Invitation Letter for an Important Business Meeting (Template & Examples)

Getting people to attend and even look forward to your meeting can take some doing. If you spring a hastily drafted text message on your attendees on the morning of the meeting, you will likely end up with an empty conference room, which is why you should send a letter.

An Invitation Letter for Meeting is a formal document presented by a company to important persons requesting them to attend a meeting on a specified date. The letter should typically lay out the date, time, venue, and purpose of the meeting.

In this post, we review how to effectively invite your letter’s recipient to a meeting.

An Invitation Letter for Meeting differs from the typical meeting notice in that the recipient of the former is not obligated to attend your meeting. This means that you must be persuasive and convincing in your approach. To do this, your letter must contain the following key details:

Subject Line

A significant number of people who read letters and emails report doing so because the subject line caught their attention. Invest some time in crafting a subject line that calls out to the reader.

Agenda

Every meeting has a list of matters it aims to address. What is yours? Why should the reader attend your meeting? Beyond telling them what is on the agenda, you should also tell the reader why the agenda is important to them.

The When, Why, and Where

These three aspects are the foundation of your letter. Once the reader is convinced they should attend your meeting, they will want to know the following:

• The date and time of the meeting
• The venue of the meeting
• The purpose of the meeting

The ‘why’ of the meeting can sometimes overlap with the agenda, making it a moot inclusion. However, if your meeting is an emergency or a reaction to a recent event, you should let the reader know.

Response Request

By now, you have captured the reader’s attention, convinced them to attend the meeting, and provided them with the details they need to do so. But you can’t stop there. Before you close your letter, you need to insert a brief line that communicates your request. For example;

• ‘Kindly contact me to confirm your attendance.’
• ‘Please refer to the attached pamphlet for more information.’

Closing

Always close your letter with your name, job title, company name, and signature.

If you send out poorly-written invitation letters, your meetings will remain unattended. The following tips should help you spin a convincing message:

• Use a catchy subject line that capture’s the reader’s attention.
• If there have been developments since your last meeting, familiarize the reader with them.
• Add a personal touch and tailor your message, as much as possible, to the reader.
• Keep your message short and to the point.
• Offer the reader some incentives for attending the meeting.
• Include a response request in your letter
• Use an engaging but professional tone.
• Proofread your letter before sending it
• Send your letter early so the reader can plan to attend the meeting

Invitation Letter for a Meeting (Word Template)

The basic Invitation Letter for Meeting should highlight the purpose, date, time, and venue of the meeting. Since it is a formal document, it should be written in a polite and professional tone following a business format. It is also vital that the message be short, factual, and to the point.