Established, since 1997, leading UK based training provider.
Celebrating 25 years in business! CPD Member - The CPD Certification Service ilm Recognised Provider

Ten Top Tips for Sending Professional Calendar Meeting Invites

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.

About the Author: Chris Farmer

Chris

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.

Blogs by Email

Do you want to receive an email whenever we post a new blog? The blogs contain article 5-10 minutes long - ideal for reading during your coffee break!

Further Reading in Communication - Clear Communication

  • The Secrets of Effective Communication
    Words have great power. They can conjure up images in the minds of your listener. Think about the language you use in order to avoid any misunderstanding. In business, using the correct words can make or break a sale.
    Read Article >
  • Management training and advanced communication skills
    Management training and advanced communication skills Management training is about improving the performance of oneself and others. In order to do that, you need people to develop themselves. But asking a person to engage in an act of self-development means asking them to change; and many people don't like the idea...
    Read Article >
  • ​How can I make my communications skills better?
    How can I improve my communications skills? To a certain degree, your success is linked to your ability to communicate. If your communication skills are strong and you can easily express every idea and piece of information that you have, then you will be more convincing and persuasive. If you are...
    Read Article >
  • Communication Mistakes
    We are all aware of the importance of good communication in business, between colleagues as well as with clients. Take a look as these common communication mistakes and see if you need to correct any that you make.
    Read Article >
  • How to Start a Presentation
    The start of your presentation sets the terms for the rest of the performance. If you start well, then you will probably succeed. Here are some useful tips for getting your presentation off to a good start.
    Read Article >

Looking for Communication Skills Training?

If you're looking to develop your Clear Communication Skills, you may find this Communication Skills Training Course beneficial:

Open Training Course Pricing and Availability

7 February
Birmingham M6 J7
£475 +VAT
27 February
London - Central
£475 +VAT
2 March
Online - Teams
£475 +VAT
6 March
Manchester City
£475 +VAT
More dates and locations available
Save £50 on this course

Next Open Course Starts in 8 days, Birmingham M6 J7, places available Book Now >