Business Meeting Email Invitation

Business meetings are a common part of any organisation’s work. Issues of importance are discussed in these meetings and negotiations and crucial matters are settled.

In order to have a meeting, an invite must first be sent to the party one wishes to meet. Traditionally this would have been done via post. With the advent of technology, faxes were the faster mode of communication.

However, with the advent of the internet, a lot of the companies now rely primarily on emails to communicate with their vendors and clients. An invitation to a counterpart for a meeting via email is nothing unusual and many companies follow the procedure as it is fast, cost effective and has a permanent record as well.

Writing an business meeting invitation email has a few important aspects that one should keep in mind while composing it as written communication is the first thing that makes or breaks the impression and caution has to be exercised.

Start the email with salutations and invite the counterparts to the meeting. Express your gratitude briefly for your business relationship.

In the second paragraph, shed more light on the current business relationship and how much you value working with the other organisation. Also let them know that they are important for your organisation and how you would like them to attend the meeting.

In the last paragraph, thank them once again and show hope that you will soon be meeting them at the event or meeting that is to take place.


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    Sample Business Meeting Invitation Email

    Dear Mr. Holder,

    It is our pleasure to invite you to attend the industry reach out meeting at Marriot Hotel on January 29, 2013 at 10am. It is an honour for us to have you as our distribution partners for North Region.

    We wish to continue our excellent business relationship. Our two companies have been engaged in business with each other for many years now and our relationship is still strong which pleases us.

    The event is organised in honour of our esteemed partners. Please arrive on time. We have specially allocated spots for your organisation’s personnel. It’s our way to show you our appreciation.

    Please confirm your time of arrival and the personnel who will be attending the event so that all necessary arrangement can be made.

    Sincerely Yours,


    Barry Gomes
    General Manager
    Metro Foods

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    Template of Business Meeting Invitation Email

    Dear [Name],

    We will like to invite you to our strategy dialogue meeting [Venue] on [date] at [Time]. We are inviting all our valued clients. [Company Name] has been our partner for many years and we are honoured to invite you to the event.

    We look forward to continuing our excellent business relationship that has stood the test of time. For years our company has been your main supplier and it brings us great joy.

    At the event, the changes taking place due to the changes in regulations will be discussed and a new business strategy will be discussed according to the new laws.  We are hopeful of participation from [company name].

    Do let us know in advance that who will be representing [company name] at the event so that all necessary arrangements can be made.

    Sincerely Yours,


    (Company Name)

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