Whether you are hosting an event personally or on behalf of your organization, it is a difficult task in both cases. Besides planning the event and making arrangements for it, another important thing is inviting the guests. For this purpose, an event invitation email is written most commonly.
What is an Event Invitation Email?
As the name suggests, an event invitation email is a simple email message that is written with the viewpoint of inviting guests to a particular event. This event could be anything like a new product launch, an annual award ceremony, a charity event, etc.
Of course, your event can’t go well without the presence of guests. For example, if you or your organization is planning to hold a charity event, the sole purpose of this holding this event will be to raise the funds for a noble cause. However, you can’t achieve this objective if your guests don’t show up at the event.
Importance of an Event Invitation Email Template?
So it is quite important that you must invite your guests in a proper way. A simple call can also do the job but sending a properly written event invitation email looks more professional and official. Sending an email to invite someone to an event is something that further enhances your bond with that person.
If you are in such a position where you have to write an event invitation email to someone, then you can take guidance from the given below event invitation email templates and samples. These templates are available for free and can easily be customized as per your requirements.
Event Invitation Email Sample 1
The given below event invitation email sample and template is an example of inviting someone to a charity event. Either you organize a charity event personally or you are part of an organization that is organizing the charity event, you can use this sample and template to invite someone via email.
Text Sample:
Subject: Invitation to [Name of Charity Event]
Dear [Name of the Person],
Being associated with [Name of the Company] for more than [Number of Years], you know very well that our organization has always played an active role in welfare activities. That’s why we are hosting an event to help people of the state of Texas that were affected as a result of the COVID-19 pandemic.
Therefore, we would like you to join us at this event on [Mention Date] at [Mention Time]. The event will be held at [mention Name of the Location/Venue]. The following activities will take place at the event:
[Activity 1]
[Activity 2]
[Activity 3]
All the funds will be raised to help the people poorly affected by this 2-year pandemic. If somehow you could not make it to the event, you can also contribute online through [Donation/Charity Link]. Feel free to contact us for any details or queries.
Thanks a lot for your valuable time. We will be hoping to see you at the event.
Best Regards,
[Sender Name]
[Sender Contact Details]
Event Invitation Email Template 1
Event Invitation Email Sample 2
The event invitation email sample and template that is provided below is an example of inviting someone to the product launch of your organization via email. You can easily use this sample or even customize it as per your requirements.
Text Sample:
Subject: Announcing the Launch of [Name of the Product]
Dear [Name of the Person],
On behalf of the management of [name of the Company], I would like to invite you to attend the event of the launch of the company’s new product, [mention Name of the Product]. In the event, a complete presentation will be given regarding the details of the product and how it will benefit our customers. Moreover, free samples of the new product will also be provided to the attendees of the event.
This event will take place on [mention Date] at [mention Time] and will be held at [mention Name of the Venue/Location]. It will be a great pleasure for us if you join us at the event.
Feel free to contact me for any details or queries.
Best Regards,
[Sender Name]
[Sender Contact Details]
[Email Signature]
Event Invitation Email Template 2
How to Write an Effective Invitation Email?
An event invitation email must be written in such a way that it properly conveys the message to the reader. When you are inviting someone to an event, you must communicate all the necessary things relevant to that event. You can also take help from the free event invitation email templates and samples that are available here on this page.
However, if you want to know how to write such an email from scratch, you must try to write an effective one. For that purpose, your event invitation email format must include the following important elements in it:
Catchy Subject Line:
In any type of email, a subject line is very very important. It must be catchy and direct so that it urges the reader to open your message. Almost 3 billion emails are written, sent, and received, and only a few percent of those emails are opened. Other emails are just directed to the spam section of your email account.
As your email is quite important and you definitely want your reader to open it, you must write a catchy subject line for that purpose. The subject line is the very first thing that is shown to a person in their email account. So that’s why it is very important to write a short and direct subject line that must get the reader’s attention.
Important Details of the Event:
The most important part of an event invitation email is the key details of the event. Your email copy should include the relevant important details like:
- the exact date
- day
- time
- venue or location
- duration of the event
- agenda items, etc.
Direct and Short Message:
The main text or the overall message of the invitation email must be direct, short, and to the point. You must try to communicate your message in such a way so that the email does not get lengthy and at the same point, does not miss anything important.
Simple Format:
While writing an invitation email, you must opt for a simple format. It means that you must structure your email message in a clear format so that the reader does not get confused and distracted. He / She must be able to understand the message of the email with clarity.