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Given the fact that over 300 billion emails are sent and received every day, it’s no wonder that people can be “email fatigued”. That’s why it’s so important to write an effective, well-written, clear and concise email – you don’t want people to miss your meeting invitation email because it’s too long or unclear. Don’t worry – this wikiHow article will guide you through all the steps you need to take to write a meeting invitation email, such as effective subject lines, what to include in the body of your message, and how to use the application. Use a calendar to make things easier.
Steps
Write a clear title
Warning: Ignoring the topic of the meeting may cause people to respond, questioning whether the meeting is relevant to their department or if they are required to attend, so make sure that you write clear topic!
- You can also write, “Please respond and confirm your participation: HR meeting June 10.”
- It is important to make notes on the title of the meeting as well as provide an idea of what they should expect.
- If the meeting is optional, you can write: “Suggested meeting on June 10 on effective research tactics.”
- However, it won’t be a problem to use common abbreviations like “RSVP”, “HR”, and “IT”.
Compose email content
- Write a friendly or work-related opening. For example, “Hi everyone, I’m looking forward to the new show coming out next week!”
Tip: Remind recipients if they need to complete any tasks or bring anything to the meeting. For example, “Please remember to bring 4 copies of your supplier contact list.”
- Example: “October 6, 10:30 – 11:45 AM”
- If the meeting is online, list the time zone so people in different time zones won’t miss it due to miscommunication. For example, you could write: “October 6, 10:30 – 11:45 AM (PST-Pacific Time)”
- Give instructions as detailed as possible. For example: “Please go to conference room 592 in the Timaren building (209 Nix Street). Room 592 is on the 2nd row of the building, so you’ll need to take the elevator up from the ground floor, exit on the 12th floor, and use the elevator on the south side of the building (to your left) to go up 59th floor”.
- 10:30 – 10:45 Share project status updates
- 10:45 – 11:10 Compare and select possible proposals
- 11:10 – 11:30 State the idea and purpose of the product launch
- Read emails out loud to ensure that your writing is clear and concise before sending.
Use Outlook or the built-in calendar app
- If your company doesn’t use Outlook or anything similar, you can use work-related email to send invitations.
- Make sure the meeting time is convenient for you and your attendees. Depending on your company’s app, you may be able to adjust your viewing settings to show everyone’s schedule (in addition to your own).
- If the meeting schedule is not convenient for everyone, their names will be highlighted. The assistant will even show suggested time slots to fit your schedule and your participants.
- Adding an end time shows the utmost respect for everyone’s time so they know what to expect and can plan travel or work to avoid meeting schedules.
- If you don’t see the data you entered on the Appointment screen, go back and repeat the steps until it appears.
- Provide the meeting’s address, even if you think they already know.
- Click the “Submit” button when you are done.
Tip: Avoid overly generalized titles like “Discussion” as it tells people nothing about the purpose of the meeting. Instead, you could write, “Study and choose a supplier for a new product.”
Advice
- When re-reading your email or invitation, make sure it’s short and straight to the point.
- Use friendly and professional writing.
- Double-check the recipient list to make sure everyone who needs to join the meeting is invited.
- Enter the address in the “BBC” line if you want the recipients to not be able to see the addresses of everyone who receives the same email.
Warning
- Do not send invitations or emails without a date, time, and location. It will annoy the invitees and you will get a bunch of responses asking for that information.
- Do not use all capital letters, it will be interpreted as negative attention and very unprofessional.
This article is co-authored by a team of editors and trained researchers who confirm the accuracy and completeness of the article.
The wikiHow Content Management team carefully monitors the work of editors to ensure that every article is up to a high standard of quality.
This article has been viewed 17,578 times.
Given the fact that over 300 billion emails are sent and received every day, it’s no wonder that people can be “email fatigued”. That’s why it’s so important to write an effective, well-written, clear and concise email – you don’t want people to miss your meeting invitation email because it’s too long or unclear. Don’t worry – this wikiHow article will walk you through all the steps you need to take to write a meeting invitation email, such as writing an effective subject line, what to include in the body of your message, and how to use the application. Use a calendar to make things easier.
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