How to Write Meeting Invites (+ 10 Templates in Word and Google Docs)

When scheduling and organizing meetings, it’s essential to ensure your team is aligned, understands the meeting's purpose, and comes prepared. You risk miscommunication, low attendance, and unproductive sessions without a well-crafted meeting invite.

This article will explain the importance of using standardized invites, how to structure your meeting invitation emails, and provide you with ten effective templates to get you started.

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What is a Meeting Invite Template?

A meeting invite template is a preformatted structure for crafting meeting invitations. These templates include essential elements that ensure your invite is clear, concise, and informative. They save you time by providing a ready-to-use format you can quickly customize for any meeting.

Importance of Using Templates

Using invitation templates is crucial for consistency and professionalism. They help you convey all the necessary information and remember important details. Templates also allow attendees to know what to expect and how to prepare.

Common Elements Found in Templates

Typical meeting invitation templates include the following:

• A Concise Subject Line: A brief, descriptive title for the meeting.
• Send From Field: Personalization to build trust and relevance.
• Who, What, When, Where: Essential details about the meeting.
• Goal and Agenda: Clear objectives and a brief outline of discussion points.
  

Benefits of Using Standardized Invites

Standardized invites simplify scheduling meetings and make it easier for recipients to understand and act on your meeting request. Benefits include:

• Consistency: All invites follow a similar structure.
• Efficiency: Saves time for both the sender and recipient.
• Clarity: Ensures all critical details are included.
• Professionalism: Reflects well on your organization and your approach to meetings.

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How to Structure Your Meeting Invitation Email

Here’s how you can structure successful meeting invitation emails:

Craft an Enticing Subject Line

The subject line is the first thing your recipients will see, so it needs to be clear and engaging. A well-crafted subject line grabs attention and provides a concise overview of the meeting's purpose. A strong subject line can increase the likelihood of your meeting invitation email being opened.

Examples of Effective Subject Lines

• "Quarterly Sales Strategy Meeting – July 15"
• "Project Kickoff: New Marketing Campaign"
• "Team Sync-Up: Q3 Roadmap Planning"
  

Personalize the “Send From” Field

Personalizing the sender’s name and email address can build trust and relevance. Instead of using a generic email, use your name or a recognizable team member’s name. A personalized “send from” field makes the email appear more human and less like an automated message.

Spell Out the 4 Ws (Who, What, When, Where)

It is crucial to include the essential details—who is attending, what the meeting is about, when it will happen, and where it will occur.

• Who: List the attendees or groups expected to join.
• What: Briefly describe the meeting’s purpose.
• When: Specify the meeting date and time, considering different time zones.
• Where: Provide the location or a video meeting link.
  

Examples of Clear and Concise Descriptions

• "Attendees: Sales Team and Marketing Leads"
• "Purpose: Discuss Q3 Sales Strategy"
• "Date & Time: July 15, 2024, 10:00 AM PST"
• "Meeting Location: Zoom – [Insert Meeting Link]"
  

Explain the Goal and Share the Meeting Agenda

Setting clear expectations for the meeting helps attendees prepare and engage more effectively. Clearly stating the meeting’s goal ensures everyone understands its importance and what you aim to achieve.

Including a short meeting agenda gives participants a heads-up on the discussion topics and helps them come prepared. It also keeps the meeting focused and on track.

Sample Meeting Agenda:

• Welcome and Introductions (5 mins)
• Review of Last Meeting’s Action Items (10 mins)
• Q3 Sales Strategy Presentation (20 mins)
• Discussion and Q&A (15 mins)
• Next Steps and Closing Remarks (10 mins)
  

A successful meeting invitation email makes it easier for attendees to understand the meeting’s purpose and prepare accordingly.

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Integrate AI Tools for Better Meeting Management

Using AI makes it easier to organize, document, and follow up on meetings. With AI tools like Tactiq, you can easily create and use meeting invite templates, transcribe meetings in real-time, and generate comprehensive meeting notes.

By structuring your meeting invitation email effectively, you ensure all necessary information is conveyed clearly, making it easier for attendees to understand the meeting’s purpose and prepare accordingly.

Download the free Tactiq Chrome Extension today.

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10 Effective Meeting Invite Templates

Here are ten effective meeting invite templates tailored for different scenarios.

1. General Sales Discovery Call Invite

This template is perfect for reaching out to potential clients for an initial discussion about their needs and how your product or service can meet them.

Key Elements:

• Personal touch
• Mutual acquaintance
• Clear purpose
  

Template:

Subject: Let's Discuss How [Your Company] Can Help [Their Company] – Discovery Call

Hi [Recipient’s Name],

I hope this email finds you well. My name is [Your Name], and I’m with [Your Company]. [Mutual Contact] mentioned that you’re looking for ways to enhance [specific aspect of their business].

I’d love to schedule a discovery call to understand your needs better and see how [Your Company] can support [Their Company] in achieving its goals. How does [suggest two possible times] sound for a quick chat?

Looking forward to your response.

Best regards,

[Your Full Name]

[Your Position]

[Your Contact Information]

Download the General Sales Discovery Call Invite template on Google Docs.

Download the General Sales Discovery Call Invite template as a .docx (Word) file.

Why This Works:

This invite is clear and personal, mentioning a mutual contact to build trust and proposing specific times to make scheduling easier.

2. Cold Sales Meeting Invite

When reaching out to new prospects, it's essential to catch their interest quickly and explain the benefits of meeting with you.

Key Elements:

• Recent accomplishments
• Benefit statement
• Clear ask
  

Template:

Subject: [Recipient’s Company] + [Your Company] – Let’s Achieve More Together

Hi [Recipient’s Name],

I hope you’re doing well. My name is [Your Name], and I’m with [Your Company]. I’ve been following [Recipient’s Company] and noticed your recent achievement in [mention specific achievement or milestone]. Congratulations on this success!

At [Your Company], we specialize in [briefly describe your product/service], and I believe we can help [Recipient’s Company] continue to achieve outstanding results. I’d love to discuss how we can collaborate to support your ongoing projects and goals.

Would you be available for a brief call next week? Please let me know if [suggest two possible times] works for you.

Looking forward to the opportunity to connect.

Best regards,

[Your Full Name]

[Your Position]

[Your Contact Information]

Download the Cold Sales Meeting Invite template on Google Docs..

Download the Cold Sales Meeting Invite template as a .docx (Word) file.

Why This Works:

This invite grabs attention by acknowledging the recipient's recent achievements and quickly highlighting the potential benefits of a meeting.

3. Warm Sales Meeting Invite

Engaging with leads who have shown interest or had prior interactions with your company requires a more tailored approach. This template helps you use past interactions to set up a meeting.

Key Elements:

• Reference past interactions
• Suggest a specific time
  

Template:

Subject: Follow-Up on Our Previous Conversation – [Your Company] & [Recipient’s Company]

Hi [Recipient’s Name],

I hope you’re well. Following up on our last discussion at [mention event or interaction], I wanted to touch base and explore how we can move forward with [specific topic discussed].

At [Your Company], we’re excited about the potential to [briefly describe the benefit or solution]. I’d love to continue our conversation and discuss the next steps.

Are you available for a call on [suggest specific date and time] or [alternative date and time]? Please let me know what works best for you.

Looking forward to continuing our conversation.

Best,

[Your Full Name]

[Your Position]

[Your Contact Information]

Download the Warm Sales Meeting Invite template on Google Docs..

Download the Warm Sales Meeting Invite template as a .docx (Word) file.

Why This Works:

This invite references a previous interaction, reminding the recipient of your connection and the context of your discussion.

4. Agency Cold Email Template

When reaching out to potential clients as an agency or consultant, highlight your relevance and the value you can bring. This template is designed to capture attention and propose a valuable meeting.

Key Elements:

• Relevance to their work
• Offer value
• Suggest a meeting
  

Template:

Subject: How [Your Agency] Can Help [Recipient’s Company] Achieve [Specific Goal]

Hi [Recipient’s Name],

I hope this message finds you well. My name is [Your Name], and I’m with [Your Agency]. We specialize in [briefly describe your agency’s services], and I’ve been following [Recipient’s Company]’s impressive work in [specific area].

I believe there’s a significant opportunity for us to collaborate and help [Recipient’s Company] achieve even greater success in [specific goal]. We have a proven track record of delivering [mention relevant results or achievements].

I’d love to schedule a brief call to discuss how we can support your objectives and explore potential synergies. Would [suggest two possible times] work for you?

Looking forward to your response.

Best regards,

[Your Full Name]

[Your Position]

[Your Contact Information]

Download the Agency Cold Email template on Google Docs..

Download the Agency Cold Email template as a .docx (Word) file.

Why This Works:

This invite highlights your agency’s relevance and potential value to the recipient’s company.

5. Informal Meeting Invite for Known Contacts

This template is perfect for reaching out to colleagues or clients with whom you already have an established relationship. It uses a casual tone and flexible scheduling.

Key Elements:

• Casual tone
• Recent updates
• Flexible scheduling
  

Template:

Subject: Catch Up Over Coffee?

Hi [Recipient’s Name],

I hope you’re doing well! It’s been a while since we last caught up. I’d love to hear what you’ve been up to and share some exciting updates from our side at [Your Company].

How about we schedule a quick call or virtual coffee chat sometime next week? Let me know what times work best for you, and we can set something up.

Looking forward to reconnecting!

Best,

[Your Full Name]

[Your Position]

[Your Contact Information]

Download the Informal Meeting Invite for Known Contacts template on Google Docs..

Download the Informal Meeting Invite for Known Contacts template as a .docx (Word) file.

Why This Works:

This invite is friendly and informal, making it approachable for known contacts.

6. Catch-Up Call with a Former Client

Reconnecting with former clients can open doors to new opportunities. This template helps you reach out casually and offer value in a non-intrusive way.

Key Elements:

• Past interactions
• Offer to help
• Casual meetup
  

Template:

Subject: Let’s Reconnect and Catch Up, [Recipient’s Name]!

Hi [Recipient’s Name],

I hope everything is going well with you and [Recipient’s Company]. It’s been a while since we last worked together, and I’ve been thinking about the great projects we collaborated on.

I’d love to catch up and hear how things are going on your end. Maybe there’s an opportunity for us to work together again, or I can help with any new challenges you’re facing.

How does [suggest two possible times] for a quick call sound? Looking forward to catching up!

Best,

[Your Full Name]

[Your Position]

[Your Contact Information]

Download the Catch-Up Call with a Former Client template on Google Docs.

Download the Catch-Up Call with a Former Client template as a .docx (Word) file.

Why This Works:

This invite uses your previous relationship with the client, using a friendly tone to suggest a casual catch-up. It offers help and potential collaboration.

7. 1:1 Invite with Direct Report

Regular check-ins with your team members maintain communication and track progress. This template ensures these meetings are clearly defined and productive.

Key Elements:

• Clear purpose
• Meeting agenda
• Action items
  

Template:

Subject: 1:1 Check-In – [Your Name] & [Direct Report’s Name]

Hi [Direct Report’s Name],

I hope you’re doing well. It’s time for our regular 1:1 check-in. I’d like to discuss your progress on current projects, any challenges you’re facing, and your goals for the upcoming weeks.

Here’s a brief agenda for our meeting:

1. Project updates and progress
2. Any roadblocks or challenges
3. Goals for the next period
4. Any additional support or resources needed

Can we meet on [suggest specific date and time]? If this doesn’t work for you, please let me know your availability.

Looking forward to our conversation.

Best,

[Your Full Name]

[Your Position]

[Your Contact Information]

Download the 1:1 Invite with Direct Report template on Google Docs..

Download the 1:1 Invite with Direct Report template as a .docx (Word) file.

Why This Works:

This invite clearly outlines the purpose and meeting agenda, helping the direct report to come prepared.

8. Team Meeting Invite

Team meetings are crucial for collaboration and alignment. This template ensures all team members are informed and prepared.

Key Elements:

• Topic
• Meeting date and time
• Meeting agenda items
  

Template:

Subject: Team Meeting – [Date] at [Time]

Hi Team,

I hope everyone is doing well. It’s time for our next team meeting to discuss our progress and upcoming plans.

Date and Time: [Date] at [Time]

Agenda:

1. Welcome and team updates
2. Review of ongoing projects
3. Discussion on upcoming milestones and deadlines
4. Open floor for questions and ideas
5. Next steps and action items

Please make sure to join the meeting on time and come prepared with any updates or questions you have.

Looking forward to our discussion.

Best,

[Your Full Name]

[Your Position]

[Your Contact Information]

Download the Team Meeting Invite template on Google Docs..

Download the Team Meeting Invite template as a .docx (Word) file.

Why This Works:

This invite is clear and concise, providing all necessary details and a structured agenda. It helps team members understand what will be discussed and encourages them to prepare beforehand.

9. Project Update Meeting Invite

Keeping stakeholders informed about project progress is essential for transparency and alignment. This template ensures your update meetings are organized and informative.

Key Elements:

• Project goals
• Updates
• Next steps
  

Template:

Subject: Project Update Meeting – [Project Name] Progress on [Date]

Hi [Stakeholder’s Name],

I hope you’re doing well. We’ve scheduled a project update meeting to discuss the latest progress on [Project Name].

Date and Time: [Date] at [Time]

Agenda:

• Recap of project goals and milestones
• Recent progress and achievements
• Current challenges and how we’re addressing them
• Upcoming tasks and deadlines
• Open discussion and Q&A

Your insights and feedback are invaluable, so please come prepared with any questions or comments.

Looking forward to your participation.

Best,

[Your Full Name]

[Your Position]

[Your Contact Information]

Download the Project Update Meeting Invite template on Google Docs..

Download the Project Update Meeting Invite template as a .docx (Word) file.

Why This Works:

This invite provides a clear overview of the meeting’s purpose and agenda, helping stakeholders understand the context and prepare relevant questions or comments. It ensures that all critical aspects of the project are covered.

10. Brainstorming Session Invite

Brainstorming sessions are essential for generating new ideas and solutions. This template helps you set the stage for a productive and collaborative meeting.

Key Elements:

• Meeting purpose
• Agenda
• Preparation tips
  

Template:

Subject: Join Us for a Brainstorming Session on [Date]

Hi [Recipient’s Name],

I hope you’re well. We’re organizing a brainstorming session to come up with creative solutions for [specific challenge or project]. Your input and ideas would be incredibly valuable.

Date and Time: [Date] at [Time]

Agenda:

1. Introduction and meeting purpose
2. Overview of the challenge or project
3. Open floor for ideas and suggestions
4. Discussion and evaluation of ideas
5. Next steps and action items

Preparation:

Please come prepared with any initial ideas or thoughts you have. We encourage out-of-the-box thinking, and all suggestions are welcome.

Looking forward to an engaging and productive session.

Best,

[Your Full Name]

[Your Position]

[Your Contact Information]

Download the Brainstorming Session Invite template on Google Docs..

Download the Brainstorming Session Invite template as a .docx (Word) file.

Why This Works:

This invite clearly states the purpose of the meeting and provides a structured agenda to guide the brainstorming session. Encouraging preparation and out-of-the-box thinking sets the stage for a creative and collaborative meeting.

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How to Personalize Your Meeting Invite Templates

Tailoring your meeting invites shows you value the recipient's time and interest. Here are a few tips to personalize your invites:

• Address the recipient by name and mention the company name to make the invite feel more relevant.
• Refer to mutual connections or past meetings to build rapport and provide context.
• Highlight how the meeting will address their specific interests or needs.
• Include a personal note or compliment to make your invite stand out.
  

Personalizing your invites makes them more engaging and increases the likelihood of engagement.

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Common Mistakes to Avoid in Meeting Invites

When crafting meeting invites, avoiding common pitfalls leading to misunderstandings or decreased attendance is essential. Here are some mistakes to watch out for:

Being Too Vague or Not Providing Enough Detail

Ensure your invite includes all necessary information, such as who is attending, what the meeting is about, when and where it will occur, and why it's important. Vague invites can confuse recipients and lead to poor preparation.

Overloading the Invite with Unnecessary Information

While providing all essential details is important, avoid including too much information. Long, cluttered invites can overwhelm recipients and obscure the main points. Stick to the essentials to keep your message clear and concise.

Failing to Include a Clear Call-to-Action

Every meeting invite should have a clear call-to-action, such as confirming attendance or preparing specific materials in response to the meeting request. Without a call-to-action, recipients may not know what is expected of them.

Ignoring Time Zones and Scheduling Conflicts

When you schedule meetings, especially with remote teams, consider different time zones. Ignoring this can lead to confusion and lower attendance. Use tools to find mutually convenient times for all participants.

By avoiding these common mistakes, you can create effective meeting invites that ensure clarity, improve attendance, and lead to more productive meetings.

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How to Create a Meeting Invite Template in Outlook

Creating meeting invite templates in Outlook can save time and ensure consistency. Here's a step-by-step guide:

Setting Up a New Meeting Invite

1. Launch Outlook and go to the calendar view.
2. Click on "New Event" in the toolbar.
3. Enter the details of the meeting, including the subject, location, and time. Add any necessary information to the body of the invite.
   

Saving the Template

1. After filling in the meeting details, click on the three-dotted icon on the upper right, then “My Templates.”
   

2. Create a new template by clicking “Template.” Write the template name and the content.
3. Hit “Save.”
   

Using the Template for Future Meetings

1. To use your saved template, click the same three-dotted icon, then locate the template.
2. Click the template to insert it in the event description.
3. Modify any details specific to the new meeting, then hit “Save.”

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How to Create a Meeting Invite Template in Gmail

Here’s how you can create a meeting invite template in Gmail:

Enabling Templates

Important: You can only activate and use message templates from Gmail on your computer.

1. Open Gmail on your computer.
2. Click on the gear icon in the upper right corner and select "See all settings."
3. Go to the "Advanced" tab.
4. Find the “Templates” option and click "Enable."
5. Scroll down and click "Save Changes."
   

Setting Up a New Meeting Invite

1. Open Gmail and click the “Compose” button to start a new email.
2. Fill in the email body with the details of the meeting, including the subject, location, time, and any other relevant information.
   

Saving the Template

1. Click on the three vertical dots in the bottom-right corner of the compose window.
2. Select “Templates,” then choose “Save draft as template.”
3. Click “Save as new template” and give it a recognizable name.
   

Using the Template for Future Meetings

1. Click the “Compose” button to start a new email.
2. Click on the three vertical dots in the bottom-right corner and select “Templates.”
3. Choose your saved template from the list.
4. Modify any details specific to the new meeting and send the invite.
   

By creating and using Gmail templates, you can set up meetings and ensure that all necessary information is included every time.

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FAQs About Meeting Invite Templates

How do I write a good meeting invite?

To write an effective meeting invitation, ensure it includes a clear subject line, personalized sender information, essential details (who, what, when, where), the meeting goal, and a brief agenda.

How do I invite people to a meeting using a template?

Use pre-made templates that include all the essential details and customize them to fit your specific needs before sending.

How to create a meeting invite template in Outlook?

Creating meeting invitation templates in Outlook is simple. Here's a quick guide:

1. Launch Outlook, go to the calendar view, and click "New Event."
2. Enter meeting details like subject, location, and time. Add necessary information to the invite body.
3. Click the three-dotted icon in the upper right, then select “My Templates.”
4. Create a new template by clicking “Template,” naming it, and writing the content.
5. Hit “Save.”
6. To use the template, click the three-dotted icon and select the template.
7. Modify any details specific to the new meeting, then hit “Save.”
   

What are the best practices for effective meeting invites?

• Be clear and concise.
• Personalize your invites.
• Include all necessary details.
• Provide a brief meeting agenda.
• Avoid common mistakes such as being too vague or overwhelming with information.