Organising a business event is a long-term process. A successful event obviously requires a large number of participants, and therefore a well-written and prepared invitation. Between the quality of the editorial office, action calls, mention of essential information or insertion of external links towards your inscription website, many elements must be taken into account.
In order to help you write your invitation email and save time, here are a few tips and tricks.
Summary
1. Have a catchy object
The subject line is the first thing your potential customers and attendees will see. It should be catchy, informative and concise, while containing relevant keywords related to your event. Here’s an example: “Exclusive (company name) evening invitation”.
2. Customise your invitation
For greater effectiveness and a better response, it is essential to customise your message right from the start. For example, mention the recipient’s name at the top of the e-mail, or even in the subject line, to encourage them to open and read it. Email automation tools can make your job easier by automatically inserting the recipient’s name, giving the impression of customisation without you having to waste time drafting everything by hand, especially if you have a large number of invitations to send.
3. Be clear and concise
Use clear, concise language to explain the main elements of your event, such as the theme or purpose of the business event, the date, time and location, and the deadline for responses and registration.
Avoid complex technical terms and use short sentences to make your email easy to read, even diagonally. Indeed, most people don’t take the time to read it in its entirety, which is why it’s so important to be clear and concise.
4. Add an efficient call for action
Do not forget to include one or more clear calls to action in your invitation. Encourage recipients to register, confirm their attendance or find out more by clicking on an external link carefully inserted in your email. Use action verbs such as “Register now” or “Reserve your place today”, to stimulate their participation. You’ll need to have a showcase page or link on your website with an online registration system, so that attendees can easily reserve a place at your business event.
5. Insert additional information
In addition to the essential details, provide additional information that may be of interest to potential attendees.
Mention guest speakers, topics, networking opportunities, cocktail reception, entertainment and more. Create a sense of excitement and curiosity to reinforce their motivation to attend.
6. Choose an optimised format and layout
Make sure that your email invitation is easy to read and navigate, and that means its format. As mentioned, use short paragraphs, clear headings and well-defined sections. Opt for legible fonts and ensure adequate contrast between text and background. Don’t forget to optimise your invitation for mobile devices, as many recipients check their emails on their smartphone or tablet rather than on their computer.
Here’s a rundown of a few elements to include in your email for a high open and sign-up rate:
- Add an image. To attract users, use attractive graphics and images. If you’re planning to host a trade fair or exhibition, include the access map in your invitation email. Attendees will be better able to plan their time and understand where the event is taking place accordingly.
- Essential information. Mention the date, time, location, purpose and duration of your event. Keep in mind that you can then offer less essential information in the series of event reminders. Insert a call to action. Make sure recipients understand what they need to do to participate (external link) and specify the procedure to follow.
- Add a call-to-action button such as “Register”, “Book now” or similar.
- Your personal contact details to reach you in case of any questions.
7. Mail design for an invitation to a business event
Discover our customisable email template for your business event invitation!
Dear [Recipient Name],
We are delighted to invite you to our exclusive professional event, [Event Name], which will be held on [Date] at [Time] at [Location]. This event is a unique opportunity for networking, idea sharing and professional development in [Field/Industry].
[Event Name] will bring together renowned experts and thought leaders from [Field/Industry]. You will have the opportunity to listen to inspiring talks, participate in panel discussions, and make valuable connections with like-minded professionals.
Here is some essential information regarding the running of our event:
Engaging lectures presented by leading experts Interactive workshops to develop your skills in [Field/Industry] Exhibitions showcasing the latest innovations and technologies in [Field/Industry]
Closing cocktail and networking opportunities with companies in the sector
We have carefully planned every detail of this event to provide you with an unforgettable and enriching experience.
Please confirm your attendance by registering via the following link: [Registration Link] by [date]. Space is limited, so be sure to reserve yours now.
If you have any questions or require further information, please do not hesitate to contact us at [email address/phone contact].
We sincerely hope that you will be able to join us at this exceptional event. Kind regards,
[Your name]
[Title/Position]
[Company/Organisation Name]
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