Category Archives: Business Meeting

Meeting Request Email – How to Write One (With Samples)

What is a meeting request email?

Simply put, a meeting request email is a document written to formally ask a co-worker or manager or any other individual to meet with you. In the email, you usually suggest an appropriate place of meeting, time, duration, date and topic of discussion. Traditionally this was done with regular letters but most businesses now use emails.

So if you want to know how to request a meeting via email, then read on. You may need to write an email to arrange a meeting with a client or an email to request a meeting with a manager or supervisor. You may even want to write an email to request a meeting with members of your team. Whatever the case, you can modify the sample meeting request email below to suit your particular need.

A meeting request email is typically written for a simple reason – to schedule a meeting. It can be seen as an invitation letter to a meeting.

The vocabulary and character of a typical meeting request email is dependent on who the recipient of the email is, and the purpose of the meeting in general – frequent recipients of a meeting request email include (but is not excluded to);  Bosses, clients, colleagues and subordinates.

Contents of a meeting request email

Again, the email structure may also be affected by the personal relationship the sender may/or may not have with the recipient; however, here are a few tips that a sender should consider including as part of the details contained in the email–

  • The Reason for the Meeting:

This should be immediately stated after the salutation, with emphasis on the importance of attending the meeting in the recipient’s interest.

  • The Date and Time of the Meeting:

The date, as well as the time of the meeting should be properly indicated for clarity sake; as well as to avoid misconceptions that could easily be avoided.

  • The Place of the Meeting

It is important that the venue for the meeting be communicated to the recipient; even if subsequent meetings have been held in the exact same place – leave no room for assumptions.

  • The Suggested Length of the Meeting

Stating the length of the meeting might help strengthen the resolve of the recipient to attend, as unnecessarily lengthy meetings cause a strain in productivity levels and are simply boring.

It is also important that the email subject is well written, in simple and understandable terms such as ‘ meeting request’

Depending on the recipient of the email, the following details could also be included;

  • Request For Follow Up After the Meeting
  • What the Recipient Would Gain From the Meeting

If the recipient of the email is a boss or client, it is also important to keep the meeting schedule flexible as they are likely to have it altered to suit their convenience.

Here are a few meeting request emails for varying situations.

MEETING REQUEST EMAIL TO CLIENT (SAMPLE)

*Clients are tricky, and as such the best way to go about an email in this category is to be concise and straight to the point, stating the purpose of the meeting and how it can benefit the client, also adding contact information in closing the email. It is important not to force a client to wade through unnecessary information that they may not even be patient enough to read through.

(Take note that meetings with clients should not be requested on first contact).

Sample meeting request email

TO: johndoe@products.com

SUBJECT: ‘MEETING REQUEST: XYZ PRODUCT ADVERTISING ‘

 

Dear Mr. John,

I am writing with regard to our earlier discussion about launching an ad campaign for your new product – our company has an impressive portfolio with success stories of products quite similar to yours and we would be glad to set up a meeting where we can discuss the matter further.

Does this interest you?

Kindly let me know so that we can set up a date and time that suits your schedule.

Janet Manuel

*Subsequent to sending an email in this format, a follow–up email could then be sent with details of a meeting venue, date and time after a response to the initial email sent; the clients may even provide their preferred arrangement, otherwise you may respond in this format;

Sample meeting request email

TO: johndoe@products.com

SUBJECT: ‘RE: MEETING REQUEST: XYZ PRODUCT ADVERTISING ‘

 

Dear Mr. John,

I am glad to have received your positive response to the meeting request.

Kindly let me know if the following arrangement works for you;

9:00 on Thursday 12th June 1763 at the Le-palm business place, opposite yellow bank – Citydale.

Thank you again for your time.

Janet Manuel

MEETING REQUEST EMAIL TO SUBORDINATES (SAMPLE)

*Emails in this category are much easier to navigate as they are usually informational – you are the boss right?

Sample meeting request email

To: (Recipients)

From: JanetManuel

Subject: MEETING REQUEST: JOHNDOE PRODUCT ADVERTISING

Date: 8TH FEB. 1786

 

This notice is to inform you that there will be a meeting in (ROOM) on (DATE). The meeting will begin promptly at (TIME) and is expected to last approximately (TIME).

The main purpose of the meeting would be to strategize on ad campaign ideas for new johndoe product – Please bring any relevant data you have. You may wish to make copies prior to the meeting that we may all have them for reference.

I suggest also that you take the time to make a list of any questions or comments you wish to make during the meeting. Such a list will ensure a more efficient and effective discussion.
Please make every effort to attend. If you are unable to be present personally, please send a representative to take notes and/or present materials. Such a representative should be able to answer questions on your behalf.

I look forward to seeing you at our meeting.

Thank you.

Best regards,

Janet Manuel

MEETING REQUEST EMAIL TO COLLEAGUES (SAMPLE)

*Emails in this category are often permitted to be in a less formal tone than normal –depending on the information being relayed in the email; it may reflect the personality of the sender as he/she is known in the office environment

Sample meeting request email

To: (Recipients)

Subject: Meeting Request: Celebratory sign-off  on JohnDoe Product Ad-campaign

Hello All,

As it was informed  us in the last meeting that the johndoe product campaign launch is scheduled for the  15th December 1786 therefore a sign off meeting has been organized by the management for us before the kick start.

It marks the success of our new project significantly – Therefore we are required to be at the “Banquet hall” sharp at 4pm tomorrow, hopefully, this would serve to motivate us to make the upcoming project a grand success for our company.

Come dressed for entertainment.

Thank you!

Janet Manuel.

 

Conclusion

That said, while drafting emails may seem like no arduous task, it shouldn’t be taken lightly as it communicates the professionalism and competence of the sender – and since email communication has become an integral part of how businesses communicate, there is the apparent need to be properly skilled in the process.

While there are a varying number of purposes that an email message could serve, this article will focus on writing a professional meeting request email that would reflect a sender in his/her desired manner.

Invitation Email Sample for any Event or Party

What is an Invitation Email?

An Invitation email is a written electronic request for the presence of a person, group of persons or organization at an event.  An invitation email is just like any invitation letter except that it is delivered to the invitee via email.

More and more people today are turning to emails as their preferred mode of formal written communication. They prefer emails because of the timely delivery and the fact that even the printed invitation letter can be scanned and forwarded via email.

Below are some sample Invitation Emails that will give you an idea of how to start your next invitation email. Should you decide to send individual mails to your invitees, then you can add some person touch to it. I don’t see a need for that though.

List of Sample Invitation Emails


Before you write your invitation letter!

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Sample Business Meeting Invitation Email

Sample Business Meeting Invitation Email

SUBJECT: Business Meeting on Thursday Jan 23rd at 9:00am

Hello team members,

I would like to expresses by personal gratitude for working so well as a team and being able to achieve last year’s targets. I am sure there were valuable lessons learnt from few mistakes made, however we learn and improve through our mistakes.

This new year brings along new challenges and goals that cannot be achieved without contribution of everyone on this team.

In order to discuss this year’s work plan and to highlight each team member’s role, a meeting has been scheduled for Thursday, January 23, 2016 in the conference room at 9:00am. The team leads are requested to make a 15-20 minutes a presentation that covers last year’s achievements and next year’s plans. Any additional agenda regarding resource and funds allocation may also be included in the presentation.

Please acknowledge receipt of this email as usual.

Dave Thomson.


Sample Conference Invitation Email

Sample Conference Invitation Email

This Invitation email is addressed to a business owner inviting him to attend and participate in an annual conference. Usually this kind of invitation email will be customized and sent to a number of business owners in the community.

Subject – INVITATION TO THE 6th ANNUAL ENTREPRENEURSHIP PROMOTION CONFERENCE

Dear David Salaska,

We would like to invite you to attend the 6th Annual Entrepreneurship Promotion Conference organised by The Entrepreneurship Promoters Inc. , which is slated to hold from 13th Jan 2016 – 15th Jan 2016 at the Sheraton Hotel and Conference Center, Sydney Australia.

Entrepreneurship Promoters Inc. is a Not for Profit Organisation which has been providing vital information, inspiration and motivation to the citizens of Sydney to start and manage their own business. Every year we organize a conference where we invite entrepreneurs around the city to discuss some tips and tools that will promote or help their business.

This year our keynote speaker will be Mr John Marcus a 25 year old online entrepreneur who makes a profit of $40,000 every month. He will be speaking on the topic – Taking your business to the next level via online marketing.

During this year’s conference we would like to recognize you as one of the business owners that our budding entrepreneurs can interact with during the conference.

Kindly let us have your response by December 31st 2015 so that we can make further arrangements. We look forward to receiving a favorable consideration from you. We may also be contacted on phone at 111-111-3333.

Yours sincerely,

Jacob Yakov
Secretary
Entrepreneurship Promoters Inc.
www.EntrepreneurshipPromoters.org
111-222-3333


 Sample Invitation E-mail for Baby Shower

Sample Baby Shower Invitation Email

Inviting guests for a Baby Shower can either be formal or informal. If the shower is being planned for someone within an official context, you may want to have some formal invitation letters. In general however, a simple email may do the trick. The advantage of an email is that it is easier to coordinate the RSVPs.

There are many online electronic invitation cards or e-vites that can be used to invite your guests to a Baby Shower. I suggest that you use one of those. If however for some reason, you believe that your guests would prefer a personalized email then find a sample invitation email below.

Sunject: Surprise Baby Shower for Melissa & Luke Bowen

Dear Jane,

You are cordially invited to celebrate with our dear friends Melissa & Luke as they welcome there little bundle of joy into this world.

  •  Date: May 14th, 2011
  • Venue: Mike & Laurie’s Home, 7849 Mallory Lane, Pittsburg, NE. 22382
  • Time: 7pm

As you may already know, they are expecting a baby boy. Mellissa and Luke have registered at The Bay gift registry so you may choose to pick up a gift on their list. Simply( Click here – Please insert the link] and use the their last name Bowen to search.) If you choose not to for some reason, you may consider giving a cash gift or a gift card. Feel free to pick out other gifts for them as you wish.

This is a surprise for Melissa so I will ask that you do not mention it to her. The plan is to her her in by 7.45pm so please endeavor to come in latest 7.20pm. However please help forward this to Melissa’s friends that are not in this circle.

Our hosts have decided to provide some meal and all the materials needed for this party however it will still be pot luck. We ask that you bring some finger food with you. RSVP and confirm food you will bring latest next week Friday. You may reach me on my cell -517-435-4412 or by emails at nicoleKitty@gmail.com.

Thanks and have a nice week.

Sincerely,

Nicole


Sample Invitation Email to a Christmas Dinner at a Church

Christmas dinner Invitation Email

Inviting members of a church family via email does not really need to be formal. Sometimes a friendly email is all you need. For an invitation to dinner there are just a few components of the letter that are compulsory. You can always adapt the rest of the email to suit you need. For this letter to be formal, all you need to do is add the Formal Letter format and change the tone of the invitation.

Dear Joanna,

This Christmas, as we celebrate the birth of our Lord and Savior Jesus Christ, we will love to bring His love and hope to people around us by sharing the love of God with them. This means that there will be a service at Christ Hope Church at 11am on Christmas Morning, immediately after which dinner will be served.

Through this we hope to share fellowship and love with those that have no family members around and at the same time teach our little children the act of giving at Christmas. We will need your help as we organize reaching our neighborhood in order to invite them for this joyful event.

Together we can share the heart of God, give hope and feast with those that Jesus would love to feast with.

Yours sincerely

Sharon Smith
Secretary


Sample Invitation Email for your child’s birthday party

Kid's Birthday Party Invitation Email

When preparing the invitations for my son’s birthday party last December, I realized that although a good number of our friends are on Facebook, there were still some that had to be invited via email.

There are still many parts of the world where a good portion of your social network may not be on Facebook. Here is a sample email that you can use as a formal invitation to your child’s birthday party!

Subject: Invitation to Marianne’s 5th Year Birthday Party

Dear Janet (or any other salutation that you have used earlier)

How are you and your little ones? It’s been quite some time, but nevertheless, a perfect occasion is approaching for us to catch up and celebrate. (Insert any other pleasantries).

Our daughter Marianne is turning 5 on 28th Aug, 2017 and we are organizing a birthday party at our place and  inviting some friends and family.  We would like to have you and your children at the party. Here at the details of the party!

  • Venue – Our home – 123 Johnson lane, Nairobi, Kenya.
  • Time: 5:00pm – 7;30pm
  • Date: Sat Aug 28, 201X

Please note that there will be various party games and food for the kids and adults! We are really grateful for the blessing that Marianne has been to us and we would like to share the joy with you all.

Do convey to us your plans so that we can pick you guys from the station. Pass our regards to Joe and lots of love to your little angles.

Looking forward

SUSAN MILLER