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This wikiHow will walk you through everything you should do when writing an email for a meeting invitation, like how to write a strong subject line, what you should say in the body of your email, and how you can use a calendar app to make things easier.
Creating a Great Meeting Invite Email
When writing an email for a meeting invite, make sure to use a strong, relevant subject line that the recipients will recognize immediately. In the email's body include all the relevant meeting information. Lastly, using an email program with a calendar makes it convenient for attendees to RSVP.
Steps
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Write a short, relevant subject line with the date and topic of the meeting. Including these details means that people will know when it is and what’s to be discussed without even opening the email. For instance, you might write, “Meeting 12/8: New reporting guidelines.” [1] X Research sourceWarning: Leaving out the topic of the meeting will probably cause people to reply, asking if it’s relevant to their department or if their attendance is mandatory, so be sure to state the topic!
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Ask for confirmation of attendance in the subject line. If you need to know who is going to come to the meeting, ask for confirmation in the subject line. That way, they’ll know they need to respond as soon as possible even before they open the email. You might write, “Friday 10/6 HR meeting, please confirm ASAP.” [2] X Research source- You could also write, “Please RSVP: HR meeting 10/6.”
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Let them know if it’s an emergency meeting in the subject line. If it’s a pressing or time-sensitive issue that warrants a meeting right away, add a sense of urgency to the subject line. For instance, you could write something along the lines of, “Emergency meeting Monday 2/31: Cybersecurity.” [3] X Research source- It’s important to note the subject of the meeting as well to give them some idea of what to expect.
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State whether attendance is mandatory or suggested. If you work for a large company, some people’s presence may not be required for every meeting. State the relevant department in the subject line or let recipients know if they must attend. For instance, you could write, “Mandatory marketing meeting 10/6.” [4] X Research source- If the meeting isn’t required, you could write: “Suggested meeting 10/6 on efficient research tactics.”
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Use full words in your subject line to avoid any confusion. Abbreviations may seem efficient, but they’re not as specific as full words and can cause confusion. For instance, “SAP” could mean “systems and processing” or “sampling and analysis plan” depending on who is and isn’t familiar with your lingo. [5] X Research source- However, it’s okay to use common abbreviations like “RSVP,” “HR,” and “Wed.”
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Write a brief, friendly introduction and a short note. Introducing yourself is necessary if you work for a big company or if you don’t know everyone yet. It’s also important to mention in this short intro if any documents or supplies need to be completed and/or brought to the meeting. [6] X Research source- Make your introduction personable or relevant to the work. For example, “Hello team, I’m looking forward to the new program launch next week!”
Tip: Remind the recipients if they need to complete any tasks or bring anything with them to the meeting. For instance, “As a reminder, please bring 4 printed copies of your vendor contact lists.”
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List the meeting date and time on its own line so it stands out. This is essential information for people to attend the meeting, so you want it to be clear and stand out from the rest of the text. Indent 2 lines above and below it and/or put it in bold font. [7] X Research source- Example: “October 6, 10:30 - 11:45AM”
- If the meeting is online, list the time zone so people in different time zones won’t miss out due to miscommunication. For instance, you might write: “October 6, 10:30 - 11:45AM (PST)”
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List the location after the date and time. Make the location stand out just as much as the date and time—especially if you’re meeting in a new spot, if it’s tricky to find, or if you know some of the recipients aren’t familiar with the location. For virtual meetings (either through a live forum or video chat), provide a link to the forum or video call for easy access. [8] X Research source- When giving directions, be as detailed as possible. As an example: “Please come to conference room 592 in the Timaren building (209 Nix St.). Room 592 is located in the 2nd tier of the building, so you’ll need to take the elevator up from the ground floor, exit on 12, and use the elevators on the south side of the building (to your left) to go up to the 59th floor.”
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Share the purpose of the meeting. Let the recipients know what the meeting is going to accomplish. Offering a short agenda for the meeting will help them recognize which tasks need to be done beforehand. You can simply state the topic (like “Cybersecurity Update”) or you could provide a timeline: [9] X Research source- 10:30 - 10:45 Share status updates for project
- 10:45 - 11:10 Compare and select viable offers
- 11:10 - 11:30 Brainstorming and goals for launch
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Proofread your email for grammatical and factual errors. The most important things to proofread are the date, time, and location of the meeting, so make sure you have those correct! You can also proofread your introduction, agenda, or other notes that you may have included to make sure you’ve covered all the basics. [10] X Research source- Read your email aloud to make sure your writing is clear and concise before sending it out.
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Click on “New Meeting” under the home tab in Outlook. If your company uses a communication database with an integrated calendar, like Outlook, use it to set up your meeting. That’s typically the preferred point of contact for people you work with.- If your company doesn’t use Outlook or anything like it, you can use your work-related email to send the invitation.
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Select a time and date from the “Scheduling Assistant” window. After creating a new meeting, the calendar window will pop up. Click on “Scheduling Assistant” and highlight an available time and date for your meeting.- Make sure it’s a time when you and the intended attendees are available. Depending on your company’s application, you might need to adjust your viewing settings to show everyone’s schedule (in addition to your own).
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Add attendees by typing in their names or using your address book. Click on the text bar to manually input names or scroll through your address book and select their names from the list. Use the “Scheduling Assistant” function to check other people’s availability.- If people aren’t available, their names will appear highlighted. The assistant will even show recommended time slots to suit you and the attendees schedules.
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Set the start and end times for the meeting. Make sure the date of the meeting is the date you selected earlier on, and click on the calendar button to make any changes if necessary. Then use the drop down arrows to the right of the time listings to select the correct start and end times.- Adding end-times is most respectful of people’s time so they know what to expect and can plan their commute or work around the meeting.
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Click “Appointment” under the “Meeting” tab at the top of the screen. Clicking this button will return you to the general appointment screen and you should see your entry scheduled. From here, you’ll be able to add a subject, location, and notes.- If you don’t see your entry scheduled on the appointment screen, go back and repeat the process until it shows up.
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Be specific when entering the subject, location, and notes. Let the recipients know what the meeting is about in a few brief words (e.g., “Upcoming Product Testing”). Be specific about the location, providing directions if it’s not a typical meeting place or if it’s tricky to get to. Add any additional notes (like any prep work) that are relevant to the meeting.- Give the address of the location, even if you think they already know it.
- Click “send” when you’re finished.
Tip: Avoid overly broad subjects like “brainstorming” because that doesn’t tell people much about the purpose of the meeting. Instead, you might say, “brainstorming vendors for new product.”
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Example Emails and Subject Lines
Expert Q&A
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QuestionHow early should I send the invite for a quarterly meeting?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.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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QuestionCan I do a meeting invite from Yahoo Calendar?Community AnswerAdd an event. Click Create Event. Enter your event info. Optionally, click More options to: Set a reminder time.
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QuestionHow do I write an official email to invite managers to a meeting?Aurelia WochenskeCommunity AnswerStay 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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Tips
- When proofreading your email or invitation, keep it brief and to the point.Thanks
- Use a friendly, professional writing tone.Thanks
- Double-check the recipient list to make sure everyone that needs to be there is invited.Thanks
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Warnings
- Don’t write in all caps, it’ll be interpreted as yelling and is highly unprofessional.Thanks
- Don’t send the invitation or email without date, time, and location. It will likely frustrate your invitees and you’ll get a slew of replies asking for that information.Thanks
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References
- ↑ https://blog.lucidmeetings.com/blog/anatomy-of-the-perfect-meeting-invitation-email#subject-line
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