How to Word a Business Meeting Invitation

It's important to have all the necessary information to word your business meeting invitation appropriately.

When emailing a business meeting invitation, it's important to use effective "netiquette," providing necessary information without being too wordy. The tone of your writing is also important, as invitations that are too informally worded may be ignored, and verbose, elaborately written invitations can be hard to understand. Consider what your reader will want to know---the date, time, location and general agenda ---and convey that information concisely and professionally in your business meeting invitation.

Instructions

1. Compose an email subject line that helps the reader understand the content of the email in just a few words. The subject line should briefly describe the reason for the meeting.

2. In the body of the email write a brief introduction inviting the reader to the meeting. Give the meeting details just after the introduction and include the date, time and location of the meeting. If one or more of these pieces of information are not available, indicate "TBA" (for "To Be Announced") so the reader knows you haven't simply forgotten to include it.

3. Include any other important details about the meeting, such as whether or not food and beverages will be available. If there are special instructions about how to prepare or what to bring to the meeting, include those as well. If an agenda is available for the meeting, include it as an attachment and refer to that attachment in your invitation.

4. End the invitation with a request for response, if necessary, and a polite closing. If you are the meeting organizer, include your contact information in case recipients need to reach you.

Tips & Warnings

• It's important to be polite and brief when writing a business meeting invitation because readers may not have very much time to look at your email. By giving them just the information they need in as few words as possible, you'll convey your message clearly and prevent any confusion by the recipient.

References

• Business Email Etiquette: Discussions, Tips and Proper Practices