Ten Top Tips for Sending Professional Calendar Meeting Invites
Ten Top Tips For Sending Professional Calendar Meeting Invites
At work, everything we do should be professional, which means: Goal focused, timely, accurate, well organised and polite.
A professional meeting invitation email should embody these same characteristics. Invitation emails should therefore be:
Goal orientated:
1. Name the purpose, or goal, for which the meeting is being called. Use the subject line effectively.
2. Ensure the invite is sent only to those people who need to be there.
Timely:
3. Ensure the invitation is sent early enough, to allow the attendees to prepare themselves and to gather the necessary information which would make their presence a value.
4. Ensure that the start and finish time for the meeting is clearly communicated.
Accurate:
5. Supply an agenda: a list of the topics that will be covered in the meeting, presented in chronological order.
6. Give any factual details such as GPS-friendly venue, access codes, login codes, etc that will allow for a seamless start to the meeting.
Well organised:
7. If there are additional documents needed, then use Dropbox, Evernote or other similar formats.
8. Include mobile numbers for any last-minute changes.
9. If the meeting is at a physical venue, (as opposed to online) then give car parking details and detailed instructions of how to find the venue from the car park.
Polite:
10. When framing your invite, use polite language, such as: "Would you please attend the meeting......" rather than impolite language such as, "You are required to attend the meeting......"
Bonus Tip:
After the meeting, thank the delegates for attending and give them a summary of the minutes, including "key decisions made" and "particular actions allocated".
Effective Meetings Training
For training on how to make meetings both positive and productive, take a look at our Effective Meetings Training Course.
Definition: professional meeting invite
Context: Business; Genus: message; Differentia: 1) states the meeting goal, 2) sent in good time to only the needed people, 3) gives accurate agenda and logistical facts, 4) uses polite, respectful language.
Show CG4D Definition
- states the meeting goal
- sent in good time to only the needed people
- gives accurate agenda and logistical facts
- uses polite, respectful language
Article Summary
A professional meeting invite works when it states the goal, reaches the right people early, shares a clear plan and key links, sets start and end times, and uses polite words; do this and, as research from Microsoft and Harvard shows, you cut waste and lift team mood by a third.
Frequently Asked Questions
Here are some questions that frequently get asked about this topic during our training sessions.
How early should I send a professional meeting invite?
What should the subject line of a meeting invitation email say?
How do I choose who to include on a calendar invite?
Why is an agenda vital in a professional meeting invite?
Which logistics details improve an online or in-person invite?
What is polite invite wording that still sounds firm?
Do I need to follow up after the meeting ends?
Thought of something that's not been answered? Ask Us Today!
Did You Know: Key Statistics
Microsoft's 2023 Work Trend Index reports that the number of online meetings per user has risen by 300% since early 2020. A 2024 Harvard Business Review survey of 700 managers found that invites with a clear agenda cut meeting time by 30% and raise attendee satisfaction by 39%.About the Author: Chris Farmer
Chris Farmer is the founder of the Corporate Coach Group and has many years' experience in training leaders and managers, in both the public and private sectors, to achieve their organisational goals, especially during tough economic times. He is also well aware of the disciplines and problems associated with running a business.
Over the years, Chris has designed and delivered thousands of training programmes and has coached and motivated many management teams, groups and individuals. His training programmes are both structured and clear, designed to help delegates organise their thinking and, wherever necessary, to improve their techniques and skills.
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