Meeting invitation email templates for team, client and recurring meetings.

Copy a meeting invitation email

Each template is written to be read on a phone. Keep the details block near the top; people look for the time and the link first.

1. Internal team meeting

Subject: [Topic]: [decide / review / plan] — [Day, Date] at [time] [time zone]

Hi [team / name],

I'd like to meet to [decide / review / plan] [topic], so that [the outcome we need].

When: [Day, Date], [start]–[end] [time zone]
Join: [meeting link] — opens in the browser
Who: [names]

Agenda
1. [item] — [owner] — [minutes]
2. [item] — [owner] — [minutes]
3. Decisions and next steps — 5 min

Before the meeting: [read X / bring Y / add your topics to Z by Day].

If you can't make it, reply by [day] and I'll [share the notes / find another time].

Thanks,
[Name]

2. Client or external meeting

Subject: [Their company] + [Your company]: [purpose] on [Day, Date]

Hi [Name],

Thank you for [context]. As agreed, here is the invitation for our [length] call about [specific outcome].

When: [Day, Date] at [time] [their time zone]
Join: [meeting link]
You can join from a current browser on a computer or phone. No account or app is needed; your browser may ask to use your camera and microphone.

What we'll cover
- [item]
- [item]
- Next steps

To make the most of the time, could you [send / think about] [one preparation item] before the call?

If the time no longer works, [use this link to pick another time / reply to this email].

Best regards,
[Name]
[Role, company, phone]

3. Recurring meeting series

Subject: Recurring: [Meeting name] — every [weekday] at [time] [time zone]

Hi all,

Starting [first date], we'll meet [every Monday / every weekday / every 2 weeks on Thursday] at [time] [time zone] for [duration] to [purpose].

Join: [meeting link] — the same link for every meeting in the series
Ends: [after N meetings / on date / no end date — we'll review it on date]
Format: [one-line agenda]

If a single date doesn't work for you, tell me and I'll move or cancel that date rather than the whole series.

Please accept the calendar invitation so every date shows in your calendar.

Thanks,
[Name]

What makes a good invitation subject line?

The subject should say what the meeting is for and when it is, so the reader can accept it from the inbox. Put the date in the subject for one-off meetings and the pattern for a series.

Avoid subjects such as “Quick sync” or “Meeting”. They give the reader no reason to accept and are hard to find later.

Check the invitation before you send it

When the other person should choose the time themselves, send a booking link instead of an invitation: an online booking page shows your free slots in their time zone and attaches the meeting link to the booking.

Where Meeto helps with invitations

When you schedule a meeting in Meeto and add email guests, Meeto sends the invitation for you, with the details, the join link and a calendar attachment. You can still send your own message on top of it.

• What the guest receives. The title, date and time, the join link and a calendar attachment, with a choice to say whether they will come.
• Recurring series. Choose a repeat — every day, every weekday, chosen weekdays, every few weeks, monthly or yearly — and an end. The invitation states the rule in words, every date uses the same link, and the guest's answer applies to the whole series.
• Changes. Move or cancel a single date of a series, and the guests get a message for that date only. New guests added to a series get an invitation; removed ones get a cancellation.
• Reminders. Each meeting can send up to two reminder emails to guests — 1 day, 1 hour or 15 minutes before — with the join link. See the reminder email templates if you write your own.
• Joining. Guests join in a current browser without an account or an app; the browser joining guide explains what they see.

Meeto's emails to guests are in English. If your guests expect another language, send your own invitation from the templates above with the Meeto meeting link in it. To set up a series step by step, follow how to schedule a video meeting, and see how remote teams run their weekly meetings this way.

Frequently asked questions

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