There’s a difference between requesting attendance at a meeting from your staff, and inviting someone to a meeting who doesn’t work for you.
When you call a meeting at work, you are entitled to require any member of staff to attend it, at a time to suit you (within working hours). A simple email request or adding it to their Outlook calendar is good enough.
However, if you want to invite someone who isn’t an employee, but will have the ability and or authority, to help with a positive outcome to your meeting, then a more formal request is required.
Firstly, be sure that your meeting is really necessary and that the outcome cannot be obtained any other way.
People are very busy and meetings take time and effort to attend.
The best way to write a letter or email inviting someone to a meeting
- Start the invitation with the date, time and venue.
- Give a brief explanation of the reason for the meeting and what outcomes are hoped for.
- Explain why they would be an essential part of the meeting and how they could help.
- Many meetings have unsatisfactory outcomes when essential people cannot, or do not attend.
- Ask if there is another person with the authority to make decisions, who could take their place if they are unable to attend.
- Finish by requesting a reply by a specific date and with a wish that they are able to attend.
- Depending on the type of meeting, you may enclose an agenda and minutes from previous meetings.
Letter or email requesting attendance at a meeting – sample 1
[Business name]
[Business address]
[Date]
[Title of meeting e.g. Middlewich Hall Redevelopment planning meeting]
Dear [Name of Recipient],
We would like to request your presence at a site meeting that will be held on [Date] at [time]. All the partners are being represented, as well as [officers from the local council planning department, local police officers etc]. The meeting will tackle [topic of the meeting] and it is very important to have you as one of the attendees.
If you cannot attend would you please send someone in your place who has the authority to make decisions as due to the number of people invited we are unable to change the date or time.
Please let [person] know by email at [email address] as soon as possible or by [date] at the latest if you will be attending.
We look forward to seeing you there.
[name of Sender]
[Title]
[Email]
Letter or email requesting attendance at a meeting – sample 2
[Business name]
[Business address]
[Date]
Dear [Name of Recipient],
Our [name of meeting eg. annual committee meeting] will be held this year on [Date] at [Place].
We request your attendance since we will need all possible attendees to deal with several matters arising.
If you cannot attend the meeting on the date specified, we would like to request someone from your staff to attend the meeting in your place who can provide you with the details and the topics discussed.
Attached is the agenda. Unfortunately the agenda cannot be amended at this time but should you wish to discuss anything else at the meeting this can be done under Matters Arising.
Yours Sincerely,
[name of Sender]
[Title]
[Email]
Letter or email requesting attendance at a meeting – sample 3
[Business name]
[Business address]
[Date]
Dear [Name of Recipient],
We would like to request your presence at the [name of meeting] that will be held on [Date] at [place]. The meeting will tackle [topic of the meeting] and it is very important to have you as one of the attendees.
During this meeting we will be discussing [topic here] and, as this is one of the most important issues that our company is currently facing, we would be very grateful for your expertise and input.
Please let me know if you can attend the meeting or we can reschedule it for your convenience.
We look forward to hearing from you.
Your Sincerely,
[Name of Sender]
[Title]
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