How to Make the Best Invitation for a Business Meeting

A meeting is an important gathering of people exchanging ideas, information, and opinions. The first step to calling people to come together for a meeting is by writing a meeting invitation. Writing a good meeting invite can be daunting if you don’t know where to start. Make sure that your meeting invitation contains key details that answer the following questions.



Who will be attending the event? Are participants allowed to forward the invite to others?


What and Why? 

What is the purpose of the meeting? It’s important to give meeting attendees a chance to prepare for the meeting by providing them with details about the meeting’s objectives. If there is an agenda for the meeting, put the agenda in the description field of the email invite or attach it.



What time will the meeting take place? If you’re reaching out to people to ask them when they are available to meet, give them a list of potential dates and times to choose from in order to get a quicker response. It is easier to elicit a response this way than by saying, “Whatever works best for you.”



What is an appropriate location for the meeting? Book the right meeting room in advance to ensure that it is available for your meeting.


Have a Clear Subject Line 

Be clear and concise in the subject line of your meeting invitation email. Make sure the meeting’s purpose is clear in the subject line and include attendees’ names if space permits. For example, if you have scheduled 1:1s with people on your team, put your name and the other person’s name in the subject line of the invitation, so it is clear who the 1:1 is with at a glance. Otherwise, people will see your invite in their calendar and may not remember who they are meeting with.

If you’re having a conference call between your company and another company, you might make a subject line like this: “Conference Call – Your Company Name – Other Company’s Name.” If it’s an in-person meeting with an external party, specify that it is an in-person meeting in your meeting invite’s subject line as well.


Provide Details in Location Field 

Most people don’t look at the description field of a meeting invite until the meeting is about to start. To ensure that attendees are able to view important meeting information at a glance, use the location field to include as much detail as possible about location. If it’s an in-person meeting, include the address of the location. If it’s a conference call, provide the call-in number and passcode/pin in the location field.


Keep It Simple  

Stick to the essentials in your meeting invite. Don’t include too much information in your meeting invite. If you want to share further details for attendees to review before the meeting, just include it in an attachment.


Include a Call-to-Action 

If you’re scheduling a demo call with a prospect, you might want to make your email more enticing by include a strong call-to-action that encourages the recipient to click a button or respond. This will make people more likely to attend the meeting.


Make It Personal 

A personalized message is more likely to be opened. Use the addressee’s name in the subject line to increase open rates. Use a professional, yet friendly, tone to further personalize your message and engage recipients.


Send Reminders 

Send recipients follow-up emails to remind them of the meeting. A friendly follow-up reminder would help keep your meeting at the top of mind.

These best practices will help you send meeting invites that are simple, effective, and easy to understand. Using a meeting room booking system can help you streamline the process of creating and sending meeting invites. To learn more about booking meetings and sending invites via Resource Central meeting room booking software, sign up for a free trial or free online demo today.


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