25 Good Meeting Invitation Message Samples

In business, meetings serve as a valuable way to get people together for training purposes or sharing status updates for projects. No matter the cause, having a good meeting invitation message will help to increase your attendance rate. Here is a look at some great meeting invitation message samples you can use for structuring your own invite.

In-Person Meeting Invitations Samples
Conference Call Meeting Invites Samples
Zoom Meeting Invitation Sample Wording

In-Person Meeting Invitations Samples

When you are sending a meeting invitation for an in-person meeting, some best practices are to:

have a clear subject line so the recipient understands when and why the meeting is being called, and can then quickly decide whether to accept the meeting.
repeat the key elements of the meeting inside the text of the meeting. Generally, you will be scheduling an in-person meeting by sending an email or a calendar invitation. Recipients may overlook the subject and location lines, and even if not, it is helpful to repeat all the important information inside your email or calendar invitation description area.
specify the time of the meeting in the time zones of all the participants, or just in that of the recipient.
provide an idea of what will be covered in the meeting, and if any preparation work before the meeting is needed.
include the name of the contact person, in case a participant has trouble opening any attachments, needs to understand if it is possible to reschedule, or has other questions.

Below are examples of meeting invitations that use these best practices for different types of meetings.

#1 Type of Meeting: Team Meeting
Subject: Meeting Invitation for Monday, March 29th at 9:00 AM CST/10:00 AM EST: Team Meeting

Text of Message:
Please attend this meeting for a review of our progress on our action items, the generation of new action items, and the discussion of any team updates. An agenda is attached. Breakfast and coffee will be provided.

Date: Monday, March 29, 2021
Time: 9:00 AM – 10:00 AM CST/10:00 AM – 11:00 AM EST
Location: Second-floor conference room

Your Pre-Meeting Action Items by 10:00 AM CST/11:00 AM EST on Friday, March 26:

Review the agenda.
Send Cindy your action item updates so she can update the master tracking chart.
Send Cindy questions/action items on the project that you think will benefit from group discussion. We will be sticking to the agenda strictly, so if your question is not on the agenda, we will need to find a separate time to discuss it.

We value your thoughts and input, and hope you come prepared with ideas and suggestions for improvement as we progress through our project. If you have any questions, please contact Cindy.

Drew

[attached agenda]

#2 Type of Meeting: Sales Pitch Call
Subject: Meeting Invitation for Monday, March 29th at 9:00 AM CST/10:00 AM EST: Health Insurance Options

Text of Message:
Thank you for contacting our office about your health insurance options. I will be coming to your office to review the results of my analyses of your particular needs. If any of the information you gave to my team changes, please let me know. Otherwise, I look forward to seeing you at our meeting, scheduled for the below:

Date: Monday, March 29, 2021
Time: 9:00 AM – 10:00 AM CST/10:00 AM – 11:00 AM EST
Location: Your office

If you have any questions, please contact me at (555) 555-5555 or tmartin@abcinsurance.com.

Best Regards,
Terry

#3 Type of Meeting: Product Demo
Subject: Meeting Invitation for Monday, March 29th at 9:00 AM CST/10:00 AM EST: ABC Software Product Demo

Text of Message:
Thank you for your interest in ABC Software. I will be coming to your office to do a demonstration of our software and answer any questions you may have. If you would like to discuss anything in advance of our meeting, please contact me at (555) 555-5555 or cjones@abcsoftware.com. Here are the details of our meeting:

Date: Monday, March 29, 2021
Time: 9:00 AM – 10:00 AM CST/10:00 AM – 11:00 AM EST
Location: Your office

I look forward to meeting you and showing you the powerful functionality of ABC Software.

Best Regards,
Chris

#4 Type of Meeting: Staff Meeting
Subject: Meeting Invitation for Monday, March 29th at 9:00 AM CST/10:00 AM EST: Staff Meeting

Text of Message:
Please attend this meeting for a discussion of what we are doing well, where we need to improve, new faces around the office, and training opportunities. Breakfast and coffee will be provided. An agenda is attached, and any suggested additions to the agenda should be submitted to Lisa (lmitchell@xyzauto.com) by Friday, March 26.

Date: Monday, March 29, 2021
Time: 9:00 AM – 10:00 AM CST/10:00 AM – 11:00 AM EST
Location: Second-floor conference room

We value your thoughts, and hope you arrive early to get a good seat. If you have any questions, please contact Lisa.

Regards,
Irene

[attached agenda]

#5 Type of Meeting: Progress Updates
Subject: Meeting Invitation for Monday, March 29th at 9:00 AM CST/10:00 AM EST: Progress Update Meeting

Text of Message:
Please attend this meeting for a review of how we are measuring up against our sales targets and an open discussion of ideas for growth and improvement. Breakfast, coffee and orange juice will be available.

Date: Monday, March 29, 2021
Time: 9:00 AM – 10:00 AM CST/10:00 AM – 11:00 AM EST
Location: Second-floor conference room

If you have any questions, please contact Dawn Murphy at (555) 555-5555 or dmurphy@abcinsurance.com.

Regards,
Michelle

#6 Type of Meeting: Morning Meeting
Subject: Meeting Invitation for Monday, March 29th at 9:00 AM CST/10:00 AM EST: Morning Meeting

Text of Message:
Please attend this meeting for a discussion of our priorities for this coming week, goals, performance updates, and issues. Breakfast and coffee will be available. An agenda is attached, and any suggested additions to the agenda should be submitted to Jennifer by 10:00 AM CST/11:00 AM EST on Friday, March 26.

Date: Monday, March 29, 2021
Time: 9:00 AM – 10:00 AM CST/10:00 AM – 11:00 AM EST
Location: Second-floor conference room

Your Pre-Meeting Action Items by 10:00 AM CST/11:00 AM EST on Friday, March 26:

Review the agenda.
Send Jennifer suggested additions to the agenda.
Send Jennifer your individual performance metrics for group discussion.

I look forward to a productive meeting. If you have any questions, please contact Jennifer.

Best,
Scott

[attached agenda]

#7 Type of Meeting: Town Hall Meeting
Subject: Meeting Invitation for Monday, March 29th at 9:00 AM CST/10:00 AM EST: Town Hall Meeting

Text of Message:
Please attend this meeting to hear about how we are doing, our initiatives for the near and medium-term, and for a Q&A session. A light breakfast, orange juice and coffee will be provided.

Date: Monday, March 29, 2021
Time: 9:00 AM – 10:00 AM CST/10:00 AM – 11:00 AM EST
Location: Second-floor conference room

We value your thoughts and input, and hope you arrive early to get a good seat. If you have any questions, please contact Maggie Barnett at (555) 555-5555 or mbarnett@xyzconsulting.com.

See you there.

Marty

#8 Type of Meeting: Brainstorming Meeting
Subject: Meeting Invitation for Monday, March 29th at 9:00 AM CST/10:00 AM EST: Brainstorming Meeting

Text of Message:
Please attend this meeting for a brainstorming session on how to achieve our sales and safety goals. We will be breaking into small groups for timed sessions, so it is critical that everyone is present, and on time. Breakfast and coffee will be available. An agenda is attached, and any suggested additions to the agenda should be submitted to Alex by Friday, March 26.

Date: Monday, March 29, 2021
Time: 9:00 AM – 10:00 AM CST/10:00 AM – 11:00 AM EST
Location: Second-floor conference room

Your Pre-Meeting Action Items by 10:00 AM CST/11:00 AM EST on Friday, March 26:

Review the agenda.
Send Alex suggested modifications to the agenda.
Contemplate ideas for the brainstorming session.

We value your thoughts, and hope you arrive early to get a good seat. If you have any questions, please contact Alex.

Jill

[attached agenda]

#9 Type of Meeting: Safety Meeting
Subject: Meeting Invitation for Monday, March 29th at 9:00 AM CST/10:00 AM EST: Monthly Safety Meeting

Text of Message:
Please attend this meeting for a review of our safety metrics over the last month, a root cause analysis of a sample incident, and a discussion on how we can improve. Breakfast and coffee will be available. An agenda is attached, and any suggested additions to the agenda should be submitted to Rowan by 10:00 AM CST/11:00 AM EST on Friday, March 26.

Date: Monday, March 29, 2021
Time: 9:00 AM – 10:00 AM CST/10:00 AM – 11:00 AM EST
Location: Second-floor conference room

Until then, remember: Safety 1st.

Thanks,
Mike

[attached agenda]

Conference Call Meeting Invites Samples

When you are sending a meeting invitation for a conference call, some best practices are to:

have a clear subject line so the recipient understands when and why the meeting is being called, and can then quickly decide whether to accept the meeting.
repeat the key elements of the meeting inside the text of the meeting. You will likely be using conference call scheduling software to schedule the meeting and book the conference call line. It will have its own fields to complete, but recipients often overlook the information in these fields. It is helpful to the recipient if you put all the important information inside the meeting invitation.
specify the time of the meeting in the time zones of all the participants, or just in that of the recipient.
provide an idea of what will be covered in the meeting, and if any preparation work before the meeting is needed.
include the name of the contact person, in case a participant has trouble opening any attachments, needs to understand if it is possible to reschedule, or has other questions.

Below are examples of meeting invitations that use these best practices for different types of meetings.

#1 Type of Meeting: Team Meeting
Subject: Conference Call Invitation for Monday, March 29th at 2:00 PM CST/3:00 PM EST: Team Meeting

Text of Message:
Please attend this meeting for a review of our progress on our action items, the generation of new action items, and the discussion of any team updates.

Date: Monday, March 29, 2021
Time: 2:00 PM – 3:00 PM CST/3:00 PM – 4:00 PM EST
Conference Call Login: 555.555.5555, code 55555#
Smartphone Autodial Format: 555.555.5555,,,55555#

Your Pre-Meeting Action Items by 10:00 AM CST/11:00 AM EST on Friday, March 26:

Review the agenda.
Send Sarah your action item updates so she can update the master tracking chart.
Send Sarah questions/action items on the project that you think will benefit from group discussion. We will be sticking to the agenda strictly, so if your question is not on the agenda, we will need to find a separate time to discuss it.

We value your thoughts, and hope you come prepared with ideas and suggestions for improvement as we progress through our project. If you have any questions, please contact Sarah.

Angela

[attached agenda]

#2 Type of Meeting: Sales Pitch Call
Subject: Conference Call Invitation for Monday, March 29th at 2:00 PM CST/3:00 PM EST: Financial Advisory Services

Text of Message:
Thank you for contacting our office about your financial advisory needs. I will be calling you to review the results of my analyses of your particular needs. I have attached a slide deck that I will go through with you during our call. If any of the information you gave to my team changes, please let me know. Otherwise, I look forward to speaking to you during our meeting, scheduled for the below:

Date: Monday, March 29, 2021
Time: 2:00 PM – 3:00 PM CST/3:00 PM – 4:00 PM EST
Call Details: Jordan Smith to call Warren Milken at (555) 555-5555

If you have any questions, please contact me at (555) 555-5555 or jsmith@abcfinancialservices.com.

Best Regards,
Jordan

[slide deck attachment]

#3 Type of Meeting: Product Demo Call
Subject: Conference Call Invitation for Monday, March 29th at 2:00 PM CST/3:00 PM EST: Adjustable Office Desk Product Demo

Text of Message:
Thank you for your interest in an ergonomic and adjustable office desk. I will be calling you to discuss the features and benefits of our adjustable desk options and answer any questions you may have. I have attached some slides, which I will go through during our call. If you would like to discuss anything in advance of our meeting, please contact me at (555) 555-5555 or stucker@abcofficesupply.com. Here are the details of our meeting:

Date: Monday, March 29, 2021
Time: 2:00 PM – 3:00 PM CST/3:00 PM – 4:00 PM EST
Location: Susan Tucker to call Angie Ford at (555) 555-5555

I look forward to speaking with you and discussing the exciting options we have for adjustable desks.

Best Regards,
Susan

[slides attachment]

#4 Type of Meeting: Staff Meeting
Subject: Meeting Invitation for Monday, March 29th at 2:00 PM CST/3:00 PM EST: Staff Meeting

Text of Message:
Please dial in for a discussion of what we are doing well, where we need to improve, new faces around the office, and training opportunities. An agenda is attached, and any suggested additions to the agenda should be submitted to John (jtaylor@abcstaffing.com) by Friday, March 26.

Date: Monday, March 29, 2021
Time: 2:00 PM – 3:00 PM CST/3:00 PM – 4:00 PM EST
Conference Call Login: 555.555.5555, code 55555#
Smartphone Autodial Format: 555.555.5555,,,55555#

We value your thoughts and input, and look forward to a collaborative discussion. If you have any questions, please contact John.

Regards,
Sylvia

[attached agenda]

#5 Type of Meeting: Progress Updates
Subject: Conference Call Invitation for Monday, March 29th at 2:00 PM CST/3:00 PM EST: Progress Update Meeting

Text of Message:
Please join this meeting for a review of how we are measuring up against our project milestones and an open discussion of ideas for improvement.

Date: Monday, March 29, 2021
Time: 2:00 PM – 3:00 PM CST/3:00 PM – 4:00 PM EST
Conference Call Login: 555.555.5555, code 55555#
Smartphone Autodial Format: 555.555.5555,,,55555#

The ideas and input of each and every one of you is vital to the success of our team. Make sure to be on time and turn your other various electronic devices off. We need everyone actively engaged and focused for this meeting. If you have any questions, please contact Amanda at (555) 555-5555 or asmith@xyzbuilders.com.

Regards,
Matt

#6 Type of Meeting: Morning Meeting
Subject: Conference Call Invitation for Monday, March 29th at 8:00 AM CST/9:00 AM EST: Morning Meeting

Text of Message:
Please call into this meeting for a discussion of announcements, our priorities for this coming week, goals, performance updates, and issues. An agenda is attached, and any suggested additions to the agenda should be submitted to Crystal by 10:00 AM CST/11:00 AM EST on Friday, March 26.

Date: Monday, March 29, 2021
Time: 8:00 AM – 9:00 AM CST/9:00 AM – 10:00 AM EST
Conference Call Login: 555.555.5555, code 55555#
Smartphone Autodial Format: 555.555.5555,,,55555#

Your Pre-Meeting Action Items by 10:00 AM CST/11:00 AM EST on Friday, March 26:

Review the agenda.
Send Crystal suggested additions to the agenda.
Send Crystal your individual updates and performance metrics for group discussion.

I look forward to a productive meeting. If you have any questions, please contact Crystal.

Eric

[attached agenda]

#7 Type of Meeting: Town Hall Meeting
Subject: Conference Call Invitation for Monday, March 29th at 2:00 PM CST/3:00 PM EST: Town Hall Meeting

Text of Message:
Please attend this meeting to hear about how we are doing, our initiatives for the near and medium-term, and for an open Q&A session at the end.

Date: Monday, March 29, 2021
Time: 2:00 PM – 3:00 PM CST/3:00 PM – 4:00 PM EST
Conference Call Login: 555.555.5555, code 55555#
Smartphone Autodial Format: 555.555.5555,,,55555#

We value your thoughts and input and hope you all can attend. If you have any questions in advance of our town hall meeting, please contact Kristin.

Jason

#8 Type of Meeting: Safety Meeting
Subject: Conference Call Invitation for Monday, March 29th at 2:00 PM CST/3:00 PM EST: Weekly Safety Meeting

Text of Message:
Please attend this meeting for a review of our safety metrics over the last week, a root cause analysis of a sample incident, and a discussion on how we can improve. An agenda is attached, and any suggested modifications to the agenda should be submitted to Casey by 10:00 AM CST/11:00 AM EST on Friday, March 26.

Here are the meeting details:

Date: Monday, March 29, 2021
Time: 2:00 PM – 3:00 PM CST/3:00 PM – 4:00 PM EST
Conference Call Login: 555.555.5555, code 55555#
Smartphone Autodial Format: 555.555.5555,,,55555#

Until then, remember: “If you see it, stop it.”

Thanks,
Melissa

[attached agenda]

Zoom Meeting Invitation Sample Wording

When you are sending a meeting invitation for a Zoom videoconference call (or some other type of videoconference), some best practices are to:

have a clear subject line so the recipient understands when and why the meeting is being called, and can then quickly decide whether to accept the meeting.
repeat the key elements of the meeting inside the text of the meeting. You will be using Zoom to schedule the meeting. It will have its own fields to complete, but recipients often overlook the information in these fields. It is helpful to the recipient if you put all the important information inside the meeting invitation.
specify the time of the meeting in the time zones of all the participants, or just in that of the recipient.
provide an idea of what will be covered in the meeting, and if any preparation work before the meeting is needed.
include the name of the contact person, in case a participant has trouble opening any attachments, needs to understand if it is possible to reschedule, or has other questions.

Below are examples of meeting invitations that use these best practices for different types of meetings.

#1 Type of Meeting: Team Meeting
Subject: Zoom Meeting Invitation for March 29th at 10:30 AM CST/11:30 AM EST: Team Meeting

Text of Message:
Please attend this meeting for a review of our progress on our action items, the generation of new action items, and the discussion of any team updates. An agenda is attached.

Date: Monday, March 29, 2021
Time: 10:30 AM – 11:30 AM CST/11:30 AM – 12:30 PM EST
Zoom Meeting Link: https://us02web.zoom.us/j/55555555555?pwd=WWFNdU5yZlVRSnlFSFk2K1BTTXl0dz09
Zoom Meeting ID: 555 5555 5555; passcode: innovation

**If you do not have Zoom downloaded to your device, you will be prompted to download Zoom when you attempt to join this meeting. You do not have to download Zoom to join our meeting. Simply click the meeting link above or go to join.zoom.us and entering in the above meeting ID.

Your Pre-Meeting Action Items by 10:00 AM CST/11:00 AM EST on Friday, March 26:

Review the agenda.
Send Tim your action item updates so she can update the master tracking chart.
Send Tim questions/action items on the project that you think will benefit from group discussion. We will be sticking to the agenda strictly, so if your question is not on the agenda, we will need to find a separate time to discuss it.

We value your input, and hope you come prepared with ideas and suggestions for improvements. If you have any questions in advance of the meeting, please contact Tim.

George

[attached agenda]

#2 Type of Meeting: Sales Pitch Call
Subject: Zoom Meeting Invitation for March 29th at 10:30 AM CST/11:30 AM EST: Mortgage Protection Plan Benefits

Text of Message:
Thank you for your interest in protecting your home. I look forward to seeing you at our Zoom meeting and speaking to you about how our protection plan can help you and your family. Our meeting is scheduled for the below:

If you have any trouble launching the Zoom meeting, please call (or text) me on my cell phone at (555) 555-5555.

Best Regards,
Cody

#3 Type of Meeting: Product Demo Call
Subject: Zoom Meeting Invitation for March 29th at 10:30 AM CST/11:30 AM EST: Hair Product Demonstration

Text of Message:
You made the right choice when you decided to learn more about GROW Hair Care Products. Here are the details of our meeting:

**If you do not have Zoom downloaded to your device, you will be prompted to download Zoom when you attempt to join our meeting. You do not have to download Zoom to join our meeting. Simply click the meeting link above or go to join.zoom.us and entering in the above meeting ID.

I can’t wait to see you at our upcoming Zoom meeting and show you the power of these products. If you have any trouble launching Zoom or have any questions before our meeting, please call (or text) me on my cell phone at (555) 555-5555.

Warm Regards,
Katrina

#4 Type of Meeting: Staff Meeting
Subject: Zoom Meeting Invitation for March 29th at 10:30 AM CST/11:30 AM EST: Staff Meeting

Text of Message:
Please attend this meeting for a discussion of what we are doing well, where we need to improve, new faces around the office, and training opportunities. An agenda is attached, and any suggested additions to the agenda should be submitted to Lindsay (lstanley@xyzfinancial.com) by 10:00 AM CST/11:00 AM EST on Friday, March 26.

We value your input and look forward to seeing you on the call. If you have any questions, please contact Lindsay.

Regards,
Jamie

[attached agenda]

#5 Type of Meeting: Progress Updates
Subject: Zoom Meeting Invitation for March 29th at 10:30 AM CST/11:30 AM EST: Progress Update Meeting

Text of Message:
Please attend this meeting for a review of how we are measuring up against our sales targets and an open discussion of ideas for growth.

If you have any questions, please contact Shannon at (555) 555-5555 or sthompson@healthyfoods.com.

Regards,
Andrea

#6 Type of Meeting: Morning Meeting
Subject: Zoom Meeting Invitation for March 29th at 7:30 AM CST/8:30 AM EST: Morning Meeting

Text of Message:
Please attend this meeting for a discussion of our priorities for this coming week, goals, performance updates, and issues. An agenda is attached, and any suggested additions to the agenda should be submitted to Heather by 10:00 AM CST/11:00 AM EST on Friday, March 26.

Date: Monday, March 29, 2021
Time: 7:30 AM – 8:30 AM CST/8:30 AM – 9:30 AM EST
Zoom Meeting Link: https://us02web.zoom.us/j/55555555555?pwd=WWFNdU5yZlVRSnlFSFk2K1BTTXl0dz09
Zoom Meeting ID: 555 5555 5555; passcode: innovation

Your Pre-Meeting Action Items by 10:00 AM CST/11:00 AM EST on Friday, March 26:

Review the agenda.
Send Heather suggested additions to the agenda.
Send Heather your individual performance metrics for group discussion.

I look forward to a productive meeting. If you have any questions, please contact Heather.

Best,
Liz

[attached agenda]

#7 Type of Meeting: Town Hall Meeting
Subject: Zoom Meeting Invitation for March 29th at 10:30 AM CST/11:30 AM EST: Town Hall Meeting

Text of Message:
Please attend this meeting to hear about how we are doing, our initiatives for the near and medium-term, and for a Q&A session.

We value your thoughts and input, and look forward to meeting. If you have any questions, please contact Jesse.

Sam

#8 Type of Meeting: Brainstorming Meeting
Subject: Zoom Meeting Invitation for March 29th at 10:30 AM CST/11:30 AM EST: Brainstorming Meeting

Text of Message:
Please attend this meeting for a brainstorming session on how to achieve our sales targets. This meeting is a time for each and every one of us to be actively involved in generating ideas that will help progress us forward. Plan on finding a quiet place away from distractions, putting away other electronic devices, and working together to grow our sales.

Your Pre-Meeting Action Items by 10:00 AM CST/11:00 AM EST on Friday, March 26:

Review the agenda.
Send Pam suggested modifications to the agenda.
Contemplate ideas for the brainstorming session.

If you have any questions, please contact Pam.

Peter

[attached agenda]

Author Biography
Keith Miller has over 25 years of experience as a CEO and serial entrepreneur. As an entrepreneur, he has founded several multi-million dollar companies. As a writer, Keith's work has been mentioned in CIO Magazine, Workable, BizTech, and The Charlotte Observer. If you have any questions about the content of this blog post, then please send our content editing team a message here.

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