Event invitation: how to write a letter or email that gets people to attend
What to include, when to send it and templates for corporate events, training sessions and webinars
An event invitation is a message that tells the recipient what is taking place, when and where, and asks them to confirm their attendance. It can be a formal letter, an email or a card, and its success is measured in confirmations.
Today, most are sent by email. It’s fast, lets you include a registration button that leads to a landing page and tells you who has opened it.
What is an event invitation?
It is the official communication about an event: a conference day, a congress, a product launch, a training session or a company dinner. It has a twofold job. It gives the practical details and convinces the reader that it’s worth saving that slot in their schedule.
It is not the same as a save the date. A save the date only asks guests to block off the date, weeks or months in advance. The invitation comes later, with the agenda, the venue and the link to register.
Invitation letter or invitation email: which should you use?
Both serve the same purpose, but they don’t suit the same situations.
| Invitation letter | Invitation email | |
|---|---|---|
| Format | Paper or PDF on letterhead | HTML or plain-text email |
| Tone | Formal, ceremonial | Formal or friendly, depending on the audience |
| When to use it | Officials, speakers, official ceremonies | Customers, partners, students, employees |
| Confirmation | By phone or written reply | Registration button or direct reply |
| Measurement | Can’t be measured | Opens, clicks and registrations |
In practice, many organizations combine the two: a formal PDF letter for institutional guests and an email for everyone else. If you need the more formal version, this guide on how to write a formal email will help.
What should an event invitation include?
A good invitation answers the guest’s questions before they ask them.
- Event name and who is organizing it.
- Date, start and end time. If it’s online, state the time zone.
- Venue or access link, with the full address or the platform.
- Reason to attend: what they will learn, who they will meet or what they will gain.
- Agenda summary or the main speakers.
- How to confirm, with a deadline and a single button or link.
- Contact for questions and, if needed, dress code or accessibility information.
Point 6 is the one most often forgotten. Without a clear call to action and a deadline to confirm, many replies end up as “I’ll let you know.”
Event invitation examples
Here are four templates to copy. Change the details in square brackets and adapt the tone to your audience.
Corporate event invitation
Subject: You’re invited to [event name] on [day]
Hi [name],
On [day] at [time] we are holding [event name] at [venue]. We will present [new product or feature] and share the year’s results with customers and partners.
We would love to have you there. Places are limited.
[Button: Confirm attendance]
Please confirm by [date]. Best regards,
[Signature]
Formal invitation letter (officials or speakers)
Subject: Invitation to the opening of [event]
Dear [title and last name],
On behalf of [organization], we are honored to invite you to the opening of [event], which will take place on [day] at [time] at [venue].
Your presence would be a tribute to [reason]. Please find the program of the event attached.
We kindly ask you to confirm your attendance by [date] to [contact].
Sincerely,
[Name, position and organization]
Training session or workshop invitation
Subject: Last places for [workshop] on [day]
Hi [name],
On [day] we are holding [workshop] at [venue or online]. In [duration] you’ll cover [topics] with [speaker].
Attendance is free, but we need you to register to reserve your place.
[Button: Save my spot]
Webinar invitation
Subject: [Topic]: free webinar on [day] at [time]
Hi [name],
We’d like to invite you to a 45-minute webinar on [topic]. There will be a Q&A session at the end.
If you can’t attend live, register anyway and we’ll send you the recording.
[Button: Register]
As you can see, they all ask for a single action and give a deadline. For the design, you can start from an email template and change the colors and images.
Send your invitations with Mailrelay
Design the invitation, personalize it with each guest’s name and track who confirms. Free up to 80,000 emails a month.
When should you send an event invitation?
It depends on the type of event and what the guest has to arrange.
- In-person events that involve travel: 6 to 8 weeks in advance, preceded by a save the date.
- Local events and training sessions: 3 to 4 weeks in advance.
- Webinars: 1 to 2 weeks in advance.
After the invitation come the reminders: one to those who haven’t opened it, another to those who haven’t registered and another to registrants the day before. You’ll find a complete schedule in this guide on the email schedule for a call for registrations.
How do you send event invitations by email?
When guests number in the dozens or hundreds, sending invitations one by one from Gmail or Outlook isn’t practical. Bulk sending from Gmail has daily limits and can end up in spam.
With an email marketing for events tool like Mailrelay you can:
- personalize each invitation with the guest’s name using custom fields;
- segment the list by type of guest (customers, speakers, press);
- see in real time who has opened it and who has clicked the button;
- schedule automatic reminders and run A/B tests on the subject line.
With the free account you can send up to 80,000 emails a month to 20,000 contacts, with chat, ticket and phone support.
Fill your next event
Invitations, reminders and segmentation by type of guest from a single account, with expert support. Start free with 20,000 contacts.
Frequently asked questions about event invitations
These are the most common questions when preparing an invitation.
How do you write an event invitation letter?
Start with the name of the event and who is organizing it. Continue with the date, time and venue, explain why it’s worth attending and finish with how and by when to confirm.
What subject line should you use for an invitation email?
Include the event name and the date: “You’re invited to [event] on [day].” Avoid all caps and repeated exclamation marks. Here are more ideas for writing a good email subject line.
What does RSVP mean on an invitation?
It’s the abbreviation of the French répondez s’il vous plaît, “please reply.” It indicates that the organizer needs you to confirm whether or not you will attend.
Should you send a reminder after the invitation?
Yes. One reminder to those who haven’t registered and another to registrants the day before reduce no-shows. After registration, always send a confirmation email with the event details.
Is an invitation letter for traveling to Spain the same thing?
No. The immigration invitation letter is an official procedure for hosting a foreign national in your home. It is requested from the National Police and has nothing to do with event invitations.