The shift to online work has changed how we connect with each other. Virtual meetings have become a key part of daily work life. But getting people to show up starts with a good invitation email. A clear and friendly email can make all the difference between a full meeting and empty screens.
People are busy and their inboxes are full. Your meeting invite needs to stand out without being pushy. It must tell them why the meeting matters and what they will gain from it. The samples below will help you craft emails that get people to click “Accept” on your next virtual meeting.
Virtual Meeting Invitation Email Samples
These email templates cover many different meeting needs. Feel free to change them to fit your style and meeting goals.
1. Standard Team Meeting Invitation
Subject Line: Weekly Team Check-in | Tuesday, 10 AM
Hello team,
I hope this email finds you well. This is a friendly reminder about our weekly team meeting scheduled for Tuesday, April 20, at 10:00 AM EST.
During this meeting, we will: – Review last week’s progress – Discuss any roadblocks – Set goals for the coming week – Share team updates
Please come ready to share your updates. The video call link is below:
Zoom Link: [insert meeting link] Meeting ID: 123 456 789 Password: TeamMeet123
Let me know if you have any questions or items you’d like to add to our agenda.
Thanks, [Signature block with name, job title, department, company name, email address, and phone number]
2. Project Kickoff Meeting Invitation
Subject Line: Project Atlas Kickoff Meeting – Your Input Needed!
Hi everyone,
We’re about to start an exciting new project, and your input will be key to its success!
Please join us for the Project Atlas kickoff meeting: Date: Monday, May 3 Time: 2:00 PM – 3:30 PM EST Platform: Microsoft Teams
This meeting will set the stage for our work over the next three months. We’ll cover: – Project goals and timeline – Team roles and tasks – Budget details – Questions and concerns
Before the meeting, please review the project brief attached to this email. Jot down any questions you have so we can address them together.
Teams Link: [insert Teams link]
Looking forward to starting this journey with all of you!
Best regards, [Signature block with name, job title, project name, company logo, email address, and phone number]
3. Client Presentation Meeting Invitation
Subject Line: XYZ Corp Product Demo – Personal Invitation
Dear Ms. Johnson,
Thank you for your interest in our new software tool. We’d love to show you how it can help XYZ Corp save time and cut costs.
We’d like to invite you to a personal product demo: When: Thursday, June 10, 11:00 AM EST Where: Google Meet Duration: 45 minutes
During this demo, our team will: – Show you the key features of our tool – Explain how it addresses the needs you shared with us – Answer any questions you have – Discuss next steps if you’re interested
Feel free to invite any team members who might benefit from seeing the demo. The meeting link is:
Google Meet: [insert link]
We look forward to speaking with you soon!
Warm regards, [Signature block with name, sales title, company info, customer support contact details, and social media links]
4. Interview Scheduling Email
Subject Line: Interview for Marketing Manager Position – Schedule Confirmation
Dear Mr. Garcia,
We were very happy with your job application for the Marketing Manager position at ABC Company. We would like to invite you to an online interview to learn more about your skills and talk about how you might fit with our team.
Please confirm if you can join us: Date: Monday, July 12 Time: 9:30 AM EST Platform: Zoom Interviewers: Sarah Chen (Marketing Director) and Tom Wilson (HR Manager)
The interview will last about 45 minutes. We will discuss your past work, skills, and goals. No special prep is needed, but feel free to have some questions ready for us.
If this time doesn’t work for you, please let me know your open times for next week, and we can find a better slot.
Zoom details will be sent once you confirm the time.
We look forward to meeting you!
Best wishes, [Signature block with recruiter name, hiring team details, company website link, and office location]
5. Training Session Invitation
Subject Line: Required Training: New CRM System – Sign Up Now
Hello all,
As part of our move to the new CRM system, we’re holding online training sessions next week. These classes will teach you all you need to know about the new tools.
Training details: Topic: New CRM System Basics Date options: May 17, 18, or 19 Time slots: 10:00 AM or 2:00 PM EST (1 hour each) Platform: Zoom
What you’ll learn: – How to log in and set up your account – Adding and finding client data – Making reports – Tips and tricks to save time
Please click the link below to sign up for your slot by this Friday: [Sign-up form link]
Each class is limited to 15 people to allow for questions. All staff must take this training before May 31.
Thank you for your help with this change!
Kind regards, [Signature block with IT training coordinator name, department contact info, IT helpdesk number, and internal website link]
6. Board Meeting Invitation
Subject Line: Quarterly Board Meeting – Important Attendance Request
Dear Board Members,
This email serves as your official invitation to our Q2 Board Meeting. Your input on our next steps will be very helpful as we look at our mid-year status.
Meeting details: Date: Thursday, June 24 Time: 1:00 PM – 3:00 PM EST Platform: Secure Zoom Room
Key agenda items: – Q2 financial review – Voting on the new market plan – Risk report update – Strategic goals progress check
The full agenda and board papers are attached for your review. Please look over these before we meet.
If you cannot attend, please let us know as soon as you can so we can check if we will have enough people for voting.
Secure meeting details: [Insert secure meeting link] Access code: Will be sent via text message 1 hour before the meeting
Thank you for your time and service to the company.
Respectfully, [Signature block with board secretary name, legal title, company seal, confidentiality notice, and board contact details]
7. Sales Team Huddle Invitation
Subject Line: Quick Sales Huddle – Wednesday, 9:15 AM
Hey Sales Stars!
Let’s get together for a quick 15-minute huddle to pump up our energy before the day gets busy!
What: Morning Sales Huddle When: Every Wednesday, 9:15 AM EST How long: Just 15 minutes! Where: Zoom Room 5
We’ll: – Share one win from yesterday – Name your top goal for today – Ask for any quick help you need
No slides, no long talks, just quick check-ins to keep us all moving toward our monthly targets.
Zoom link: [insert link] Meeting ID: 555-123-4567
See you there with your coffee ready!
Go team! [Signature block with sales manager name, current sales contest details, team motto, and quick-dial phone number]
8. Webinar Invitation Email
Subject Line: Free Webinar: 5 Ways to Grow Your Small Business
Hello small business friends,
Running a small business is hard work. That’s why we’re hosting a free online class to share some winning tips with you.
You’re invited to join our free webinar: “5 Proven Ways to Grow Your Small Business in 2023” Date: Tuesday, August 8 Time: 1:00 PM EST Length: 60 minutes + 15 minutes for Q&A Cost: Totally free!
What you’ll get: – Tips you can use right away to bring in more customers – Low-cost marketing ideas that really work – Ways to make more money without working more hours – A free guide to take home after the class
Spots are filling up fast! Click below to save your seat: [Registration button/link]
Can’t make it live? Sign up anyway and we’ll send you the recording.
We can’t wait to see you there!
Cheers, [Signature block with host name, professional photo, company details, social proof elements, and past webinar testimonial]
9. One-on-One Meeting Request
Subject Line: Request for a Quick Chat This Week
Hi Alex,
I hope your week is off to a good start. I’d like to set up a short one-on-one call with you to talk about the Johnson project.
Could we meet for about 20 minutes on: – Thursday (May 5) at 11:00 AM, or – Friday (May 6) at 2:00 PM?
During our call, I’d like to: – Get your thoughts on the latest client feedback – Talk about the next steps for the design phase – Sort out our task list for next week
Please let me know which time works better for you, and I’ll send a calendar invite with the video call link.
Thanks for making time for this!
All the best, [Signature block with name, project role, small professional headshot, and preferred contact method]
10. Emergency Team Meeting Alert
Subject Line: URGENT: Team Meeting Today at 3 PM
Team,
We need to hold an urgent meeting today at 3:00 PM EST to talk about an important matter that needs quick action.
What: Emergency Team Meeting When: Today, 3:00 PM EST How long: 30 minutes Platform: Microsoft Teams
This meeting is top priority and all team members must attend. Please change any other plans you have during this time.
We will discuss: – The issue at hand – Actions we need to take right away – How this affects our current work
Teams link: [insert link]
Thank you for your quick help with this matter.
Regards, [Signature block with manager name, urgent contact phone number, and crisis team backup contact]
11. Focus Group Invitation
Subject Line: You’re Invited: Product Focus Group + $50 Gift Card
Dear Ms. Williams,
As a valued customer, your opinion means a lot to us. We would like to invite you to join a small online focus group to share your thoughts about our products.
Focus group details: Date: Wednesday, September 14 Time: 6:00 PM – 7:30 PM EST Platform: Zoom Reward: $50 Amazon gift card for your time
During this session, we’ll ask for your honest feedback on: – Your past use of our products – New product ideas we’re working on – Features you wish our products had
We’ve chosen just 8 customers for this group, so your voice will really be heard. The product team will use your input to make our future items better.
To join us, please fill out this quick form by Friday: [RSVP Link]
Thank you for helping us improve!
With thanks, [Signature block with product research team leader name, customer appreciation note, company values statement, and privacy policy link]
12. Monthly All-Hands Meeting
Subject Line: Monthly All-Hands Meeting – Tuesday 11 AM
Hello ABC Company Team,
It’s time for our monthly all-hands meeting where we come together to share news and stay connected as a company.
Meeting details: Date: Tuesday, April 18 Time: 11:00 AM – 12:00 PM EST Where: Zoom Webinar Room
This month’s highlights: – CEO update on Q1 results – New team member welcome – Sales team victory lap – Product launch dates – Open Q&A time
The meeting will be recorded for those who can’t join live. Please submit any questions you want answered during the Q&A section through this form: [link to form]
Zoom details: [Webinar link] Passcode: CompanyStrong2023
See you on Tuesday!
Your Leadership Team [Signature block with leadership team names, company logo, mission statement, and internal communications contact]
13. Customer Success Check-in
Subject Line: Your Quarterly Success Check-in – Let’s Chat Next Week
Hello Patricia,
Happy spring! As your Customer Success Manager, I’d love to check in with you to make sure you’re getting the most from our service.
Can we schedule a short call next week? I have these times open: – Monday, April 24: 1:00 PM or 3:30 PM EST – Tuesday, April 25: 10:00 AM or 11:30 AM EST – Thursday, April 27: 2:00 PM EST
During our 30-minute chat, we can: – See how your team is using our tool – Answer any questions you have – Show you any new features that might help you – Set goals for the next few months
Please reply with which time works best for you, and I’ll send a calendar invite with the meeting link.
Looking forward to catching up!
Cheers, [Signature block with customer success manager name, direct phone line, customer portal link, and support team contact information]
14. Cross-Department Project Meeting
Subject Line: Marketing + Sales Alignment Meeting – Thursday 1 PM
Hello Marketing and Sales teams,
Both our teams have the same goal: to grow the business. Let’s get together to make sure we’re working as partners, not separate groups.
Please join our cross-team meeting: Date: Thursday, May 12 Time: 1:00 PM – 2:00 PM EST Platform: Google Meet
What we’ll talk about: – New lead tracking system that connects our teams – Content needs for the next quarter – How to better share customer feedback – Q3 campaign planning
Both department heads have approved this meeting time. Please come with an open mind and ready to share ideas on how we can work better together.
Google Meet link: [insert link]
Thanks for your help in building stronger bridges between our teams!
Cheers, [Signature block with coordinator names from both departments, joint project logo, and collaboration platform link]
15. Virtual Happy Hour Invitation
Subject Line: Virtual Team Happy Hour – Friday 4:30 PM – BYOB!
Hey Team!
We’ve all been working hard these past few weeks, and it’s time to relax a bit! You’re invited to join a virtual happy hour this Friday.
The not-so-serious details: When: Friday, April 28, 4:30 PM EST Where: Zoom Fun Room Dress code: Casual (work-appropriate) What to bring: Your favorite drink and snack
We’ll have some fun games, chat about non-work stuff, and just enjoy each other’s company. This is totally optional, but we’d love to see you there!
Fun planned: – Virtual background contest (prize for the winner!) – Two truths and a lie game – Weekend plans sharing
No need to RSVP, just drop in if you can. The link will be open from 4:30 to 6:00 PM.
Zoom party link: [insert link] Password: FridayFun123
Hope to see you there!
The Fun Committee [Signature block with fun committee member names, casual team photo from last event, and company culture hashtag]
Wrap-up: Meeting Email Templates
Writing good meeting invitations doesn’t have to be hard. With these templates as a starting point, you can create clear, friendly emails that get people to join your virtual meetings. The key parts to always include are the date, time, meeting link, and purpose. Add a personal touch based on who you’re inviting and what the meeting is for.
Keep your invites short but complete. Tell people why the meeting matters to them. And always make the next steps clear, whether that’s clicking a link to join, filling out a form, or preparing something before the meeting.
These email samples give you a good starting place. Change them to match your style and needs. With practice, writing meeting invitations will become quick and easy.