Invitation Letter for a Meeting

Getting people to attend and even look forward to your meeting can take some doing. If you spring a hastily drafted text message on your attendees on the morning of the meeting, you will likely end up with an empty conference room, which is why you should send a letter.

An Invitation Letter for Meeting is a formal document presented by a company to important persons requesting them to attend a meeting on a specified date. The letter should typically lay out the date, time, venue, and purpose of the meeting.

In this post, we review how to effectively invite your letter’s recipient to a meeting.

Structuring Your Invitation Letter

An Invitation Letter for Meeting differs from the typical meeting notice in that the recipient of the former is not obligated to attend your meeting. This means that you must be persuasive and convincing in your approach. To do this, your letter must contain the following key details:

Subject Line

A significant number of people who read letters and emails report doing so because the subject line caught their attention. Invest some time in crafting a subject line that calls out to the reader.

Agenda

Every meeting has a list of matters it aims to address. What is yours? Why should the reader attend your meeting? Beyond telling them what is on the agenda, you should also tell the reader why the agenda is important to them.

The When, Why, and Where

These three aspects are the foundation of your letter. Once the reader is convinced they should attend your meeting, they will want to know the following:

  • The date and time of the meeting
  • The venue of the meeting
  • The purpose of the meeting

The ‘why’ of the meeting can sometimes overlap with the agenda, making it a moot inclusion. However, if your meeting is an emergency or a reaction to a recent event, you should let the reader know.

Response Request

By now, you have captured the reader’s attention, convinced them to attend the meeting, and provided them with the details they need to do so. But you can’t stop there. Before you close your letter, you need to insert a brief line that communicates your request. For example;

  • ‘Kindly contact me to confirm your attendance.’
  • ‘Please refer to the attached pamphlet for more information.’

Closing

Always close your letter with your name, job title, company name, and signature.

Writing Tips for an Invitation Letter

If you send out poorly-written invitation letters, your meetings will remain unattended. The following tips should help you spin a convincing message:

  • Use a catchy subject line that capture’s the reader’s attention.
  • If there have been developments since your last meeting, familiarize the reader with them.
  • Add a personal touch and tailor your message, as much as possible, to the reader.
  • Keep your message short and to the point.
  • Offer the reader some incentives for attending the meeting.
  • Include a response request in your letter
  • Use an engaging but professional tone.
  • Proofread your letter before sending it
  • Send your letter early so the reader can plan to attend the meeting

Invitation Letter for Meeting (Format)

{Date}

{Recipient’s Name}

{Recipient’s Address}

{City, State, Zip Code}

Re: Invitation to {Nature of Meeting}

Dear {Mr./Mrs./Ms. Last Name},

This it to inform you that the {nature of meeting e.g. bi-annual staff meeting} is scheduled for {date}. The meeting, which will be held in {meeting venue}, will run from {start time} to {end time}. As an {employee/client/distributor etc.} of {company name}, I am humbly requesting your attendance.

During the meeting, we plan to address the following key agendas:

Agenda 1: {Agenda Name 1}

Agenda 2: {Agenda Name 2}

If you have other topics of concern you would like addressed during the meeting, please reach out to my office before the set date.

It is vital to the purpose of the day that you carry {mention requirements, e.g., a notebook and pen}. Before them, feel free to contact me on {contact information} to address any concerns.

Thank you for your time. I look forward to seeing you.

Sincerely,

{Your Name}

{Job Title}

{Your Signature}

Sample Meeting Invitation Letter

17 December 2030

Jeremy Campbell

First Industries

544 Opium Road

Huntington Beach, NJ 67568

Re: Invitation to Launch Meeting

Dear Mr. Campbell,

I am happy to announce that RT Solutions is launching a new application software: The Clientrack. As a newly established company and our loyal client, we would like to invite you to our official launch meeting, which will be held at RTS headquarters on 24 December 2030 from 8 AM to 12 PM.

The meeting will bring together company heads, several key clients of RTS, and the software developers. We plan to discuss the following:

• The Niche Deficiency in Today’s Market

• Clientrack: The Solution

• Future Developments

We will appreciate your input during the meeting and look forward to introducing you to our other clients. Kindly contact my office at your earliest convenience to confirm your attendance.

Thank you for your time. We look forward to hearing from you.

Sincerely,

Lucy Kendall

RT Solutions

Sample Meeting Invitation Email

17 December 2030

To: collinsmckay@abccompany.com

From: paulinetimothy@jklindustries.com

Subject: Invitation to Partnership Meeting

Dear Mr. McKay,

As we celebrate the recent partnership between ABC Company and JKL Industries, I believe that we should also discuss future operations. I am, therefore, writing to invite you to an official meeting at my office on Monday, 21 December 2030, at 9 AM.

During the meeting, we will discuss matters relevant to the current day-to-day running of the two companies. Our employees will be looking to us to captain this new ship and will expect our best efforts. Some points on our agenda list include:

Company merge

Employee transfer program

Employee retraining

If you wish to add something to this list, please feel free to contact me during the week. I would also appreciate it if you confirm your willingness to attend before the close of business tomorrow.

Thank you for your time. I look forward to hearing from you.

Sincerely,

Pauline Timothy

CEO, JKL Industries

Invitation Letter for a Meeting (Word Template)

Invitation Letter for a Meeting (Word Template)

Key Takeaways

The basic Invitation Letter for Meeting should highlight the purpose, date, time, and venue of the meeting. Since it is a formal document, it should be written in a polite and professional tone following a business format. It is also vital that the message be short, factual, and to the point.

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