Getting busy professionals to pay attention to your event email marketing is no small feat. Get it right, though, and you’ll win over their attendance and endorsement. You want them to see your event as the perfect opportunity to network, grow, and advance their careers.
So what does it take to craft an irresistible corporate event invitation email that gets the open and the registration? We’ve pulled together the top email strategies and tips to keep in mind as you craft your business event invitations, plus seven examples to guide your first draft.
What is a business invitation email?
A business invitation email is a communication that you would send to potential attendees when you are hosting an event such as an industry conference or a networking event for professionals. These could be cold emails sent to professionals you’ve never met before but wish to connect with, or contacts you already have within your sector.
Why should you write business invitation emails?
There are several benefits to writing business event invitation emails as part of your marketing efforts. With this kind of communication, you’re able to:
- Utilize contacts you already have: Generally, when sending emails, it’s to leads or connections you already have. This is considered low-hanging fruit and the easiest way to generate ticket sales because the people you’re contacting already know about your brand. If you’re emailing contacts on your marketing list, you know they’ve already expressed interest in what you have to offer them.
- Generate excitement: You can start sending out business event invitation emails before tickets are available for purchase to increase anticipation for your event. Let potential attendees know if there will be perks such as early bird pricing or special VIP deals, so they watch their inbox for your follow-up messages.
- Set the tone: A business event invitation gives potential attendees an idea of what they can expect from the occasion. It also opens up the lines of communication and allows you to demonstrate to your contacts how you will be checking in with them in the lead-up to the event.
- Leverage your network: Encourage your contacts to send your business event invitation to other people they know who may be interested. This allows you to reach more potential attendees without needing to research contact information in advance.
How do you write an email invitation for a business event?
Don’t be daunted by the prospect of writing the perfect casual or formal business meeting invitation email. Consider the key tips we’ve listed below to craft your messaging.
Focus on your goals
Understanding the goal of your overall event will help you craft the ideal corporate event invitation. The tone of your email will differ if your event is a networking happy hour, a formal conference, or a company fundraiser.
Keep it short
An invitation message for a business event should be concise so the reader can scan it and quickly glean all necessary information. Use short sentences and paragraphs so your recipient doesn’t lose interest in what you’re trying to say.
Provide important details
All key points should appear at the top of your message so your reader doesn’t have to scroll to get to them. Ensure you include information such as dates, times, locations, or important links, such as where potential attendees can buy tickets.
Tell attendees what’s in it for them
Let your readers know exactly what the return will be for the time or money they put into this event. Tell them if they have the opportunity to meet other professionals in their field, if there will be exciting speakers to learn from, or even if the venue and entertainment are particularly unique.
5 business event invitation email strategies to know
While there isn’t a perfect blueprint for a corporate event invitation that is 100% successful, there are some best practices that can help ensure that your email doesn’t go unread. Our five business event invitation email strategies can prevent your email from ending up in a spam folder or getting ignored.
1. Send your emails from a recognizable source
Let your reader know you’re trustworthy at a glance and avoid the spam folder by sending your invitations and email reminders for events from a familiar source, like your event brand or company name. Make sure to use your company email if you have one. If not, change the “From” label in your email client settings to something along the lines of “[Your Name] from [Your Company Name].”
2. Use personalization beyond the subject line
Consumers expect personalization; 86% say that it plays a role in helping them decide where to spend their money. But there’s a lot more to personalization than just auto-filled names. Try dividing your master list into segments based on demographics, past events attended, and other purchase history information you have. Then create targeted emails for each segment that take the customer segment’s unique needs into account and include highly relevant content or offers that they’ll find irresistible.
3. Lean on fear of missing out with early bird pricing
Everyone loves a good deal, especially if it’s on a pricey professional conference that’s not reimbursable by their employer. You can appeal to people’s fear of missing out and their budget by experimenting with early bird pricing. To make sure the offer doesn’t get buried in the event email text, make sure it’s clear in the subject line, i.e. “Early bird pricing ends tomorrow! Get your tickets before the last few run out.”
4. Use speakers and panelists to create excitement
The big names that are giving presentations or talks at your event are one of your greatest assets when it comes to enticing potential attendees to buy their tickets. Be sure to include those names in your business event invitation email, and consider linking to a landing page on your site where you embed clips of your top speakers and direct customers to buy tickets.
5. Withhold information to drive clicks
Have you booked an amazing performer or surprising speaker for your business event? Tease this information in your email with a link readers need to click on to reveal the information. This helps to increase engagement with your emails and brings potential attendees to your site.
7 business event invitation email copy templates
Sometimes, you just need an example to help you kickstart the first draft and take the edge off when faced with a blank document. Here are seven business event invitation email samples to help you write emails that engage your prospects.
1. Invitation to current customers
Use this template when emailing current customers or past attendees to invite them to this year’s event.
Subject line options:
| The countdown is on…
{{Event Name}} is here! Save your spot today. {{Event Name + Year}} is just around the corner. Are you in? |
Email copy:
|
[Event Name] [Event Date] [Event Time] [Event Location] [CTA BUTTON]: Save My Spot |
| Dear {{Contact Name}},
{{Event Name}} is only a month away! And you can still save {{Amount}} before tickets go full price on {{Date}}. This year, we’re bringing you an amazing lineup to help you {{Relevant Benefit #1}} and {{Relevant Benefit #2}}. [CTA BUTTON]: Register Now This is your chance to learn straight from {{Speaker Types, e.g. business leaders}} like {{List of 2-3 Speakers}}. So save your spot today! Cheers, {{Company Name}} Team |
2. Invitation to cold prospects
Use this template when you’re reaching out to cold prospects (recipients who have never heard of your or your event).
Subject line options:
| [Save the Date] {{Event Name + Year}}
{{#}} days, {{#}} thought leaders, only at {{Event Name}}! 3 reasons to attend {{Event Name + Year}} |
Email copy:
|
[Event Name] [Event Date] [Event Time] [Event Location] [CTA BUTTON]: Save My Spot |
| Dear {{Contact Name}},
On {{Date}}, {{Demographic — e.g. business leaders}} from across the {{Geographic Region}} will gather for {{Event Name + year}}. Will you be one of them? Three reasons to attend {{Event Name}}:
[CTA BUTTON]: Register Now This is your chance to learn straight from {{Speaker Types, e.g. business leaders}} like {{List of 2-3 Speakers}}. Save your spot today! Cheers, {{Company Name}} Team |
3. Invitation with early bird pricing
Early bird pricing is a great way to generate early ticket purchases by offering a discount. Use this business event invitation email sample when introducing potential attendees to your early bird pricing or reminding them to take advantage of the deal before it’s too late.
Subject line options:
| Don’t miss out!
Early bird pricing ends {{Date or Day}} |
Email copy:
| Dear {{Contact Name}},
Don’t forget to take advantage of our early bird pricing for {{Event Name}}. Secure admission to exclusive talks by {{Speaker Name}} and {{Speaker Name}} for just {{Early Bird Price}}. This offer only lasts until {{Date and Time}}, so don’t wait! [CTA BUTTON]: Register now. We can’t wait to see you there, {{Company Name}} |
4. Invitation to a networking event
Use this template when creating a networking or business dinner invitation to bring industry professionals together.
Subject line options:
| Grow your network on {{Event Date}}
Make new connections in your field |
Email copy:
| Dear {{Contact Name}},
Looking to expand your network? Join other top {{Industry/Field}} professionals at {{Location}} to enjoy cocktails and make connections. Whether you’re looking for a new position or looking to create new partnerships, come mingle with our {{Company Name}} {{Profession}} team at {{Time}} on {{Date}}. [CTA BUTTON]: Register Today Cheers, {{Company Name}} |
5. Invitation to a corporate party
Planning a company party for your colleagues? This corporate party invitation email is excellent for spreading the word.
Subject line options:
| Register for our {{Season}} celebration!
Get ready for {{Company Name’s}} {{Event Name}} |
Email copy:
| Dear {{Colleague Name}},
Our {{Season}} party is coming up on {{Date}} at {{Time}}. Come celebrate all your hard work at {{Location}} with {{Food, Beverages, Entertainment}}. [CTA BUTTON]: RSVP today so we can save you a spot! Cheers, {{Company Name}} {{Team Name}} |
6. Invitation to a business dinner
When you want to send just the right wording in a networking event invitation or grow your networking mixer, consider this template to compel people to register.
Subject line options:
| You’re cordially invited
{{Name of Event}} |
Email copy:
| Dear {{Name}},
It is our pleasure to invite you to the {{Company Name}} {{Name of Event}} to {{Event Purpose i.e. raise funds for a nonprofit, thank our partners, honor our colleagues, etc.}} We hope to see you at {{Event Venue}} on {{Date}} at {{Time}} for a {{Type of Dinner (formal, buffet style)}} dinner followed by {{Entertainment/Speakers/Presentations}}. Please RSVP by {{Date}}. [CTA BUTTON]: RSVP Now Cheers, {{Company Name}} |
7. Follow-up email to invite attendees to a meeting
Use this template when your event is over, and you’re ready to nurture leads by meeting with them in person.
Subject line options:
| Next steps after {{Event Name}}
{{Event Name}} was great! Here’s what’s next. Thanks for attending {{Event Name}}! Let’s stay in touch. |
Email copy:
| Hey {{Attendee Name}},
Just wanted to say thank you for attending {{Event Name}}. I hope you enjoyed the event as much as the team here at {{Your Business Name}} did! I’d love to schedule 15 minutes with you in the next week or so to chat about how {{Your Business Name}} can help you reach your goals this year. If that sounds good, simply click the button below. [CTA BUTTON]: Schedule meeting Cheers, {{Your Name}} |
Ready to start sending emails?
If you’ve already planned your event and you’re feeling ready to write some emails, make sure your event page is ready before you hit send. Create an event on our platform and sell tickets to your event with ease.
