5 meeting invite templates to get your attendees prepped (2023)

Chances are you send (and receive) so many meeting invites that you don’t think twice about them.

Hey, the average today worker spends ~12 hours weekly both prepping for and attending meetings.

And so invites feel, well, automatic.

We see an invite, we click. End of story, right?

But based on our own experience helping clients streamline their schedules, invitations are a surprisingly important piece of running impactful and efficient meetings.

That’s exactly why we put together this guide that breaks down:

  • Why you can’t afford to treat your meeting invites as afterthoughts
  • The must-have elements of an effective meeting invitation
  • 5 free meeting invite templates you can customize

Want to grab your free meeting invite templates now? 👇

5 meeting invite templates to get your attendees prepped (1)

👀 Download your free customizable meeting invite templates

Here's to more organized and productive meetings!

Why your meeting invite templates matter more than you think

We get it.

You’re busy. You probably don’t have a lot of brainpower to dedicate to your email invitations.

Let’s look at some of the key reasons why you can’t overlook your email invitations and why well-crafted invites make for better meetings.

A detailed invitation ensures that your attendees are prepared

So many meetings fail because they’re poorly organized.

Because when attendees don’t know goals and expectations, discussions fall apart or go nowhere.

Your invitation’s agenda is the ideal place to spell out exactly what the purpose of any given meeting is and what you intend to accomplish.

Additionally, invites are your opportunity to remind attendees if they need to do any homework or bring something to present during a meeting. This cuts down on time-wasting when the date rolls around.

The takeaway? Nobody should stare at their calendar thinking “What’s this meeting about, again?”

Your invites hold your teammates (and yourself) accountable

Think of meeting invites as mini contracts between you and your team.

By accepting your invitation, somebody’s saying they’re committed to showing up and giving you their undivided attention.

(Video) Winning The 1st Client Meeting

If you aren’t creating proper invitations with schedules and agendas, there’s no real sense of accountability that they need to do anything on the day of your meeting. Detailed invitations also help highlight your coworkers’ internal activities to ensure they’re sticking to tasks and fulfilling their day-to-day responsibilities.

Another benefit of writing out email invitations is that you can determine right then and there if a meeting is actually necessary. If you get to your agenda and draw a plank, perhaps you’d be better off sorting things out with a quick call or team chat. In turn, this holds you accountable for not wasting anyone else’s time.

A well-crafted template can help hype your attendees

It’s no secret that so many companies are struggling with employee engagement right now. Anything you can do to amp up your attendees and make your meetings feel more personal is a plus.

We’re not saying that people need to jump for joy when they see your meeting invite come across their inbox. At the very least, they should be able to look at your invitation and not immediately roll their eyes.

In short, a personalized meeting invite template frames your meeting as a positive get-together rather than pulling teeth.

5 meeting invite templates to get your attendees prepped (2)

What does every
meeting invitation email need?

The good news is that most meeting invitations are short and sweet (think: ~100 words or so). That means putting together your own meeting invite templates doesn’t require you to write a novel’s worth of text.

That said, there are some crucial elements of your invitation that you absolutely need to think through.

👀 Looking for free meeting invite templates? Grab them below.

👀 Download your free customizable meeting invite templates

Here's to more organized and productive meetings!

A meeting-specific subject line that your attendees won’t snooze on

By default, you might automatically label your invitations with little more than “Meeting” or “Check-in.”

But imagine the chaos of your coworkers’ calendars that have a dozen events with the same name.

Thankfully, you don’t need to be particularly clever when it comes to meeting titles. It’s not like you’re writing sales subject lines where clicking through is optional.

As noted earlier, people should know exactly what they’re getting into when they look at a meeting invitation. For example:

  • “Quarterly Performance Review with Kate (30 mins)”
  • “Sales Software Demo + Discussion w/ Product Team”
  • “Weekly standup [date]: update on [x], discussing [y] and [z]”

See how that works? The takeaway here is to be specific. Even if you have a recurring meeting (such as a standup), you can switch up your subject line to reflect talking points for that particular day’s discussion.

An appropriate date and time (mind your time zones!)

If you want people to actually take action to your meeting request email, there are a few timing-related considerations to look at.

For starters, don’t dump more meetings on someone who’s already overwhelmed with their to-do list.

This is why companies should adopt the same email solution (such as Gmail or Outlook) where you can see your colleagues’ calendars to avoid scheduling conflicts. Below is an example of what shared Google Calendar looks like, for reference:

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5 meeting invite templates to get your attendees prepped (3)

And while you obviously don’t want to spring next-day meetings on anyone, consider that you also shouldn’t schedule your meetings too far in advance.

Ideally, you should try to stick to some sort of internal policy about scheduling (think: at least 72 hours notice, no more than a month out, etc). If you’re working remotely, also keep time zones in mind as you hash out your schedule with coworkers or clients abroad.

A location (remote or in-person)

Defining a location is particularly important when it comes to virtual meetings.

For many of us, meeting rooms and conference tables have been replaced with digital meeting links. This unfortunately results in a game of link tag or needless notification back-and-forth as attendees scramble to figure out “where” a meeting is happening.

If you’re using a tool like RingCentral, making sure that all of your attendees are in the right place is pretty easy. For example, you can define your meeting location as your event ID directly into your email inbox. Then, RingCentral automatically populates the necessary attendee information in your meeting invitation. This includes details such as a call-in number, video link, and an optional password.

5 meeting invite templates to get your attendees prepped (4)

In other words, the “where” of your meeting is spelled out clearly for your attendees in their inboxes. From there, they can join your meeting’s waiting room until the host lets them in (for added security):

5 meeting invite templates to get your attendees prepped (5)

A personalized introductory summary

When it comes to writing meeting invite templates, you should be economical with your words.

An introductory summary is a great place to highlight the goal of your meeting. This summary should preface your agenda and doesn’t need to be more than a sentence or two:

“Hope all is well, team! During this week’s discussion, we’re going to follow-up on last week’s email campaign and start brainstorming our content strategy for the upcoming quarter.”

A meeting agenda and expectations

Lastly, there’s the “meat” of your meeting invitation: the agenda.

For the sake of convenience for both yourself and attendees, presenting your agenda as bullet points is common practice. Your agenda should include:

  • Issues to be discussed or reviewed during the meeting (think: talking points)
  • Action items and expected outcomes from the meeting
  • If necessary, roles and responsibilities of individual attendees (think: someone leading a presentation or sharing a report)

Piggybacking on the last point, it’s important that your entire team is empowered to both present and share during virtual meetings. This is where a tool like RingCentral comes in handy, allowing you to distribute documents, share your screen, and work together in real time:

5 meeting invite templates to get your attendees prepped (6)

🕹️ Get a hands-on look at how RingCentral works by booking a product tour:

💰 You can also use this calculator to see roughly how much your business could save by using RingCentral to support your team’s communication with each other—and clients.

5 meeting invite templates that you can steal for yourself

Below we’ve put together a variety of email invitation template options for the most common types of meetings. Feel free to snag these for yourself and adapt them based on your business’s goals and style.

Download your free customizable meeting invite templates.👇

👀 Download your free customizable meeting invite templates

Here's to more organized and productive meetings!

(Video) Video Meeting Checklist for Attendees - Be Prepared for Online Meetings

1. The recurring check-in

Whether it’s weekly stand-ups or monthly reviews, recurring meetings are ideal for templates since your goals and agenda might not change much from meeting to meeting.

Hi there [attendee name],

It’s that time again! For this [week/month/quarter]’s meeting, we’ll be discussing [x] and [y] and deciding on [z]. Here’s a quick rundown of our agenda:

  • [Talking point]
  • [Action item]
  • [Meeting goal]

If you have any questions or concerns in the meantime, be sure to shoot me an email. See you soon!


2. The one-on-one

Meetings between individuals (think: performance reviews, discussing sensitive information) require more personalization than a run-of-the-mill invite. With these sorts of meetings, you should make a point to give your attendee some much-needed peace of mind (especially for those who might be nervous to meet one-on-one or in a virtual setting)

Hi [attendee name],

Looking forward to talking in-depth about [subject] and likewise answering any questions you may have. Just as a quick recap, we’ll be discussing [x] with the end goal of deciding on [y].

Prior to meeting, please make sure that you [action item] and review [information].

Looking forward to it and talk soon!


3. The presentation

Meetings based around presentations are the most prone to going long. Here, you’re going to need an airtight agenda to avoid potential distractions.

Hi [attendees],

On [date], [attendee] will be conducting a virtual presentation on [subject]. The purpose of this presentation is to [goal]. There’s a lot to cover, so here’s a quick rundown of our agenda:

  • [Talking point #1] (X mins)
  • [Talking point #2] (X mins)
  • [Talking point #3] (X mins)
  • [Action item]
  • [Meeting goal]

If you have any questions or comments about the schedule, please let me know ASAP.



4. The decision-maker

From software to new hires and beyond, so many of our meetings center around making final decisions. Here, you’ll need to outline how you plan on coming to that conclusion in your invitation and agenda.

Hi [attendees],

The goal of this meeting is to make a decision regarding [x]. Prior to this meeting, please make sure that you review [information] and be prepared to talk at length about:

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  • [Talking point #1]
  • [Talking point #2]
  • [Talking point #3]



5. The team-specific meeting

Team or department-specific meeting invitations can be a bit less “suit and tie,” highlighting expectations but also the personality of you and your teammates.

Hey team!

Long time, no see!

This meeting will be focused on [subject], while also discussing [x] and [goal]. We’ll have a chance to talk for [time], during which we’ll cover:

  • [Talking point]
  • [Action item]
  • [Meeting goal]

Looking forward to it!


It’s not too late to grab free meeting invite templates! Get them now.👇

👀 Download your free customizable meeting invite templates

Here's to more organized and productive meetings!

Ready to put together your own meeting invite templates?

Listen: there are likely more meetings on your calendar than ever before.

And so now’s the perfect time to put together your own set of meeting invite templates to wrangle your schedule once and for all.

With the help of these templates and tools like RingCentral, you can keep in lock-step with the rest of your team and schedule meetings that they’ll actually look forward to.

Originally published Nov 23, 2020, updated Oct 19, 2022

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(Video) 6 Tips for Productive 1:1 Meetings with Your Manager


What do I write in a meeting invite in Outlook? ›

Add a meeting subject, start time and end time, and location. In Outlook 2016 and Outlook for Microsoft 365, you can start typing a location's name, for example, Fourth Coffee Shop or Conference Room 23, and Outlook will look for location matches.

What is the example of invitation? ›

When you ask people to attend a party, visit your beach house, or witness your marriage, you invite them — using the verb — and you've given them an invitation. An invitation can be delivered as a verbal request, a beautifully engraved card, or even puffs of smoke behind an airplane.

What is an example of a formal phrase for inviting someone? ›

Formal invitation wording often incorporates phrases such as: The honor of your presence is requested… [YOUR COMPANY] requests the pleasure of your company… You are cordially invited to…

What is a common formal invitation format? ›

Features of a Formal invitation are as follows-

The invitation should be written in third person and not in first or second person. Simple present tense is used. A polite and courteous tone should be used. It is a single sentence presentation.

How do you write a short invitation? ›

The purpose of invitation should be clear. The name of the honoree must be mentioned. The event date and time must be written in letters, do not use abbreviations. Venue Name and Venue's Full Address are important.

What are the phrases of invitation? ›

So let's go!
  • Do you want to...? The first way to invite someone to something is with the phrase "do you want to..." So "do you want to" plus some activity. ...
  • Are you free...? Are you free____? ...
  • Do you want to come to...? ...
  • Are you doing anything? ...
  • What are you up to? ...
  • Come... with me. ...
  • Why don't we...? ...
  • Wanna grab...?

How do you ask people to attend a meeting? ›

How to write a meeting request email
  1. Start with an explanatory subject line. ...
  2. Use a professional salutation. ...
  3. Introduce yourself. ...
  4. State the purpose of the meeting. ...
  5. Suggest a possible date and time. ...
  6. Request for a reply. ...
  7. Proofread before sending. ...
  8. Follow up and remind.
6 Dec 2021

How do you structure a meeting template? ›

How to Write a Meeting Agenda? 5 Key Steps
  1. Establish the meeting type. Not informing your team about the type of meeting they'd be attending can cause a lot of confusion. ...
  2. State the objective of the meeting. ...
  3. Identify specific meeting topics. ...
  4. Allocate time to discuss each topic. ...
  5. Include a list of necessary documents.
8 Aug 2022

What should you say before starting a meeting? ›

You'll want to start the meeting by welcoming your attendees and introducing yourself.
You can start with a simple greeting, using phrases such as:
  1. “Good morning / afternoon”
  2. “Let's begin”
  3. “I'd like to welcome everyone”
  4. “Since everyone is here, let's get started”
  5. “I'd like to thank everyone for coming today”
17 Feb 2018

How do you message your team before a meeting? ›

Start the conversation before the meeting

Right-click the meeting event in your Teams calendar, select Chat with participants, and enter your message.

What are the 3 P's of a meeting? ›

By applying the three P's—purpose, people, and process—you can get back some of that most precious of resources: your time.

What are the 4 P's of meetings? ›

Use this template to identify and explain the 4 Ps required to run an effective meeting: Purpose, Product, People, and Process.

What are the 7 steps in planning a meeting? ›

7 Step Meeting Process
  • Clarify Aim/Purpose.
  • Assign Roles.
  • Review Agenda.
  • Work through Agenda.
  • Review meeting record.
  • Plan Next Steps and Next Agenda.
  • Evaluate.

What are the 5 P's of effective meetings? ›

Whether time in team meetings is time well spent or time wasted depends on the five Ps: purpose, planning, preparation, participation and P.S. A meeting needs to be the best way to use the hour or so it takes.

What are the five keys for leading a meeting? ›

The 5 Key Components To Running Productive Meetings From Cameron Herold
  • A clear purpose. Every meeting has to have a clear purpose. ...
  • Outcomes. Every meeting has to have a maximum of three outcomes. ...
  • An agenda. Every meeting has to have an agenda. ...
  • Start on time. ...
  • Finish five minutes early.

What are the 7 ground rules for effective meetings? ›

  • State views and ask genuine questions. ...
  • Share all relevant information. ...
  • Use specific examples and agree on what important words mean. ...
  • Explain reasoning and intent. ...
  • Focus on interests, not positions. ...
  • Test assumptions and inferences. ...
  • Jointly design next steps. ...
  • Discuss undiscussable issues.
15 Jun 2016

What are 4 types invitations? ›

The following types of invitation letters can be written:
  • Invitation Letter to Attend an Exhibition.
  • Sales Invitation Letter.
  • Invitation Letter to Attend a Fundraising Event.
  • Business Event Invitation Letter.
  • Birthday Party Invitation Letter.
  • Seasonal Holiday Invitation Letter.
  • Invitation Letter for Visa.

What are the 5 parts of writing an invitation letter? ›

Formal invitation Components
  • Name of host.
  • Invitational (requests the pleasure of your company, cordially invites you to)
  • Event type/name/purpose (e.g., luncheon, dinner, reception, lecture)
  • Date.
  • Hour.
  • Place.
  • Reply instructions (e.g., reply card or phone number)
  • Disabled instructions (e.g., fax or email)

What are the three forms of invite? ›

  • he / she / it invites.
  • past simple invited.
  • -ing form inviting.

What are the six central components of all effective invitations? ›

6 Key Elements of Effective Calendar Invites
  • Send them. ...
  • Include a “location” and contact phone number. ...
  • Incorporate an agenda into the notes field. ...
  • Use the reminder function. ...
  • Attachments. ...
  • Follow up with people who haven't accepted the invitation 2 days before the meeting.
17 Oct 2013

Does Word have an invitation template? ›

The good news is: With all the free invitation design templates out there, no one will know your little secret! Choose from wedding, graduation and bar/bat mitzvah invitations, to holiday, birthday, bachelor party invites—and everything in between.

How do I word a last minute invite? ›

When sending last-minute invites, include something like, “We know this is short-notice. However, we'd really like to celebrate with you! We are including a live stream option so you can tune in and watch online.”

What are the 5 phrases? ›

There are five different types of phrases in English and they are,
  • Noun phrase.
  • Adjective phrase.
  • Adverb phrase.
  • Verb phrase.
  • Prepositional phrase.

How do you politely ask for attendance? ›

When trying to get somebody to attend a meeting, you should try to persuade them it is in their best interests to attend. Give reasons why the meeting is important and in particular why it is important for them. This will make them start to question what they could lose by not going.

How do you politely invite people to an event? ›

Phrases to Invite Guests and Describe the Event
  1. We request the honor of your presence… ...
  2. We request the pleasure of your company…
  3. Together with our parents, we invite you…
  4. We ask you to be present with us at the ceremony uniting…
  5. We invite you to share with us a celebration of love…

What are the six steps of planning a meeting? ›

That will make a productive meeting and a happy team.
Here are 6 steps to effective meeting planning:
  1. Why? Determine the purpose of the meeting.
  2. What? Specify the end result of the meeting. ...
  3. Who? Determine who needs to be there.
  4. What? Specify what information needs to be presented.
  5. When/Where? ...
  6. Who/How?
12 Jun 2017

What is a good meeting structure? ›

An effective meeting agenda clearly states meeting goals and discussion topics. It is written in a way that helps team members get on the same page, before, during, and after the meeting, providing all necessary information to set the team up for success.

What is a fun way to start a meeting? ›

17 fun ways to start a meeting to make it more engaging
  • Do a quiz. ...
  • Hold a meeting outside. ...
  • Create an interactive agenda. ...
  • Provide food. ...
  • Make groups. ...
  • Change the seating chart. ...
  • Play a game of charades. ...
  • Ask interesting questions.
29 Sept 2021

How do you start a meeting script? ›

  1. Well, since everyone is here, we should get started.
  2. Hello, everyone. Thank you for coming today.
  3. I think we'll begin now. First I'd like to welcome you all.
  4. Thank you all for coming at such short notice.
  5. I really appreciate you all for attending today.
  6. We have a lot to cover today, so we really should begin.

How do you start off a meeting positively? ›

Ask your meeting participants to share one positive thing that happened to them recently or since the last time you met. It can be personal or professional. It can be something they're excited about, proud of, or interested in. Tell them they have thirty – sixty seconds to give their update.

How do you message a group for a team meeting? ›

Create a group chat the same way you start a one-on-one chat.
  1. Tap New chat. and then type the names of the people you'd like to add in the To field.
  2. Compose and send your message.
  3. Tap the names of the participants at the top of your screen.
  4. Tap Group chat name.
  5. Type a group name and then tap Save.

How do you start an introduction to a Teams meeting? ›

I'm excited to get started. Formal: Hello everyone, and thanks for joining. My name is [your name], and I'm the [your role] at [company name]. I appreciate everyone's punctuality at this meeting.

How do you say warm welcome to the team? ›

“Welcome to the team, [name]! You're a great addition to the team, and we know you'll accomplish amazing things here — we wouldn't have hired you if we didn't believe that. We look forward to supporting you along the way.” “Congratulations on the new position, and many good wishes for your first day at [company name].

What to say to arrange a meeting? ›

I hope you're doing well. I'd like to schedule a meeting with you next week to discuss [purpose of the meeting]. I'm available [mention two to three available dates and times]. If any of the above times work for you, please let me know by [deadline].

How do you start a meeting phrase? ›

You can start with a simple greeting, using phrases such as:
  1. “Good morning / afternoon”
  2. “Let's begin”
  3. “I'd like to welcome everyone”
  4. “Since everyone is here, let's get started”
  5. “I'd like to thank everyone for coming today”
17 Feb 2018

How do you tell people to arrange a meeting? ›

Hi (Recipient's name), I have a personal matter I would like to discuss with you and wanted to arrange a meeting. I've always valued being able to talk to you about anything and would welcome this opportunity. Please let me know suitable dates and times for us to meet.

How do you politely suggest a meeting? ›

I'd love to ask you for a meeting [mention location], at [mention a flexible date and time], where we can discuss this further. Feel free to prefer another time and location if that doesn't work for you.

What are the examples of invitation? ›

Here are some examples of invitation wording to get you thinking more creatively.
  • We request the honor of your presence… ...
  • We request the pleasure of your company…
  • Together with our parents, we invite you…
  • We ask you to be present with us at the ceremony uniting…
  • We invite you to share with us a celebration of love…

What is a formal signal to start a meeting? ›

To start the meeting, the meeting leader (who is called the chairperson or chair) may use one of these phrases: Hello, everyone. Thank you for coming today. Since everyone is here, let's get started.


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