Sending group invitation emails can feel tricky. You want people to say yes, but writing these emails takes time and thought. Each email needs to share the right details while making readers feel welcome and excited to join. Many people struggle with finding the right words that get people to respond.
This guide gives you 15 ready-to-use email templates for different group events. From business meetings to family gatherings, these samples will help you create perfect invitations that get positive responses. Read on to make your next group invitation a success.
Group Invitation Email Samples
Here are 15 email samples to help you invite groups to various events.
1. Business Meeting Invitation
Subject: Team Meeting – Quarterly Planning Session – April 18
Dear Marketing Team,
You’re invited to our quarterly planning meeting on April 18 from 10 AM to 12 PM in Conference Room A.
During this meeting, we will: – Review last quarter’s results – Set goals for the next quarter – Discuss new marketing strategies – Assign key responsibilities
Please bring your department reports and any ideas you want to share. Coffee and light snacks will be provided.
Let me know by April 15 if you can attend.
Thanks, Sarah Johnson Marketing Director 555-123-4567
2. Birthday Party Invitation
Subject: Join us for Tom’s 40th Birthday Bash!
Hi friends,
We’re throwing a surprise party for Tom’s 40th birthday, and we’d love for you to join us!
Date: Saturday, May 10 Time: 7:00 PM Place: Backyard Gardens Restaurant (345 Park Avenue)
Tom thinks he’s just going out for dinner with me, but we’ll all be waiting to surprise him! The restaurant has reserved a private room for our group.
Please RSVP by May 1 so we can give the restaurant a final headcount. Also, let us know if you have any food allergies.
Can’t wait to celebrate with you all!
Best wishes, Linda Text or call: 555-987-6543
3. Team Building Workshop Invitation
Subject: Team Building Workshop – Building Better Connections
Hello Team,
As part of our ongoing effort to build a strong company culture, you’re invited to attend our upcoming team building workshop.
Workshop Details: Date: Friday, June 5 Time: 1:00 PM – 4:30 PM Location: Green Valley Resort (transportation provided)
This workshop focuses on communication skills and trust-building activities. We’ll mix fun outdoor activities with meaningful group discussions.
Please wear comfortable clothes and shoes. The company will provide lunch before we leave and snacks at the resort.
RSVP by May 25 through the HR portal or email Jane at j.smith@company.com.
Looking forward to a productive and fun afternoon!
Regards, Michael Brown HR Manager
4. Community Volunteer Event Invitation
Subject: Help Clean Our Local Park – Community Day
Dear Neighbors,
Our local park needs some care, and we’re organizing a community cleanup day. We hope you’ll join us!
Event Details: Date: Saturday, July 8 Time: 9:00 AM – 12:00 PM Meeting Point: Main Park Entrance (by the bulletin board)
We’ll pick up trash, pull weeds, and plant new flowers. The city will provide gloves, trash bags, and basic gardening tools, but feel free to bring your own if you prefer.
All ages welcome! Kids under 12 must be with an adult. Water and snacks will be available for all volunteers.
Please RSVP by July 5 so we know how many supplies to bring. Email community@oakvilleneighbors.org or call 555-765-4321.
Thank you for helping keep our park beautiful!
Maria Garcia Oakville Neighborhood Association
5. Wedding Invitation Email
Subject: Save the Date – Jessica & Mark’s Wedding
Dear Friends and Family,
We are happy to announce that we’re getting married! Please save this date:
Saturday, August 12, 2023 3:00 PM Ceremony followed by Reception Sunset Beach Resort 100 Shoreline Drive, Miami, FL
Formal paper invitations with complete details will follow in the mail, but we wanted to give you plenty of time to mark your calendars and make travel plans if needed.
The resort offers special room rates for our guests. Please book by July 1 to get the discounted rate. Visit www.sunsetresort.com/bookings and use code JESSMARK2023.
We can’t wait to celebrate this special day with you!
With love, Jessica Taylor and Mark Rodriguez Contact: jessandmark@email.com
6. Book Club Meeting Invitation
Subject: May Book Club Meeting – “The Midnight Library”
Hello Book Lovers,
Our next book club meeting is set for Thursday, May 18, at 7:00 PM at City Beans Café (123 Main Street).
This month, we’re discussing “The Midnight Library” by Matt Haig. If you haven’t finished the book yet, you still have two weeks!
Discussion points to think about: – The concept of regret and second chances – Your favorite alternate life Nora experienced – How the book made you feel about your own life choices
The café has reserved the back room for us. Everyone buys their own drinks and snacks.
New members always welcome! Feel free to bring friends who enjoy reading.
Please let me know if you plan to attend so I can save you a seat.
Happy reading! Susan Lee Book Club Coordinator bookworms@readinggroup.com
7. School Fundraiser Invitation
Subject: Spring Fundraising Gala – Support Our School Library
Dear Parents and Guardians,
Lincoln Elementary School invites you to our Spring Fundraising Gala to raise money for our school library renovation.
Event Details: Date: Friday, April 28 Time: 6:30 PM – 9:30 PM Location: Grand Hotel Ballroom (500 Center Street) Ticket Price: $50 per person
Your ticket includes dinner, dessert, and entertainment by our talented students. We’ll also have a silent auction with amazing items donated by local businesses.
Our goal is to raise $15,000 to buy new books, comfortable seating, and modern technology for our school library.
Please purchase tickets by April 20 through the school website or send a check to the main office.
Thank you for supporting our students’ love of reading!
Sincerely, Patricia Moore PTA President Lincoln Elementary School 555-222-3333
8. Virtual Webinar Invitation
Subject: Free Webinar: Home Gardening Tips for Beginners
Hi Garden Enthusiasts,
You’re invited to join our free online webinar: “Growing Your First Vegetable Garden” on Tuesday, June 6, from 7:00 PM to 8:00 PM Eastern Time.
In this 60-minute session, you’ll learn: – How to choose the right spot for your garden – The easiest vegetables for beginners – Basic soil preparation tips – Watering and care guide – Common mistakes to avoid
Our speaker, David Chen, has 20 years of gardening experience and runs the popular YouTube channel “Garden Fresh.”
This webinar will happen on Zoom. After signing up, you’ll get an email with the link to join.
Space is limited to 100 participants, so please register soon at: www.gardeningclub.com/webinar
We’ll send you a recording if you can’t make it live!
Happy Gardening! Green Thumb Society info@gardeningclub.com
9. Dinner Party Invitation
Subject: Saturday Dinner at Our New Home
Dear Friends,
Now that we’ve settled into our new home, we’d love to have you over for dinner!
Please join us on: Saturday, May 20 7:00 PM 123 Maple Lane, Riverside
We’ll serve a homemade Italian meal with plenty of wine. Please let us know if you have any food allergies or special diets.
No gifts needed – just bring yourselves and your appetite!
Please RSVP by May 15 so we know how much food to prepare.
We’re looking forward to catching up with everyone!
Warmly, Bob and Lisa Thompson Phone: 555-888-9999
10. Retirement Party Invitation
Subject: Celebrating Janet’s Retirement After 30 Years!
Hello Colleagues,
After 30 amazing years with Smith & Associates, Janet Parker is retiring! Please join us to celebrate her outstanding career and wish her well in her next chapter.
Party Details: Date: Thursday, June 22 Time: 4:00 PM – 6:00 PM Location: Company Lounge (4th Floor)
We’ll have light refreshments, cake, and a short program at 4:30 PM where we’ll share favorite memories and present Janet with a retirement gift.
If you’d like to contribute to the group gift, please see Mary in Accounting by June 15. We’re collecting $10-20 per person for a travel voucher since Janet plans to see the world!
We’re also creating a memory book. Please email a short note, photo, or favorite story about working with Janet to tom.wilson@smith.com by June 10.
RSVP by June 17 to hr@smith.com
Best regards, The Retirement Committee
11. Study Group Invitation
Subject: Statistics Study Group – Final Exam Prep
Hi Classmates,
With the Statistics 101 final exam coming up, I’m organizing a study group. Several of us will meet to go through practice problems and review key concepts.
Study Session Details: Date: Sunday, May 14 Time: 1:00 PM – 4:00 PM Location: Library Study Room 3B
Please bring: – Your textbook and notes – Any practice tests or problem sets – Questions about topics you find difficult – Snacks to share (optional)
I’ve booked the room for 3 hours, but you can come for part of the time if that works better for you.
Let me know by Friday if you plan to join so I can make sure we have enough space.
Hope to see you there!
Jason Williams Phone: 555-444-7777 Email: jwilliams@university.edu
12. Product Launch Event Invitation
Subject: VIP Invitation: Be First to See Our New Product Line
Dear Valued Customer,
As one of our top customers, you’re invited to an exclusive first look at our new product line before it hits the market!
Event Information: Date: Thursday, July 13 Time: 6:00 PM – 8:30 PM Location: The Modern Gallery, 555 Art Street
At this special event, you’ll: – See live demonstrations of all new products – Meet the design team – Enjoy complimentary drinks and appetizers – Receive a free gift bag ($100 value) – Get access to one-night-only discounts
This invitation admits you plus one guest. Parking validation provided.
Please RSVP by July 5 using this link: www.techgadgets.com/VIPlaunch
We look forward to seeing you there!
Best regards, Emma Roberts Customer Relations Manager Tech Gadgets, Inc.
13. Neighborhood Watch Meeting Invitation
Subject: Important Neighborhood Watch Meeting – Recent Break-ins
Dear Neighbors,
Due to the recent break-ins on Oak Street and Pine Avenue, we’re holding an emergency Neighborhood Watch meeting.
Meeting Details: Date: Monday, May 8 Time: 7:00 PM Location: Community Center (Main Hall)
Officer James Rodriguez from our local police department will attend to: – Share updates on the investigation – Provide home security tips – Answer questions about protecting our neighborhood
We’ll also discuss setting up a phone tree system and increasing patrol volunteers.
This meeting is open to all residents. Please share this invitation with neighbors who might not be on our email list.
Your safety is important to us. We hope you can attend this meeting.
Thank you, Sam Wilson Neighborhood Watch Coordinator sam@oakpineneighborhood.org 555-333-2222
14. Family Reunion Invitation
Subject: Johnson Family Reunion – July 15-16
Dear Johnson Family Members,
It’s time for our annual family reunion! This year marks our 25th gathering, and we hope to make it the biggest yet.
Reunion Details: Dates: Saturday and Sunday, July 15-16 Location: Sunny Pines Campground, Cabins 5-10 Address: 789 Forest Road, Crystal Lake
Saturday Schedule: 11:00 AM – Arrival and setup 12:30 PM – Potluck lunch 2:00 PM – Games for all ages 6:00 PM – Barbecue dinner (meat provided) 8:00 PM – Campfire stories
Sunday Schedule: 9:00 AM – Pancake breakfast 10:30 AM – Family photo 12:00 PM – Cleanup and goodbyes
Please bring: – A dish to share for Saturday lunch – Sleeping bags if staying overnight – Family photos for the memory board – Outdoor games
We’ve reserved 6 cabins, but space is limited. Please RSVP by June 15 with the number of people in your group and whether you need overnight accommodation.
Contact aunt Betty at bjohnson@email.com or 555-111-9876 to confirm your attendance.
Can’t wait to see everyone!
With love, The Reunion Planning Committee
15. Workshop Series Invitation
Subject: Creative Writing Workshop Series – Starts May 3
Dear Writing Enthusiasts,
The Community Arts Center invites you to join our spring Creative Writing Workshop Series for adults of all writing levels.
Workshop Details: Dates: Four Wednesdays – May 3, 10, 17, and 24 Time: 6:30 PM – 8:30 PM Location: Community Arts Center, Room 205 Cost: $75 for all four sessions
Led by published author Angela Martinez, each workshop focuses on a different aspect of creative writing:
Week 1: Finding Your Voice Week 2: Character Development Week 3: Setting and Description Week 4: Plot Structure and Storytelling
All materials will be provided. Each session includes writing exercises, group discussions, and personalized feedback.
Space is limited to 12 participants to ensure everyone receives attention.
To register, please call the Arts Center at 555-789-0123 or visit www.communityarts.org/workshops
Registration closes April 26 or when all spots are filled.
We hope you’ll join us for this creative journey!
Best regards, Daniel Park Program Director Community Arts Center
Wrap-up: Email Invitations Made Simple
Creating good group invitation emails doesn’t need to be hard. The 15 samples above give you starting points for many different events. Change the details to fit your needs, and you’ll have a clear, friendly invitation ready to send.
Remember these key points for successful invitations: include all important details, make the invitation friendly, tell people how to RSVP, and send the email with enough time for people to plan. With these tips and samples, your next group invitation will get people excited to attend your event.