How to write an invitation email
What are invitation emails (and why do they matter?)
Invitation emails are, as you’d expect, used to encourage someone to do something. It could be an invitation to an interview, an event, a meeting, a webinar, or a sales presentation.
In each case, the purpose of the message is to inspire action – generating attendees for your event, candidates for your interview or in your meeting.
Emails are easy to write (if you follow this format). First, a strong, simple subject line spells out what you want.
That’s followed by a body copy that offers value and contains all the details people need (such as date, time, and location). Finally, you finish with more information on how people can sign-up and a positive sign-off.
Let’s show you how that works.
1. Invitation email subject line
Your subject line should get straight to the point. You’ll want to grab the reader’s attention and explain to them what the message is about (and why they should care). In the case of interviews or meetings with colleagues, the process is pretty straightforward:
Interview Invitation – 25 Jan @ 9:00 am
Meeting Request – 2023 Strategy & Planning – 25 Jan @ 9:00 am
Simple, clear, and straight to the point! That works for this type of invitation, where people will know who you are and what you’re asking. It gets a little more complicated when writing emails to people you don’t know (what marketers call cold emails).
All email invitation body copy works similarly, with the same structure. It goes a little something like this:
Explanation of why you’re emailing
Details of the invitation
Dates, times, and attendance information
Following this format will ensure you have all the essential details in your invitation email. You don’t need to be boring; you can get creative if you want – but always include everything from the list above.
3. How to end an invitation email
You’re inviting someone to something, right? So you want them to confirm their attendance. So mention that. Something like this can work well:
Please confirm that you can attend. You can email me at (insert address) or call me at (insert number).
If you’re inviting someone for an interview, this will be enough. However, for an event, you may want to add an incentive or put a time limit on it.
Sign-up today, and you’ll receive a 25% discount!
Places are strictly limited, so sign-up today (or prepare to be disappointed).
You’ll also need to include contact details or links to an online form where people can sign-up for the event. Don’t forget to add your name, job title, and company information.
Now it’s time to remember some of the verb tenses already studied which are very important to write a story.
Remember to use the subtitles if you think they can help you.
These words can be really useful
WHEN= quando; WHILE=enquanto; AS=quando; JUST AS=exatamente quando.
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