How to Send an Email Invitation

Create an Excellent Invitation Email

Create an Excellent Invitation Email

Are you hosting an event? Create the best email invitation to let your participants know the best experience they can get.

What You Need To Know About Event Invitation Emails

Events are part of your company's growing success. You will have tons of events for your customers, business partners, and employees, yet it does not guarantee a successful list of attendees. You have to have one of the best event invitation emails to get them to come to your event.  

Email Invitations are the bearer of the news on your event. You need to create arrangements with your guests through your invitations. It contains the details about the upcoming occasion and everything the attendees are required to know and do. Always remember the invitation is the first taste of your event, you need to make sure that it is the best.

Key Elements To Make An Event Invitation Email Template

Event Name

A catchy event name can attract your attendees. You can leave a mark with the title of your event name for them to remember. Always think of creative names to make them believe that your event is not just a typical event that they would attend.

For example, you are having a big sale in the middle of the year. You can think of a catchy title for your sale so that customers will not forget about it, like "Save more, shop more," "Stocks are running out," "Shop till you drop," "Deals worth dying for," "Buy more and pay less," and etc. These titles attract customers with the deals and how they can save a lot through your sale. 

Event Email Subject Lines

The preview on the invitation is the subject line of the email. It needs to grab the guest's attention to open the invite and be curious about the event. Short and catchy subject lines can be used, such as:

  • You're the first to know about our upcoming event.
  • Ready for surprises?
  • Get a chance to witness an exciting event.

When they get to see these subject lines, they get mixed emotions of excitement and curiosity with what awaits them at the upcoming event. 

Event Details

Always include the complete details of the event on your invitation. The most important details include the time, date, and place of the event. 

Suppose you have an event with a venue. You can include a road map to guide your attendees. You can even send out details in parking and the table number they are assigned to.

If you have an online event, don't forget to include the links to the event. Always emphasize the link that the user should click. 

Personalize

To build a connection with the attendee of your event, you need to personalize the invitation. You can include the name of the customer, employee, business partner, or anyone invited. The name would let them know that you expect them and make them feel a part of the event. 

Add an Ending Catchphrase

The last sentence on your invitation will be the part where you need to convince them to join the event. Catchphrases are good ending statements. 

Examples of catchy ending statements:

  • Sales - Hurry! Don't miss out on our biggest sale of the year.
  • Celebration - Cheers for a great year! Join us in celebrating our efforts to make the company successful in every endeavor.
  • Fundraising - Your help will go a long way. Join us as we build homes for the victims of the typhoon.
  • Contests - Be one of the lucky persons to win a ticket to Hawaii.
  • Conference - Build connections with leading companies.

Create a Design

An invitation should look attractive. You have to add a design element in relation to the event that is appealing to the customer. It will attract attention, and at the same time, the attendee can know what the event is about even without reading through the invitation. For example, your event is a celebration of successful sales in the company, and you can add graphics on champagne and confetti to have an attractive invitation email.

How to Send an Email Invitation

Know Your Event

The first thing you need to do is to be familiar with the event's programs and details. It will help you create the right invitation. Know what will be the theme and goal of the event.

For example, you can't just send an invitation to a training program for your employees without knowing the event's goals. You can create a training program on how to use the company's new computer system so that your employees will be familiar with the system and avoid confusion while using it.

Know Your Guests

You must know who will be the recipient of your invitation email. It can be your customers, employees, or business associates. This is because they have different expectations with your email. 

  • Customers want an invitation that is interactive and engaging them. 
  • Employees want an email that they can relate to the company. 
  • Business associates prefer professional emails. 

With this, you would know what kind of email invitation to send out to your guests.

Create Email Templates

Email templates will lessen your workload in creating one-by-one emails and will save you time and effort. The email templates should fit the correct audience. 

Always Double-Check

It can be embarrassing to send an email invitation to the wrong person. Always check the email address and the names on the invitations. 

Event Invitation Email Examples

Seminar Invitation for Employees

Dear [Insert Employee's Name],

Take part in creating a healthy environment in the company.

We are pleased to invite you to our 3rd Safe Workplace Seminar that will take place on June 9, 2023, in Kingston, New York. 

The Safe Workplace Seminar is an annual event to inform our employees of the don'ts in the workplace. It helps us and you, our employees, to feel safe and at home in the office. We don't tolerate any actions that can cause any harm to the people in our company. 

We value our employees and their rights to a safe workplace. Come and join us to learn more about how you can contribute to our safe workplace advocacy.

Celebratory Gatherings for Office Employees

Don't miss out on the fun, [Insert Name of Employee]!

Come and join us in celebrating the 54th anniversary of Cloudy Boutique with fun programs and drinks. We are glad to have you as a part of our growing business. We could not have done it without you.

See you on August 5, 2013, at Friko's Restaurant in Warrimoo, New South Wales, Australia.

Enjoy lots of surprises from food, drinks, and prizes!

Sale on Online Website

Hi [Name of Customer Registered on Online Shop Site]!

Don't miss out on the upcoming sale of your favorite sports equipment. Enjoy up to 50% off on selected items. Inspiro Workout Equipment is celebrating the middle of the year with the biggest blowout for our customers.

Head out to our site now at www.inspiroworkout.com and add to cart your favorite items. Hurry until stocks last!

We have a special gift on your cart. Check it out!

Exclusive Product Release

We have a surprise for you!

You're part of the Lucky 100 people to check out our new bag release. It is our spring collection available for a limited time only. 

With your earned loyalty badge on our online store, you have earned a slot to our release on September 9, 2012. 

Enter the code NEWSPRING on the box of the Spring collection and browse our new collection. You can also enter the code upon checkout to get 10%.

Company Fundraising Event

Learn more on how you can save the environment.

ABC and D is a company focused on making an environmentally conscious world. We make sure our water bottles are 100% recyclable. So, to further help the environment, we have decided to create a fundraising campaign for organizations doing actions to save the planet. 

The Save Our Home event is on July 15, 2016, at the UMC Complex in Melbourne.

There will be numerous environmental organizations with the same advocacy as ours who will be selling different products to raise funds. All the proceeds will be for the programs on environment clean-up drives. 

Come and join us to be part of the change to have a clean environment. 

Training Program

You're Invited!

A leadership training program will be held on October 18, 2016, from 8 am to 4 pm. The event is open for all ABCDEF's employees. It will help you gain knowledge and skills to have the potential to lead departments in the company. 

What to wear?

  • Be in your comfortable clothes (Shirt, jogging pants, running shoes)

Where?

  • Proceed to the company grounds before 8 am.

Am I excused from company work?

  • Yes, the event is exclusive to selected employees of the company. They are the ones we have seen a potential into becoming a leader.

Hope to see you there!

Contests

Get a chance to see your favorite stars!

To celebrate our 43rd anniversary. We want to make our customers happy. With every purchase you make on our site, you can get a raffle ticket to see your favorite artists. The collection of tickets would start on February 12, 2018, and end on February 23, 2018. 

There are only 100 tickets available. Don't miss out on your chance! 

How to Write a Reminder Email for an Event

1. Ask for Permission on Notifications

When you send out the invitation email, you can include an option about the reminder on the event, like "remind me once" and" remind me twice a week before the event." The option can help you know the engagement of the guest at the event. Also, this will be your guide on the permission given to you to send another email to remind the guest of the upcoming occasion. 

Remember, don't send too many email reminders. Notifications can cause a nuisance on the part of the attendee. You can send the reminder a week before the event or days before to give them preparation time in case they forgot about the event.

2. Restate Important Details

You need to remind the attendee of the important details such as the time, date, and the other required information such as attire. Restating important details will help your guest to remember specific details of the event to avoid confusion. 

You may also add additional updates if changes are made to the event, like a change of venue or any other arrangements.

3. Create an Infographic

Infographic is a good strategy for sending an email reminder. It contains all the information on the event in one single poster. You can add designs that can add to the attractiveness of the poster to ensure that the guest will attend the event.

An infographic should be able to hand all the necessary information on the event. Guests can take a photo or screenshot of the poster and can be their glance reminder for every detail.

4. Add Final Details on the Event

The overall program or details on the events will show the guests what they will miss if they do not attend the event. It will make them curious and have the drive to attend. Make sure to add surprises to make the event more enticing. 

For example, on celebration night for all the employees, you can add on the reminder that they can win surprise prizes. The notification will make them excited about what will await them when they join the celebration.

How to Set Up Event Invitation Email Campaigns

1. Outline the Details

To start your event invitation email campaigns, you can outline the different details you will include on the invitation. It will help you know what details to include, and you can check which details are still missing.

The common components of an invitation:

  • Name of attendee
  • Introduction about the event
  • Details on the event
  • Concluding statement
  • Sender's information for further questions

2. Brainstorm Design Ideas

You need to be creative with your invitations. You can create a team to brainstorm ideas that can help you think of the design details that you will include in your invitation.

Design ideas should be about the event campaign. It can add additional information through icons. The event's preview can also be seen through the design. So, even if the guest has not yet read the invitation, there can be an idea through the design.

3. List the Attendees

The most important part of sending an invitation email is the people who will receive it. You have to create a list of the persons you want to include in your event. The list will help you keep track of the number of attendees, and at the same time, you can send personalized invitations with their names. 

4. Timeliness of Invitations

You have to send invitations at the right time. You can't send it too early, since they can forget about it. You can't send it too late that they don't have time to prepare for your event. Send the invitations two weeks prior to the event to give them time to prepare. However, you can give them hints on the upcoming events by sending them posters on the future event to keep them posted. For example, there is an upcoming sale for your customers, and you can include posters on your site or send out emails to them. Also, you can send out reminders days before the event to keep them updated on the event and any changes made. 

5. Prepare a Checklist

You can create a checklist of the things you need to accomplish for the invitation email. You can start your list by completing the invitation, then distribution, and lastly, the follow-ups. The list can help you track your duties.

Create Your Invitation Email

Being a host of an event is quite overwhelming. You need to make sure that your chosen participants would not fail to miss out on the occasion. You can create invitation emails that are attractive and with complete details. Invitation emails will help you get your participants to join you. Always remember that the invitation email is the first-hand experience of the event. 

Hosting events is a great way to get the word out about your company brand - but so is having a stellar career site! If you’re interested in promoting your organization via a sleek, informative career site, check out Talenteria. Reach out today, and we’ll show you how we can boost your recruitment processes. 

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