Event Announcement Email

No matter if you are putting together an event at an organisational or individual level, you must inform the guests well in advance. Moreover, you should also ensure that there is no confusion in the described purpose, venue, date and time of the event.

You will also have to conclude your email in the minimum amount of words and that is where most of people fail to hit the mark. However, if you know the format of such emails then things can become a lot easier. By following some simple yet effective directions, you can draft a perfect event announcement email.

First of all, you should make sure that you are entering the correct email addresses of all the recipients and then mention the subject of this email in the relevant box. Next, you will give a proper greeting and start your email.

In the opening paragraph, you will come to point straight away and notify them about the event. Tell them the nature, exact date and time of this event. Do not play with words and be strictly relevant to give them a clear idea of the event.

In the next paragraph, you will give details of this event. Mention the motive behind this programme and tell them how excited you will be to see them at this event.

In the end, add some sentences to make them realise that you value this relationship and expect the same in return. If there are any directions, list them clearly. You can mention a name of the person who is responsible for coordinating. Make sure you are giving more than one contact number.

Conclude your email with a courteous sentence and proper closing. Mention your name and other necessary information at the bottom.


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    Sample of Event Announcement Email:

    Dear All,

    The Board of Directors of Star Marketing Solutions requests your presence at the annual meeting of all stakeholders. This will be held on April 13, 2011 in Crystal Hall of Pyramid Hotel, Beijing. The agenda of this meeting is also attached for your perusal.

    Ever since the beginning, our company has taken all stakeholders in confidence before making any decisions. That is why, we request you to show up at this meeting.

    If you have any questions, you can contact Mr. Scott Evans on 0072-6714-786 and he will give you all the information required.

    Hoping to see you at the annual meeting.


    Jacob Oram
    Communication Officer
    Star Marketing Solutions

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    Template of Event Announcement Email:

    Dear [Name of the recipient],

    The [Name/Designation of the host] cordially invite you on [Mention the event] going to be held on [Put Date, Time and Venue].

    We request you to grace the event with your presence because [give a valid reason to persuade your addressee].

    If you have any questions then you can contact us on [give complete contact information].

    Hoping for an affirmative response.


    [Your Name]
    [Job Title]
    [Company Name]

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