{"id":35038,"date":"2024-07-05T00:00:00","date_gmt":"2024-07-05T07:00:00","guid":{"rendered":"https:\/\/newrcblog.wpengine.com\/business-owners-need-vacation-too-five-smart-strategies-for-taking-time-off\/"},"modified":"2025-03-13T06:18:26","modified_gmt":"2025-03-13T13:18:26","slug":"meeting-invite-templates","status":"publish","type":"post","link":"\/us\/en\/blog\/meeting-invite-templates\/","title":{"rendered":"5 meeting invite templates to get your attendees prepped"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">Chances are you send (and receive) so many meeting invites that you don\u2019t think twice about them, and perhaps haven\u2019t even considered creating meeting invite templates.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">We see an invite, we click. End of story, right?<\/span><\/p>\n<p><span style=\"font-weight: 400;\">But based on our own experience helping clients streamline their schedules, invitations are a surprisingly important aspect of running impactful and efficient meetings.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">That\u2019s exactly why we put together this guide that breaks down:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"#why\"><span style=\"font-weight: 400;\">Why you can\u2019t afford to treat your meeting invites as afterthoughts<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"#must-have\"><span style=\"font-weight: 400;\">The must-have elements of an effective meeting invitation<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"#5-free\"><span style=\"font-weight: 400;\">5 free meeting invite templates you can customize<\/span><\/a><\/li>\n<\/ul>\n<hr \/>\n<p class=\"p1\">Want to grab your free <strong>meeting invite templates<\/strong> now? \ud83d\udc47<\/p>\n<p class=\"p1\" style=\"text-align: center;\"><img decoding=\"async\" class=\"aligncenter wp-image-53446 size-large\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/11\/Screen-Shot-2022-10-19-at-1.41.08-PM-e1666201379718-1024x340.png\" alt=\"meeting invite template\" width=\"1024\" height=\"340\" \/><\/p>\n<div class=\"download-form-widget standart-download-form\" data-url=\"https:\/\/netstorage.ringcentral.com\/documents\/meeting_invite_templates.pdf\" data-id=\"69d4dbae39b0a\" id=\"69d4dbae39b0a\">\n\t\t<button tabindex=\"on\"  on=\"tap:69d4dbae39b0a.toggleClass(class='open')\" class=\"open-modal-download-action download-form-button\" type=\"submit\">\ud83c\udf1f Get free meeting invite templates<\/button><\/p>\n<div class=\"download-form-modal\">\n<div class=\"download-form-modal-body\">\n<div class=\"download-form-modal-content\">\n<div class=\"download-form-modal-title\">\ud83d\udc40 Download your free customizable meeting invite templates <\/div>\n<form class=\"download-form SMB\" method=\"post\">\n<div class=\"download-form-part\">\n\t\t\t\t\t\t\t<input class=\"download-form-input\" aria-label=\"Full Name\" aria-required=\"true\" aria-invalid=\"false\" type=\"text\" name=\"fullname\" placeholder=\"Full Name\" data-dl-events-hover=\"true\" data-dl-element=\"text\" data-dl-additional-info=\"download form\">\n\t\t\t\t\t\t<\/div>\n<div class=\"download-form-part\">\n\t\t\t\t\t\t\t<input class=\"download-form-input\" aria-label=\"Email (please enter a work email address)\" aria-required=\"true\" aria-invalid=\"false\" type=\"email\" autocomplete=\"on\" name=\"email\" placeholder=\"Email (please enter a work email address)\" data-dl-events-hover=\"true\" data-dl-element=\"email\" data-dl-additional-info=\"download form\">\n\t\t\t\t\t\t<\/div>\n<div>\n\t\t\t\t\t\t\t<input type=\"hidden\" name=\"popup_form\" value=\"1\">\n\t\t\t\t\t\t<\/div>\n<div>\n\t\t\t\t\t\t\t<input type=\"hidden\" name=\"Lead_Entry_Source__c\" value=\"RC Blog\" class=\"download-form-input\"\/>\n\t\t\t\t\t\t<\/div>\n<div class=\"download-form-part\">\n\t\t\t\t\t\t\t<button class=\"download-form-submit\" type=\"submit\" data-dl-element=\"button\" data-no-auto-dl=\"true\" data-dl-additional-info=\"download form\" data-dl-name=\"Get them now\">Get them now<\/button>\n\t\t\t\t\t\t<\/div>\n<\/p><\/form>\n<p> \t\t\t\t\t<button on=\"tap:69d4dbae39b0a.toggleClass(class='open')\" role=\"button\" tabindex=\"0\"  class=\"download-form-modal-close\"><\/button>\n\t\t\t\t<\/div>\n<div class=\"download-form-modal-thank\">Here's to more organized and productive meetings!<\/div>\n<\/p><\/div>\n<\/p><\/div>\n<\/p><\/div>\n<\/p>\n<hr \/>\n<h2 id=\"why\"><span style=\"font-weight: 400;\">Why your meeting invite templates matter more than you think<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">We get it.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">You\u2019re busy. You probably don\u2019t have a lot of brainpower to dedicate to your email invitations.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Let\u2019s look at some of the key reasons why you can\u2019t overlook your email invitations and why well-crafted invites <\/span><a href=\"https:\/\/www.ringcentral.com\/guide-to-better-meetings\/\"><span style=\"font-weight: 400;\">make for better meetings<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">A detailed invitation ensures your attendees are prepared<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">So many meetings fail because they\u2019re poorly organized.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Whether you&#8217;re meeting in person or jumping on a <a href=\"https:\/\/www.ringcentral.com\/video-call.html\">video call<\/a>, when attendees don\u2019t know goals and expectations, discussions fall apart or go nowhere.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Your invitation\u2019s agenda is the ideal place to explain the purpose of any given meeting and what you intend to accomplish.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Additionally, invites are your opportunity to remind attendees if they need to do any homework or bring something to present during a meeting. This cuts down on time-wasting when the date rolls around.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The takeaway? Nobody should stare at their calendar thinking, \u201cWhat\u2019s this meeting about, again?\u201d<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Your invites hold your teammates (and yourself) accountable <\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Think of your team meeting invitation as a mini contract between you and your colleagues.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">By accepting your invitation, somebody\u2019s saying they\u2019re committed to showing up and giving you their undivided attention.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">If you aren\u2019t creating proper invitations with schedules and agendas, there\u2019s no real sense of accountability that they need to do anything on the day of your meeting. Detailed invitations also help highlight your coworkers\u2019 internal activities to ensure they\u2019re sticking to tasks and fulfilling their day-to-day responsibilities.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Another benefit of writing out email invitations is you can determine right then and there if a meeting is actually necessary. If you get to your agenda and draw a blank, perhaps you\u2019d be better off sorting things out with a quick call or team chat. In turn, this holds you accountable for not wasting anyone&#8217;s time.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">A well-crafted template can help hype your attendees<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">It\u2019s no secret that companies can struggle with <\/span><a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/leadership-employee-engagement\/\"><span style=\"font-weight: 400;\">employee engagement<\/span><\/a><span style=\"font-weight: 400;\">. Anything you can do to amp up your attendees and make your meetings feel more personal is a plus.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">We\u2019re not saying that people should jump for joy when they see your meeting invite in their inbox. At the very least, though, they should be able to look at your invitation and not immediately roll their eyes.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In short, a personalized meeting invite template frames your meeting as a positive get-together rather than something akin to pulling teeth.<\/span><\/p>\n<p><a href=\"https:\/\/ringcentral.valuestoryapp.com\/meeting-value-calculator\" target=\"_blank\" rel=\"noopener noreferrer\"><img decoding=\"async\" class=\"aligncenter size-full wp-image-48150\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2021\/03\/meetingvaluecalculator.png\" alt=\"meeting value calculator\" width=\"2000\" height=\"880\" \/><\/a><\/p>\n<h2 id=\"must-have\"><span style=\"font-weight: 400;\">What does every<\/span> <span style=\"font-weight: 400;\">meeting invitation email<\/span> <span style=\"font-weight: 400;\">need?<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">The good news is that most meeting invitations are short and sweet (think: ~100 words or so). That means putting together a meeting invite template doesn\u2019t require you to write a novel\u2019s worth of text.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">That said, there are some crucial elements of your invitation that you absolutely need to think through.<\/span><\/p>\n<hr \/>\n<p class=\"p1\">\ud83d\udc40\u00a0 Looking for<strong> free<\/strong> <strong>meeting invite templates<\/strong>? Grab them below.<\/p>\n<p class=\"p1\">\n<div class=\"download-form-widget standart-download-form\" data-url=\"https:\/\/netstorage.ringcentral.com\/documents\/meeting_invite_templates.pdf\" data-id=\"69d4dbae39c6f\" id=\"69d4dbae39c6f\">\n\t\t<button tabindex=\"on\"  on=\"tap:69d4dbae39c6f.toggleClass(class='open')\" class=\"open-modal-download-action download-form-button\" type=\"submit\">\ud83c\udf1f Get free meeting invite templates<\/button><\/p>\n<div class=\"download-form-modal\">\n<div class=\"download-form-modal-body\">\n<div class=\"download-form-modal-content\">\n<div class=\"download-form-modal-title\">\ud83d\udc40 Download your free customizable meeting invite templates <\/div>\n<form class=\"download-form SMB\" method=\"post\">\n<div class=\"download-form-part\">\n\t\t\t\t\t\t\t<input class=\"download-form-input\" aria-label=\"Full Name\" aria-required=\"true\" aria-invalid=\"false\" type=\"text\" name=\"fullname\" placeholder=\"Full Name\" data-dl-events-hover=\"true\" data-dl-element=\"text\" data-dl-additional-info=\"download form\">\n\t\t\t\t\t\t<\/div>\n<div class=\"download-form-part\">\n\t\t\t\t\t\t\t<input class=\"download-form-input\" aria-label=\"Email (please enter a work email address)\" aria-required=\"true\" aria-invalid=\"false\" type=\"email\" autocomplete=\"on\" name=\"email\" placeholder=\"Email (please enter a work email address)\" data-dl-events-hover=\"true\" data-dl-element=\"email\" data-dl-additional-info=\"download form\">\n\t\t\t\t\t\t<\/div>\n<div>\n\t\t\t\t\t\t\t<input type=\"hidden\" name=\"popup_form\" value=\"1\">\n\t\t\t\t\t\t<\/div>\n<div>\n\t\t\t\t\t\t\t<input type=\"hidden\" name=\"Lead_Entry_Source__c\" value=\"RC Blog\" class=\"download-form-input\"\/>\n\t\t\t\t\t\t<\/div>\n<div class=\"download-form-part\">\n\t\t\t\t\t\t\t<button class=\"download-form-submit\" type=\"submit\" data-dl-element=\"button\" data-no-auto-dl=\"true\" data-dl-additional-info=\"download form\" data-dl-name=\"Get them now\">Get them now<\/button>\n\t\t\t\t\t\t<\/div>\n<\/p><\/form>\n<p> \t\t\t\t\t<button on=\"tap:69d4dbae39c6f.toggleClass(class='open')\" role=\"button\" tabindex=\"0\"  class=\"download-form-modal-close\"><\/button>\n\t\t\t\t<\/div>\n<div class=\"download-form-modal-thank\">Here's to more organized and productive meetings!<\/div>\n<\/p><\/div>\n<\/p><\/div>\n<\/p><\/div>\n<\/p>\n<hr \/>\n<h3><span style=\"font-weight: 400;\">A meeting-specific subject line that your attendees won\u2019t snooze on<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">By default, you might automatically label your invitations with little more than \u201cMeeting\u201d or \u201cCheck-in.\u201d<\/span><\/p>\n<p><span style=\"font-weight: 400;\">But imagine the chaos of your coworkers\u2019 calendars that have a dozen events with the same name.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Thankfully, you don\u2019t need to be particularly clever when it comes to meeting titles. It\u2019s not like you\u2019re writing <\/span><a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/email-subject-lines-for-sales\/\"><span style=\"font-weight: 400;\">sales subject lines<\/span><\/a><span style=\"font-weight: 400;\"> where clicking through is optional.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">What you do need to do, however, is make sure people know exactly what they\u2019re getting into when they look at a meeting invitation. For example:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">\u201cQuarterly Performance Review with Kate (30 mins)\u201d<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">\u201cSales Software Demo + Discussion w\/ Product Team\u201d<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">\u201cWeekly standup [date]: update on [x], discussing [y] and [z]\u201d<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">See how that works? The takeaway here is to be specific. Even if you have a recurring meeting (such as a standup), you can switch up your subject line to reflect talking points for that particular day\u2019s discussion.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">An appropriate date and time (mind your time zones!)<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">If you want people to respond to your meeting request email, there are a few timing-related considerations to look at when sending an invite.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For starters, don\u2019t dump more meetings on someone who\u2019s already overwhelmed with their to-do list.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This is why companies should adopt the same email solution (such as Gmail or Outlook) where you can see your colleagues\u2019 calendars to avoid scheduling conflicts.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">And while you obviously don\u2019t want to spring meetings on anyone with no notice, you also shouldn\u2019t schedule your meetings too far in advance.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Ideally, try to stick to some sort of internal policy about scheduling (think: at least 72 hours notice, no more than a month out, etc.). If you\u2019re working remotely, also keep <\/span><a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/meetings-time-zones\/\"><span style=\"font-weight: 400;\">time zones<\/span><\/a><span style=\"font-weight: 400;\"> in mind as you hash out your schedule with coworkers or clients abroad.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">A location (remote or in-person)<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Defining a location is particularly important when it comes to <\/span><a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/virtual-meetings\/\"><span style=\"font-weight: 400;\">virtual meetings<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For many of us, meeting rooms and conference tables have been replaced with digital meeting links. This unfortunately results in a game of link tag or needless notification back and forth as attendees scramble to figure out \u201cwhere\u201d a meeting is happening.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">If you\u2019re using a tool like RingCentral, it\u2019s pretty easy to make sure that all of your attendees are in the right place.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For example, you can define your meeting location as your event ID directly into your email inbox. Then, RingCentral automatically populates the necessary attendee information in your meeting invitation. This includes details such as a call-in number, video link, and an optional password.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In other words, the \u201cwhere\u201d of your meeting is spelled out clearly for your attendees in their inboxes. From there, they can join your meeting\u2019s waiting room until the host lets them in (for added security):<\/span><\/p>\n<p><img decoding=\"async\" class=\"alignnone wp-image-56820 size-full\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2024\/07\/Wait-for-the-host_article-image.png\" alt=\"\" width=\"1920\" height=\"1080\" \/><\/p>\n<h3><span style=\"font-weight: 400;\">A personalized introductory summary<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">When it comes to writing meeting invite templates, you should be economical with your words.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">An introductory summary is a great place to highlight the goal of your meeting. This summary should preface your agenda and doesn\u2019t need to be more than a sentence or two:<\/span><\/p>\n<p><span style=\"font-weight: 400;\">\u201cHope all is well, team. During this week\u2019s discussion, we\u2019re going to follow-up on last week\u2019s email campaign and start brainstorming our content strategy for the upcoming quarter.\u201d<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">A meeting agenda and expectations<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Lastly, there\u2019s the \u201cmeat\u201d of your meeting invitation: the agenda.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For the sake of convenience\u2014for both yourself and attendees\u2014presenting your agenda as bullet points is common practice.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Your agenda should include:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Issues to be discussed or reviewed during the meeting (think: talking points)<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Action items and expected outcomes from the meeting<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">If necessary, roles and responsibilities of individual attendees (think: someone leading a presentation or sharing a report)<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Piggybacking on the last point, it\u2019s important that your entire team is empowered to both present and share during virtual meetings. Having the colleagues in your meeting message, share, and participate is crucial to promoting a <\/span><a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/collaboration-in-the-workplace\/\"><span style=\"font-weight: 400;\">collaborative environment<\/span><\/a><span style=\"font-weight: 400;\">.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This is where a tool like RingCentral comes in handy, allowing you to distribute documents, share your screen, and work together in real time:<\/span><\/p>\n<p><span style=\"font-weight: 400;\"><img decoding=\"async\" class=\"aligncenter wp-image-43675 size-large\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/06\/screen-share-1024x658.png\" alt=\"Image showing screen sharing feature during RingCentral video call\" width=\"1024\" height=\"658\" \/><\/span><\/p>\n<hr \/>\n<p class=\"p1\"><span class=\"s1\">\ud83d\udd79\ufe0f<\/span> Get a hands-on look at how RingCentral works by booking a product tour:<\/p>\n<p class=\"p1\"><button data-href=\"#leadform-popup\" class=\"js-open-popup-activator btn primary\" >Choose a time<\/button><\/p>\n<p class=\"p1\"><span class=\"s1\">\ud83d\udcb0<\/span> You can also <a href=\"http:\/\/www.ringcentral.com\/roi-calculator\" target=\"_blank\" rel=\"noopener noreferrer\"><span class=\"s2\"><b>use this calculator<\/b><\/span><\/a><b> <\/b>to see roughly how much your business could save by using RingCentral to support your team&#8217;s communication with each other\u2014and clients.<\/p>\n<hr \/>\n<h2 id=\"5-free\" class=\"heading h2\"><span style=\"font-weight: 400;\">5 meeting invite templates that you can steal for yourself<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Below we\u2019ve put together a variety of invitation email template options for the most common types of meetings. Feel free to snag these for yourself and adapt them based on your business\u2019s goals and style.<\/span><\/p>\n<hr \/>\n<p class=\"p1\">Download your <strong>free customizable meeting invite templates<\/strong>.\ud83d\udc47<\/p>\n<p class=\"p1\">\n<div class=\"download-form-widget standart-download-form\" data-url=\"https:\/\/netstorage.ringcentral.com\/documents\/meeting_invite_templates.pdf\" data-id=\"69d4dbae39d63\" id=\"69d4dbae39d63\">\n\t\t<button tabindex=\"on\"  on=\"tap:69d4dbae39d63.toggleClass(class='open')\" class=\"open-modal-download-action download-form-button\" type=\"submit\">\ud83c\udf1f Get free meeting invite templates<\/button><\/p>\n<div class=\"download-form-modal\">\n<div class=\"download-form-modal-body\">\n<div class=\"download-form-modal-content\">\n<div class=\"download-form-modal-title\">\ud83d\udc40 Download your free customizable meeting invite templates <\/div>\n<form class=\"download-form SMB\" method=\"post\">\n<div class=\"download-form-part\">\n\t\t\t\t\t\t\t<input class=\"download-form-input\" aria-label=\"Full Name\" aria-required=\"true\" aria-invalid=\"false\" type=\"text\" name=\"fullname\" placeholder=\"Full Name\" data-dl-events-hover=\"true\" data-dl-element=\"text\" data-dl-additional-info=\"download form\">\n\t\t\t\t\t\t<\/div>\n<div class=\"download-form-part\">\n\t\t\t\t\t\t\t<input class=\"download-form-input\" aria-label=\"Email (please enter a work email address)\" aria-required=\"true\" aria-invalid=\"false\" type=\"email\" autocomplete=\"on\" name=\"email\" placeholder=\"Email (please enter a work email address)\" data-dl-events-hover=\"true\" data-dl-element=\"email\" data-dl-additional-info=\"download form\">\n\t\t\t\t\t\t<\/div>\n<div>\n\t\t\t\t\t\t\t<input type=\"hidden\" name=\"popup_form\" value=\"1\">\n\t\t\t\t\t\t<\/div>\n<div>\n\t\t\t\t\t\t\t<input type=\"hidden\" name=\"Lead_Entry_Source__c\" value=\"RC Blog\" class=\"download-form-input\"\/>\n\t\t\t\t\t\t<\/div>\n<div class=\"download-form-part\">\n\t\t\t\t\t\t\t<button class=\"download-form-submit\" type=\"submit\" data-dl-element=\"button\" data-no-auto-dl=\"true\" data-dl-additional-info=\"download form\" data-dl-name=\"Get them now\">Get them now<\/button>\n\t\t\t\t\t\t<\/div>\n<\/p><\/form>\n<p> \t\t\t\t\t<button on=\"tap:69d4dbae39d63.toggleClass(class='open')\" role=\"button\" tabindex=\"0\"  class=\"download-form-modal-close\"><\/button>\n\t\t\t\t<\/div>\n<div class=\"download-form-modal-thank\">Here's to more organized and productive meetings!<\/div>\n<\/p><\/div>\n<\/p><\/div>\n<\/p><\/div>\n<\/p>\n<hr \/>\n<h3><span style=\"font-weight: 400;\">1. The recurring check-in<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Whether it\u2019s weekly stand-ups or monthly reviews, recurring meetings are ripe for templating, since your goals and agenda might not change much from meeting to meeting:<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Hi there <\/span><b>[attendee name]<\/b><span style=\"font-weight: 400;\">,<\/span><\/p>\n<p><span style=\"font-weight: 400;\">It\u2019s that time again. For this <\/span><b>[week\/month\/quarter]<\/b><span style=\"font-weight: 400;\">\u2019s meeting, we\u2019ll be discussing <\/span><b>[x]<\/b><span style=\"font-weight: 400;\"> and <\/span><b>[y]<\/b><span style=\"font-weight: 400;\"> and deciding on <\/span><b>[z]<\/b><span style=\"font-weight: 400;\">. Here\u2019s a quick rundown of our agenda:<\/span><\/p>\n<p><b>[Talking point]<\/b><\/p>\n<p><b>[Action item]<\/b><\/p>\n<p><b>[Meeting goal]\u00a0<\/b><\/p>\n<p><span style=\"font-weight: 400;\">If you have any questions or concerns in the meantime, be sure to shoot me an email. See you soon.<\/span><\/p>\n<p><b>[Signature]<\/b><\/p>\n<h3><span style=\"font-weight: 400;\">2. The one-on-one<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Meetings between individuals (performance reviews, discussing sensitive information, etc.) require more personalization than a run-of-the-mill invite.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">With these sorts of meetings, you should make a point to give your attendee some much-needed peace of mind (especially for those who might be nervous to meet one-on-one or in a virtual setting):<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Hi <\/span><b>[attendee name]<\/b><span style=\"font-weight: 400;\">,<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Looking forward to talking in-depth about <\/span><b>[subject]<\/b><span style=\"font-weight: 400;\"> and likewise answering any questions you may have. Just as a quick recap, we\u2019ll be discussing <\/span><b>[x]<\/b><span style=\"font-weight: 400;\"> with the end goal of deciding on <\/span><b>[y]<\/b><span style=\"font-weight: 400;\">.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Prior to meeting, please make sure that you <\/span><b>[action item]<\/b><span style=\"font-weight: 400;\"> and review <\/span><b>[information]<\/b><span style=\"font-weight: 400;\">.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Looking forward to it and talk soon.<\/span><\/p>\n<p><b>[Signature]<\/b><\/p>\n<h3><span style=\"font-weight: 400;\">3. The presentation<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Meetings based around presentations are the most prone to going long. Here, you\u2019re going to need an airtight agenda to avoid potential distractions:\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Hi <\/span><b>[attendees]<\/b><span style=\"font-weight: 400;\">,<\/span><\/p>\n<p><span style=\"font-weight: 400;\">On <\/span><b>[date]<\/b><span style=\"font-weight: 400;\">, <\/span><b>[attendee]<\/b><span style=\"font-weight: 400;\"> will be conducting a virtual presentation on <\/span><b>[subject]<\/b><span style=\"font-weight: 400;\">. The purpose of this presentation is to <\/span><b>[goal]<\/b><span style=\"font-weight: 400;\">. There\u2019s a lot to cover, so here\u2019s a quick rundown of our agenda:<\/span><\/p>\n<p><b>[Talking point #1] (X mins)<\/b><\/p>\n<p><b>[Talking point #2] (X mins)<\/b><\/p>\n<p><b>[Talking point #3] (X mins)<\/b><\/p>\n<p><b>[Action item]<\/b><\/p>\n<p><b>[Meeting goal]<\/b><\/p>\n<p><span style=\"font-weight: 400;\">If you have any questions or comments about the schedule, please let me know ASAP.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Thanks,<\/span><\/p>\n<p><b>[Signature]<\/b><\/p>\n<h3><span style=\"font-weight: 400;\">4. The decision-maker<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">From investing in software to new hires and beyond, so many of our meetings center around making final decisions. Here, you\u2019ll need to outline how you plan on coming to that conclusion in your invitation and agenda:<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Hi <\/span><b>[attendees]<\/b><span style=\"font-weight: 400;\">,<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The goal of this meeting is to make a decision regarding [x]. Prior to this meeting, please make sure that you review [information] and be prepared to talk at length about:<\/span><\/p>\n<p><b>[Talking point #1]<\/b><\/p>\n<p><b>[Talking point #2]<\/b><\/p>\n<p><b>[Talking point #3]\u00a0<\/b><\/p>\n<p><span style=\"font-weight: 400;\">Regards,<\/span><\/p>\n<p><b>[Signature]<\/b><\/p>\n<h3><span style=\"font-weight: 400;\">5. The team-specific meeting<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Team or department-specific meeting invitations can be a bit less \u201csuit and tie,\u201d highlighting expectations but also the personality of you and your teammates:<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Hey team!<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Long time, no see!<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This meeting will be focused on <\/span><b>[subject]<\/b><span style=\"font-weight: 400;\">, while also discussing <\/span><b>[x]<\/b><span style=\"font-weight: 400;\"> and <\/span><b>[goal]<\/b><span style=\"font-weight: 400;\">. We\u2019ll have a chance to talk for <\/span><b>[time]<\/b><span style=\"font-weight: 400;\">, during which we\u2019ll cover:<\/span><\/p>\n<p><b>[Talking point]<\/b><\/p>\n<p><b>[Action item]<\/b><\/p>\n<p><b>[Meeting goal]\u00a0<\/b><\/p>\n<p><span style=\"font-weight: 400;\">Looking forward to it!<\/span><\/p>\n<p><b>[Signature]<\/b><\/p>\n<hr \/>\n<p class=\"p1\">It&#8217;s not too late to grab free <strong>meeting invite templates<\/strong>! Get them now.\ud83d\udc47<\/p>\n<p class=\"p1\">\n<div class=\"download-form-widget standart-download-form\" data-url=\"https:\/\/netstorage.ringcentral.com\/documents\/meeting_invite_templates.pdf\" data-id=\"69d4dbae39e73\" id=\"69d4dbae39e73\">\n\t\t<button tabindex=\"on\"  on=\"tap:69d4dbae39e73.toggleClass(class='open')\" class=\"open-modal-download-action download-form-button\" type=\"submit\">\ud83c\udf1f Get free meeting invite templates<\/button><\/p>\n<div class=\"download-form-modal\">\n<div class=\"download-form-modal-body\">\n<div class=\"download-form-modal-content\">\n<div class=\"download-form-modal-title\">\ud83d\udc40 Download your free customizable meeting invite templates <\/div>\n<form class=\"download-form SMB\" method=\"post\">\n<div class=\"download-form-part\">\n\t\t\t\t\t\t\t<input class=\"download-form-input\" aria-label=\"Full Name\" aria-required=\"true\" aria-invalid=\"false\" type=\"text\" name=\"fullname\" placeholder=\"Full Name\" data-dl-events-hover=\"true\" data-dl-element=\"text\" data-dl-additional-info=\"download form\">\n\t\t\t\t\t\t<\/div>\n<div class=\"download-form-part\">\n\t\t\t\t\t\t\t<input class=\"download-form-input\" aria-label=\"Email (please enter a work email address)\" aria-required=\"true\" aria-invalid=\"false\" type=\"email\" autocomplete=\"on\" name=\"email\" placeholder=\"Email (please enter a work email address)\" data-dl-events-hover=\"true\" data-dl-element=\"email\" data-dl-additional-info=\"download form\">\n\t\t\t\t\t\t<\/div>\n<div>\n\t\t\t\t\t\t\t<input type=\"hidden\" name=\"popup_form\" value=\"1\">\n\t\t\t\t\t\t<\/div>\n<div>\n\t\t\t\t\t\t\t<input type=\"hidden\" name=\"Lead_Entry_Source__c\" value=\"RC Blog\" class=\"download-form-input\"\/>\n\t\t\t\t\t\t<\/div>\n<div class=\"download-form-part\">\n\t\t\t\t\t\t\t<button class=\"download-form-submit\" type=\"submit\" data-dl-element=\"button\" data-no-auto-dl=\"true\" data-dl-additional-info=\"download form\" data-dl-name=\"Get them now\">Get them now<\/button>\n\t\t\t\t\t\t<\/div>\n<\/p><\/form>\n<p> \t\t\t\t\t<button on=\"tap:69d4dbae39e73.toggleClass(class='open')\" role=\"button\" tabindex=\"0\"  class=\"download-form-modal-close\"><\/button>\n\t\t\t\t<\/div>\n<div class=\"download-form-modal-thank\">Here's to more organized and productive meetings!<\/div>\n<\/p><\/div>\n<\/p><\/div>\n<\/p><\/div>\n<\/p>\n<hr \/>\n<h2><span style=\"font-weight: 400;\">Ready to put together your own meeting invite templates?<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">There are likely more meetings on your calendar than ever before. So now\u2019s the perfect time to put together your own set of meeting invite templates to wrangle your schedule once and for all.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">With the help of these templates and tools like <\/span><a href=\"https:\/\/www.ringcentral.com\/\"><span style=\"font-weight: 400;\">RingCentral<\/span><\/a><span style=\"font-weight: 400;\">, you can keep in lock-step with the rest of your team and schedule meetings that they\u2019ll actually look forward to.<\/span><\/p>\n<p class=\"p1\">\n<div class=\"rc-subscribe\" id=\"new-rc-subscribe\"  style=\"background-image:url('\/us\/en\/blog\/wp-content\/themes\/ringcentral\/assets\/images\/temp\/subscribe.png')\">\n\t\t<button class=\"close js-popup-close\"><svg class=\"icon_close_mobile\" width=\"20\" height=\"20\"><use xlink:href=\"#icon_close_mobile\"><\/use><\/svg><\/button><\/p>\n<div class=\"rc-subscribe__wrapper\">\n<div class=\"rc-subscribe__wrapper_text\">\n<h3 class=\"rc-subscribe__title h2\">Stay informed with RingCentral<\/h3>\n<div class=\"rc-subscribe__subtitle\">Subscribe to our emails for the latest blogs, events, and exclusive content on AI-powered communication solutions. Stay ahead with insights and tips from the leader in trusted AI communications.<\/p>\n<p>\t\t\t\t\t<a href=\"https:\/\/www.ringcentral.com\/legal\/privacy-notice.html\" target=\"_blank\" data-dl-name=\"Privacy Notic\" data-dl-element=\"link\" data-dl-additional-info=\"social\" rel=\"noreferrer noopener\">Privacy Notice<\/a>\n\t\t\t\t<\/div>\n<\/p><\/div>\n<div class=\"rc-subscribe__wrapper_form\">\n<form class=\"\" data-event-init=\"true\" novalidate data-js-form>\n<div class=\"rc-subscribe__row\">\n\t\t\t\t\t\t<input\n\t\t\t\t\t\t\t\tname=\"email\"\n\t\t\t\t\t\t\t\tplaceholder=\"Email address *\"\n\t\t\t\t\t\t\t\ttitle=\"Must be valid email. example@yourdomain.com\"\n\t\t\t\t\t\t\t\tminlength=\"4\"\n\t\t\t\t\t\t\t\tmaxlength=\"255\"\n\t\t\t\t\t\t\t\ttype=\"email\"\n\t\t\t\t\t\t\t\trequired\n\t\t\t\t\t\t\t\tpattern=\"[a-z0-9._%+\\-]+@[a-z0-9.\\-]+\\.[a-z]{2,}$\"\n\t\t\t\t\t\t\t\tclass=\"field__control\"\n\t\t\t\t\t\t\t\tautocomplete=\"on\"\n\t\t\t\t\t\t\t\taria-required=\"true\"\n\t\t\t\t\t\t\t\tdata-dl-events-hover=\"true\"\n\t\t\t\t\t\t\t\tdata-dl-element=\"email\"\n\t\t\t\t\t\t\t\tdata-dl-additional-info=\"LET'S WORK TOGETHER\"\n\t\t\t\t\t\t\t\taria-label=\"Email address *\"\n\t\t\t\t\t\t\t\taria-errormessage=\"email-subscribe-errors\"\n\t\t\t\t\t\t><br \/>\n\t\t\t\t\t\t<span class=\"field__errors\" id=\"email-subscribe-errors\" data-js-form-field-errors><\/span>\n\t\t\t\t\t<\/div>\n<div class=\"rc-subscribe__row\">\n\t\t\t\t\t\t<select\n\t\t\t\t\t\t\t\tname=\"Country__c\"\n\t\t\t\t\t\t\t\trequired\n\t\t\t\t\t\t\t\tclass=\"field__control\"\n\t\t\t\t\t\t\t\taria-required=\"true\"\n\t\t\t\t\t\t\t\taria-expanded=\"false\"\n\t\t\t\t\t\t\t\taria-label=\"Country *\"\n\t\t\t\t\t\t\t\taria-errormessage=\"country-subscribe-errors\"\n\t\t\t\t\t\t><option value=\"\" disabled=\"disabled\" selected=\"selected\">Country<\/option><option value=\"Canada\">Canada<\/option><option value=\"United_States\">United States<\/option><\/select><\/p>\n<p>\t\t\t\t\t\t<span class=\"field__errors\" id=\"country-subscribe-errors\" data-js-form-field-errors><\/span>\n\t\t\t\t\t<\/div>\n<div class=\"rc-subscribe__row\">\n\t\t\t\t\t\t<button type=\"submit\" data-event-init=\"true\">Subscribe<\/button>\n\t\t\t\t\t<\/div>\n<\/p><\/form>\n<\/p><\/div>\n<\/p><\/div>\n<div class=\"confirm-form\" role=\"status\" aria-live=\"polite\" style=\"display: none;\" aria-hidden=\"true\">\n<div class=\"confirm-form__text\">Thank you for your interest in RingCentral<\/div>\n<\/p><\/div>\n<\/p><\/div>\n<\/p>\n<h2><span style=\"font-weight: 400;\">Meeting invite template FAQS<\/span><\/h2>\n<h3><span style=\"font-weight: 400;\">What are the benefits of meeting invite templates?<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Having a template to base your invites upon will have numerous positive knock-on impacts on your meetings themselves. Attendees will be clearer on what\u2019s required of them and so be ready to be more productive participants. Agendas, too, will help meetings keep to time.\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">What should be in my meeting invite templates?<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Precisely what your template will contain will differ depending on your business, the meeting, and its goals. Key elements of most, however, include a statement of the objectives of the meeting, meeting time and duration, and an agenda.<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Chances are you send (and receive) so many meeting invites that you don\u2019t think twice about them, and perhaps haven\u2019t even considered creating meeting invite templates. We see an invite, we click. End of story, right? But based on our own experience helping clients streamline their schedules, invitations are a surprisingly important aspect of running &#8230;<\/p>\n","protected":false},"author":1046,"featured_media":56796,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[17901],"tags":[27319,27320,778],"class_list":["post-35038","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-business-leadership","tag-meeting-invite-templates","tag-meeting-invites","tag-meetings"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v19.3 (Yoast SEO v27.2) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>5 Meeting Invite Templates to Get Your Attendees Prepped<\/title>\n<meta name=\"description\" content=\"Want the best response to your meeting invite email? This article will show you how to craft the perfect invitation and includes our 5 meeting invite templates.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/meeting-invite-templates\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"5 meeting invite templates to get your attendees prepped\" \/>\n<meta property=\"og:description\" content=\"Want the best response to your meeting invite email? This article will show you how to craft the perfect invitation and includes our 5 meeting invite templates.\" \/>\n<meta property=\"og:url\" content=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/meeting-invite-templates\/\" \/>\n<meta property=\"og:site_name\" content=\"RingCentral Blog\" \/>\n<meta property=\"article:publisher\" content=\"https:\/\/www.facebook.com\/ringcentral\" \/>\n<meta property=\"article:published_time\" content=\"2024-07-05T07:00:00+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2025-03-13T13:18:26+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/wp-content\/uploads\/2020\/11\/Video-screen.png\" \/>\n\t<meta property=\"og:image:width\" content=\"927\" \/>\n\t<meta property=\"og:image:height\" content=\"514\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/png\" \/>\n<meta name=\"author\" content=\"Zac Zuber-Zander\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:creator\" content=\"@ringcentral\" \/>\n<meta name=\"twitter:site\" content=\"@ringcentral\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"Zac Zuber-Zander\" \/>\n\t<meta name=\"twitter:label2\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"10 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\/\/schema.org\",\"@graph\":[{\"@type\":\"Article\",\"@id\":\"https:\/\/newrcblog.wpengine.com\/us\/en\/blog\/meeting-invite-templates\/#article\",\"isPartOf\":{\"@id\":\"\/us\/en\/blog\/meeting-invite-templates\/\"},\"author\":{\"name\":\"Zac Zuber-Zander\",\"@id\":\"https:\/\/newrcblog.wpengine.com\/us\/en\/blog\/#\/schema\/person\/2270dec5d27ecfacc0bec8f881be3fa7\"},\"headline\":\"5 meeting invite templates to get your attendees prepped\",\"datePublished\":\"2024-07-05T07:00:00+00:00\",\"dateModified\":\"2025-03-13T13:18:26+00:00\",\"mainEntityOfPage\":{\"@id\":\"\/us\/en\/blog\/meeting-invite-templates\/\"},\"wordCount\":2203,\"publisher\":{\"@id\":\"https:\/\/newrcblog.wpengine.com\/us\/en\/blog\/#organization\"},\"image\":{\"@id\":\"https:\/\/newrcblog.wpengine.com\/us\/en\/blog\/meeting-invite-templates\/#primaryimage\"},\"thumbnailUrl\":\"\/us\/en\/blog\/wp-content\/uploads\/2020\/11\/Video-screen.png\",\"keywords\":[\"meeting invite templates\",\"meeting invites\",\"meetings\"],\"articleSection\":[\"Business &amp; leadership\"],\"inLanguage\":\"en-US\"},{\"@type\":\"WebPage\",\"@id\":\"\/us\/en\/blog\/meeting-invite-templates\/\",\"url\":\"https:\/\/newrcblog.wpengine.com\/us\/en\/blog\/meeting-invite-templates\/\",\"name\":\"5 Meeting Invite Templates to Get Your Attendees Prepped\",\"isPartOf\":{\"@id\":\"https:\/\/newrcblog.wpengine.com\/us\/en\/blog\/#website\"},\"primaryImageOfPage\":{\"@id\":\"https:\/\/newrcblog.wpengine.com\/us\/en\/blog\/meeting-invite-templates\/#primaryimage\"},\"image\":{\"@id\":\"https:\/\/newrcblog.wpengine.com\/us\/en\/blog\/meeting-invite-templates\/#primaryimage\"},\"thumbnailUrl\":\"\/us\/en\/blog\/wp-content\/uploads\/2020\/11\/Video-screen.png\",\"datePublished\":\"2024-07-05T07:00:00+00:00\",\"dateModified\":\"2025-03-13T13:18:26+00:00\",\"description\":\"Want the best response to your meeting invite email? 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