Q&A for How to Write an Email for a Meeting Invitation

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How early should I send the invite for a quarterly meeting?

Pete Canalichio
Brand Strategist & Licensing Expert
Pete Canalichio is a Brand Strategist, Licensing Expert, and Founder of BrandAlive. With nearly 30 years of experience at companies such as Coca-Cola and Newell Brands, he specializes in helping brands find the most authentic parts of their story to build a brand strategy. Pete holds an MBA from the University of North Carolina at Chapel Hill and a BS in Physics from the United States Naval Academy. In 2006, he won an MVP Award from Newell Brands for his contributions to their Global Licensing department. He’s also penned the award-winning book, Expand, Grow, Thrive.

Pete Canalichio

Brand Strategist & Licensing Expert

Expert Answer

Send invites at least a month in advance if it's for a quarterly committee meetings to help everyone save the date. Then, you can share a clear agenda two weeks before the meeting so participants can review it and give feedback. A week before the meeting, provide any supporting documents so everyone comes prepared. Make it clear that the meeting will start on time and set a policy that latecomers won't be admitted after five minutes to respect everyone’s time and avoid interruptions during the meeting or presentation.

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Question

Can I do a meeting invite from Yahoo Calendar?

Community Answer

Add an event. Click Create Event. Enter your event info. Optionally, click More options to: Set a reminder time.

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Question

How do I write an official email to invite managers to a meeting?

Aurelia Wochenske

Community Answer

Stay brief. You don't want a long email that will drag out, as your recipients will most likely see the gist as unclear. Use full sentences, correct spelling, and correct punctuation.

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Question

How do I send a meeting as a placeholder?

Community Answer

If you want to reserve a time and place and people to meet together for some other meeting, then schedule the meeting as you would do for a normal one and make clear in the email (by a sentence or two) that it is a placeholder meeting. For example, you could say "This is going to be a placeholder for XACTIVITY."

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How do I write a formal staff meeting on a calendar invite via email?

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Community Answer

Start with something like, Dear …… or Hope this email finds you well. Then, using proper terms, invite your staff. End with something like Thank you for your time.

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