Preview Office Meeting Invitation

[IAPO toolkit: Meeting invitation template, March 2011]

[letter only]

< Insert participant’s address>

Dear <insert participant’s title and name>

I would like to invite you to a meeting/teleconference <delete

as appropriate> to discuss <describe purpose of meeting>.

[For a face-to-face meeting:]

The meeting will take place on <insert date>, starting at

<insert time> and finishing at <insert time>. It will be held at

<insert location and address>. Please can you confirm whether

you will be able to attend the meeting by <insert date>.

[For a teleconference:]

The teleconference will take place on <insert date>, starting at

<insert time> and finishing at <insert time>. Please dial <insert

number and dial in details> to join the call. It would be very

helpful if you could confirm whether you are able to participate

in the teleconference by <insert date>.

I have enclosed <insert number> additional documents which

provide some background information on <insert details>. An

agenda will also be sent to you shortly.

I look forward to hearing from you.

Kind regards

Meeting invitation

If the invite is being sent by email, write the meeting’s

name in the subject title.

The first paragraph states the main purpose of the

meeting.

Give the time and date of the meeting. If it’s a face-to-

face meeting, include the location, providing directions

and a map if necessary.

For a teleconference, you need to provide the telephone

number to phone, and any dial in details. If participants

are joining from different countries, give the time local to

their country.

Describe any documents they will receive (e.g. meeting

agenda, introductory information), and/or any

preparation they should do prior to the meeting. If may

also be useful to let them know who the other

participants will be.

[This document is part of the IAPO toolkit ‘Working with partners

and stakeholders’, which can be accessed from the IAPO website.]

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