How Do You Write an Invitation to a Meeting?

Written invitations to meetings can vary in style and tone depending on whether they are addressed to colleagues or clients, but they should always include the reason for the invitation, the meeting location and time, and a request for confirmation that guests plan to attend. Ensure that the description of the event focuses on how and why the event is useful to the invitation recipients.

Meeting invitations written to customers or clients typically address the recipient by a title, such as "Mr." Formal invitations often use the royal "we" to reinforce that the invitation is on behalf of the company, such as when telling the client that, "We are holding a meeting." Formal invitations typically put emphasis on accessibility, such as by asking the client if she needs additional information and offering an email address and phone number to reach the company representative.

Meeting invitations written to colleagues are less formal and often address the colleague by first name. They are often shorter because the writer assumes the colleague already knows certain information, such as the location of the business and how to reach the company. Such invitations are often more participatory, with the writer often asking the colleague if he needs any additional information or notes added to the meeting's agenda.