Business Meeting Email Invitation

With the advent of the internet, a lot of the companies now rely primarily on emails to communicate with their vendors and clients. Sending an invitation for a meeting via email is nothing unusual and many companies use this method as it is fast, cost effective and is easy to keep track of and record.

Typically senior officials send a memo to the HR department, which then rolls out these invitations on behalf of the organization. If you are expected to send out meeting invitation emails, you can refer to the tips, sample and template in this guide.

Tips for Writing a Business Meeting Invitation Email

  • Stick to the point and keep the email concise
  • Maintain a strictly professional tone for all official communication
  • Give complete details, including the date, time and venue for the meeting
  • Double check all the facts to make sure there are no mistakes
  • Ask for confirmations ahead of the meeting so you can organize everything
  • Invite questions and queries before signing off
  • If possible, use an official email template for the invitations


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    Sample of a Business Meeting Invitation Email

    Dear Mr. Holder,

    It is our pleasure to invite you to attend the industry reach out meeting hosted by Technew Co. on June 29, 2014 at Holbroke Hotel, New Town.

    The meeting will start at 10am, and is expected to conclude by 12 30pm. After the meeting, lunch will be served for all our esteemed guests, and it would be an honor for us to have you there to represent our distribution partner for the Northern region.

    Invitations have also been sent to several other industry leaders such as yourself, and we would love to hear back from you and confirm your spot at the meeting.

    Kindly write back to us by June 18th, 2014 so that we can reserve your seat and make the appropriate arrangements.

    If you have any questions or concerns, please feel free to contact us.

    Looking forward to your response,



    Barry Gomes
    General Manager
    Technew Co.

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    Template of a Business Meeting Invitation Email

    Dear [Name of invitee],

    It is with great pleasure that we invite you to our (Name of meeting) meeting for (Purpose of meeting), hosted by (Your company’s name).

    The venue for the meeting is (Venue), and it is set to be held on (Date) at (Time). We have invited all our (Valued clients/dealers/vendors), and would love to have you there as we (Agenda of meeting).

    Kindly acknowledge receipt of this email and reply back to confirm your spot.

    If you have any questions or concerns, please feel free to contact us regarding them as well.

    Looking forward to your response,



    (Your Name)
    (Your Designation)
    (Company Name)

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