ((insert details)
  • Are you available on (insert date)?
  • Diary availability: Meeting request

In your invitation email subject lines, sum up the core of your message as quickly and simply as possible. Don’t waste time or your email will be ignored.

Invitation email body copy

The body copy of your messages is where you grab their attention and engage them directly. Begin with a personalized greeting ("Hi" and the person's name). If you’re writing to a large group of people, you can either engage them individually (which can take a lot of time) or say “Hi colleagues”. We prefer the second (easier) option.

Hit them up straight away with the purpose of the email.

"I would like to invite you to an event. The event is called (insert name) and will be held on (insert date, time, and location)."

This is an invitation, so there's no need to be too detailed.

"The event is an exciting chance for us to (what the event is about). I've attached some information below and provided a link to the event website for you to review."

You've got their attention and explained what the event is. Now it's time to hook them in...

Invitation email sign-off/next steps

Your invitation emails should conclude with a strong CTA. This is where you grab them and give them no chance to say no!

"Can you tell me if you want to attend (event name)? If you reply by (insert date), I can secure you a place."

You've hooked them in! It's always a good idea to offer to answer any questions or provide extra info.

"If you have any questions about the event, including whether you would like to speak or display with us, please contact me at (insert details)."

Almost finished. Now, add a polite sign-off ("Many thanks", "Kind regards", etc.) and your name, contact details, and signature.

You're now ready to send! Before you do, check out our checklist for writing better invitation emails.

Pro tips to write invitation emails

We’ve outlined the basics of writing good business invitation emails, but we know you want more. Are you ready to go further and create invitation emails that would impress the pros? Let’s push on and make some progress.

We get so many messages, it’s impossible to read them all. So be sure to personalize every invite: Always address the person by their first name to make the email feel personal, not dry and disconnected.

You’ve lured them in now grab them with an intriguing introduction. At work, we’re often bored, so beguile us with your words and be sure your invite stands out. This doesn’t mean being informal or funny, but you can engage them with details on the purpose and outcomes. Make them feel their attendance will be valued.

Don’t waste their time searching, so include *ALL* event information: Provide all event information, including the basics of the date, time, and location. Save yourself time by nailing the admin upfront.

It may sound strange but appeal to emotions: We all suffer from FOMO – so use this power to your advantage! Appeal to the reader's emotions and encourage them to attend (or point out what they'll miss).

Don’t have the time or lack email inspiration? Use AI Email Tools Tools like HIX.AI: Tools like HIX.AI can help you create stronger, better, and more effective invitation emails. The AI-powered platform can create pro invitation emails in seconds, saving you time to invest in your event (meeting, conference, or call).

When your email is done and dusted, don’t send it without proofreading. Mistakes can be embarrassing and even damaging, so don’t risk them. Check messages, ask a colleague to help, or use an online program.

Sadly, so many people will still ignore your invites, but at least you’ve given it a good shot!

Conclusion

If you’ve skipped to the end, go back to the start (it’s worth it). At the end of our expert guide to writing invitation email samples, let's recap what we've learned. Invitation emails are formal messages with a set format.

To get the best results and the most responses, your invitation emails must be personalized, professional, and – most of all – express value to the recipient. Grab their attention and inspire them to attend, and your event, meeting, conference, or webinar will be a storming success!

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