How to write a meeting invitation email, with templates
A meeting invitation needs to answer six questions before anyone has to ask them: what it is for, when, how long, where or which link, who else is coming, and what to prepare. Anything that leaves one of those out generates a reply asking for it.
What the invitation needs to say
The purpose, in one sentence that says what will be different afterwards. 'Agree the Q3 budget' is a purpose. 'Budget catch-up' is a topic, and topics are how meetings run long.
The date, the start time and the end time, with the time zone if anyone is outside yours. The location, or the video link, or both if some people are in the room and some are not. Who else is invited, so people know whether they are a key participant or there to listen. And anything they should read or bring, with the link to it, not a promise that it will follow.
If attendance is optional, say so. People who would have declined quietly will appreciate being told they can, and the ones who come will be there because they need to be.
Write the subject line so it can be found later
The subject is what people see in their inbox and, if you send a calendar invite, what they see in their calendar for the next week. It should say what the meeting is and when: 'Q3 budget sign-off, Thu 15 Oct 14:00'. Avoid 'Meeting' or 'Quick sync', which tell nobody anything and are impossible to search for.
For external guests, put both organisations in it. They will have several meetings that week and yours needs to be recognisable from the subject alone.
Internal meeting invitations
Internally, the email is often just the body of the calendar invite. Keep it to a few lines, put the agenda as a short list, and link the document instead of attaching it, so everyone is looking at the same version.
Subject: [Topic] decision, [day] [date] at [time]
Hi all, I'd like to get us together for 30 minutes to decide [question]. When: [day, date], [start time] to [end time] ([time zone]) Where: [room] / [video link] Agenda: 1. [Item], 10 min 2. [Item], 15 min 3. Next steps, 5 min Please read [document link] beforehand. It's short. Thanks, [Your name]
Subject: Catch-up, [day] [time]
Hi [Name], I've put 30 minutes in for us on [day, date] at [time] to talk about [topic]. If that's a bad time, move it to anything that suits you that week. Nothing to prepare, but if there's something you want to cover, add it here: [doc link] [Your name]
Subject: Today [time]: [topic]
Hi all, Sorry for the short notice. Something has come up on [topic] that needs a decision before [deadline], so I've booked 20 minutes today at [time] ([time zone]): [video link] If you can't make it, reply with your view and I'll make sure it's heard. [Your name]
Find a time with a poll
Propose a few slots, share one link and let the group vote. Guests don't need an account.
Inviting a client or external guest
External invitations need more context and more care with logistics. Introduce anyone from your side they have not met, give the time in their zone as well as yours, and say how the call works: whether they need to install anything, and who to contact if the link fails.
Subject: [Your company] and [their company]: [topic], [date]
Dear [Name], Thank you for making time to meet. I'm writing to confirm the details. Date: [day, date] Time: [time] [their time zone] ([time] [your time zone]) Duration: 45 minutes Video link: [link] From our side, [colleague] will join to cover [area]. We'd like to [purpose], and it would help if you could bring [information or document]. If anything changes, you can reach me on [phone]. Kind regards, [Your name]
Subject: Call on [date] about [topic]
Hi [Name], Looking forward to talking on [day] at [time] ([their time zone]). Here's the link: [video link] I thought we could cover: - [Point] - [Point] Anything you'd like to add, just reply. Best, [Your name]
When the time is not decided yet
An invitation with a fixed time works when you know people's calendars. When you do not, especially with a group, external guests or several time zones, fixing the time first means a round of declines and a second invitation, which asking first avoids.
Send the invitation with the purpose and the options, and let people vote. A Decider poll shows each person the options in their own time zone and lets them answer without an account, which matters for guests from outside who will not sign up for anything to answer one question.
Subject: Invitation: [meeting], picking a time
Hi all, I'd like to invite you to [meeting] to [purpose]. It will take about [duration]. Rather than guess a time, I've put a few options here. Pick every one that works for you: [poll link] Please answer by [day]. I'll confirm the time straight after and you'll be able to add it to your calendar from the same link. Thanks, [Your name]
Once the time is set
Send a calendar invitation, not only an email. An email is read once; a calendar entry is what people look at on the day. Put the link, the agenda and the documents in the calendar entry itself so nobody has to go looking for the original message.
Subject: Confirmed: [meeting], [day] [date] at [time]
Hi all, Thanks for answering. [Day, date] at [time] ([time zone]) works for the most people, so that's when we'll meet. Video link: [link] Agenda: [link] A calendar invite is on its way. If you can no longer make it, let me know by [day]. [Your name]