Writing invitation to the meeting – the best formulation tips

You need to write a meeting invitation and need help? Here are the best wording tips.

Writing invitation to the meeting - The best formulation tips

Good communication is essential if a company is to function well. That is why regular meetings are an essential part of the daily routine. However, it is important that the respective meetings do not simply follow a pattern, but that the current agenda items are really discussed and concrete solutions are sought.

A reasonably written Invitation to the meeting is already the first step in this direction. Whether this is the first time you’ve been assigned the task of inviting people to a meeting, or you’ve been doing it regularly for years, the following tips can help add spice to your next invitation.

Tip 1 – Creative introduction

Since regular meetings are part of everyday life for many, they usually just skim over the most important points. Important information is often overlooked, such as the hint to prepare for a specific topic. To prevent this from happening, use an introduction that encourages reading.

Refrain from using worn out style sheets and come up with something clever. Instead of starting with the salutation in the first line, you can also include it in the first sentence. Just a small formal change like that gets the reader’s attention.
So do not write

"Dear colleagues,
we would like to invite you to a meeting of the management on the occasion of the current company situation."

But rather something like:

"In order to keep our company on track, dear colleagues,
"we need your bright ideas."

Tip 2 – Use direct language

A motivationally written invitation to the meeting ensures that it is taken seriously and that everyone participates actively. With your formulations you can already influence the direction in which the conversation will go. Especially in internal meetings it is important to address the participants openly and directly. This will result in clear, solution-oriented language being spoken at the meeting as well. Your style should make the need for the meeting clear.

Instead of writing:

"It would be nice if you could attend on 14. December could spare a few minutes for a meeting in the conference room around 11 a.m."

you should use clear sentences

"On 14. December a meeting is scheduled for 11 a.m. in the conference room. Please be on time."

Avoid boring or outdated phrases and point out that, in addition to attendance, active participation is also required.

Don’t write:

"It would be great if you could prepare a few items."

But better this way:

"Please prepare a 10-minute presentation on the following topic."

When doing so, however, you should strive for a positive tone and not just insist that it is a mandatory meeting. If, for example, something is offered for catering, mention this in the invitation as well.

Tip 3 – Highlight practical information

With your invitation to the meeting, you want to delineate the time frame and content of the meeting. Therefore, emphasize all relevant facts both linguistically and through formatting. Your text should clearly state, Where and when the meeting will meet and how long the meeting is expected to last. In addition, everyone should know beforehand what the conversation is about, i.e. what Agenda items and goals of the meeting are. It is also not wrong to mention who all will be present and what tasks each person will perform at the meeting. In this way, everyone can prepare for his or her area of responsibility and the effectiveness of cooperation is significantly increased.

It also shows personal consideration to send the invitations as early as possible. Most of your employees have busy schedules and are happy to be prepared in advance when such a meeting is scheduled.

Tip 4 – Invitation to the meeting in English

If you work in an international company, you may also be faced with the task of writing an invitation to a meeting in English. In order to take into account all the points mentioned above, it is advisable to write the text in German first and then translate it accordingly. The following links may be helpful in this regard:

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