Anatomy of an Ideal Email Invite
Though it might look simple, it's good to go over the components that make a solid meeting invitation email.
1. A striking subject line
The subject is the first (or perhaps only) shot at catching the recipient's attention. Your strategy should be to get them to notice your email first. Once you succeed at grabbing their attention, you need to set the appropriate context and deliver content in line with the subject.
Some pointers to get your subject line to click for you:
- Keep it concise and to the point (60 characters or less).
- Use power words that spur action.
- Use appropriate emojis to catch the eye.
You'll want to avoid doing any of the items below. Chances are, your emails would be written off without being read, or even marked as spam.
- Never mislead them.
- Don't use too many exclamation points.
People can see through your intentions easily. So, be as sincere and assertive as possible. It's not just about getting them to click on your email. Plan your email with customer interaction in mind, which can bloom into life-long loyalty towards your brand/business.
Here are some example subject lines that could strike a chord with your invitees:
- Let’s talk 'Successful Marketing' this Wednesday.
- Donuts and coffee are on us this Saturday!
- Free workshop on 'Qualifying your leads'. Are you available tomorrow?
- One minute reading this can save you a month of work!
Scott's UX Design Workshop - 25% off this week
Below are a few sources to look for more inspiration:
2. The email body
Congratulations! You have successfully capture the recipient's attention. Now, on to the more concrete aspects. As fits the description, the body of the meeting invite is the heart of your email. Possible pieces that constitute your email are as follows:
3. The greeting
The meeting host, in most cases, is new to the participants of the meeting. So, it might be a good idea to open the email with a brief introduction to the host. A sharp and compelling description of the host can win the confidence of the participants. If the participants and host already know each other, the greeting may be just stating the name of the host, or you might skip straight to the agenda.
Hey Walter,
I'm Scott. I've been teaching design for close to 14 years. I'm a media designer and content creator – so I can figure out what it takes to fit you in.
4. The meeting agenda
Setting the agenda is crucial in encouraging participants to show up. You need to clearly state what they are signing up for and highlight the possible benefits. With a well-defined program, invitees should know that:
- The meeting is beneficial for them
- The meeting solves their problems or consolidates their current position
- There is a probable gain in revenue or knowledge
Hey Walter,
I'm Scott. I've been teaching design for close to 14 years. I'm a media designer and content creator – so I can figure out what it takes to fit you in.
What you get:
- Understand print and digital publishing, leverage design essentials.
- Be a part of a larger Design Community, share and collaborate with connections.
- Join my workshop and get a 25% discount on the normal fee.
5. The meeting details
Meeting information could range from the basic details, like:
- The date & time of the meeting
- The venue or joining details
...to more specific information, like:
- Mode of booking
- Amount or fee details (in case of services)
- The host's contact information
- Instructions on how to reschedule if they need to do that
Remember to include the following details in your email:
- Meeting purpose
- Number of participants
- Start time
- Location or meeting link
- Meeting host
Hey Walter,
I'm Scott. I've been teaching design for close to 14 years. I'm a media designer and content creator – so I can figure out what it takes to fit you in.
What you get:
- Understand print and digital publishing, leverage design essentials.
- Be a part of a larger Design Community, share and collaborate with connections.
- Join my workshop and get a 25% discount on the normal fee.
How do we do this:
Sign up for a 2-day boot camp by selecting the best time that works for you.
Course Link: https://www.scott-designs.com/design-essentials/learn
P.S: The course is up for grabs for the next two days, so make sure you pick your slot soon
6. The signature
Be sure to include the name of the host or the person running the business in the signature. Though it might feel redundant to you, the signature of the email shows how much effort you've put into this email. In the case of automated emails, signatures sometimes are those of a generic business or just a staff designation, both of which can feel impersonal or off-putting to your participants. A human name with a simple "thanks" or "regards" adds a little warmth and friendliness to the email.
Hey Walter,
I'm Scott. I've been teaching design for close to 14 years. I'm a media designer and content creator – so I can figure out what it takes to fit you in.
What you get:
- Understand print and digital publishing, leverage design essentials.
- Be a part of a larger Design Community, share and collaborate with connections.
- Join my workshop and get a 25% discount on the normal fee.
How do we do this:
Sign up for a 2-day boot camp by selecting the best time that works for you.
Course Link: https://www.scott-designs.com/design-essentials/learn
P.S: The course is up for grabs for the next two days, so make sure you pick your slot soon
Hope to see you in the class!
Great day,
Scott,
Head, Sleek Design Studios
