Zoom meeting invitation email template

Zoom is a great tool for hosting and joining online gatherings. Whether they are one-on-one catch-ups, large virtual presentations, or formal meetings.

While there are plenty of other video call, webinar, and meeting platforms available, Zoom has become a go-to for many companies and organizations thanks to its user-friendly interface and features.

If you’re new to Zoom or are looking for ways to streamline your video conferences on this platform, it’s worth checking out some email invitation templates and best practices before you get started. With this advice in mind, you’ll be able to get the most out of this software and increase the attendance rates of your online meetings.

If you’re looking to host a Zoom meeting, you’ll need to send out invitations to your potential attendees.

And while Zoom offers a few templates itself, using the right email template will help you make a great first impression and encourage more people to sign up for your meeting and remember to join when the time comes.

Furthermore, requesting that the recipients confirm their attendance at your meeting will give you an accurate headcount for the number of participants.

How to title a Zoom meeting invitation email

When it comes to online meetings, getting people to show up can be a challenge. After all, it’s easy to forget about or push back an appointment that’s not in person.

That’s why, when sending a Zoom meeting invitation email, the subject line must be clear and concise so that your message stands out in a crowded inbox. The right title will also immediately let your guests know exactly what the meeting is about before opening the email.

To write an effective Zoom meeting invitation email subject line, you need to get to the point using keywords that are relevant to your meeting. Also, keep it short – under 50 characters is ideal – but still find room for action items to entice your invitees to open the email.

It’s also worth reminding attendees on the day the meeting will take place so they remember to join. What’s more, this is an opportunity to encourage those recipients who haven’t already accepted your meeting invite to attend.

For this purpose, your invitation email will have a different type of subject line focused on the “reminder” aspect and will therefore usually include precisely that word.

Zoom meeting invitation email subject line examples

How to write a Zoom meeting invitation email

An effective Zoom invitation must include all of the key elements that the email recipient will need to join the meeting, including the date, time, and Zoom link. It should also be clear what the meeting is for, who will be attending, and how long it is expected to last.

To remember: Create a sense of urgency

Create a sense of urgency and importance in your Zoom meeting invitation email so that people know this is something they should make time for. You can do this by adding an attendance request, as well as specifying the date, time, and duration of the meeting.

For example: “We would love to have you join our Zoom meeting on Wednesday at 11 am EST. The meeting will last for one hour.”

This type of language makes it clear that you value someone’s attendance and want them to be there for the entire duration of the meeting, not just part of it.

You could use Zoom’s own meeting reminder email template for messages to jog the recipient’s memory about a meeting that they have already been invited to or signed up for.

However, remember to customize your Zoom meeting email invitation to make it specific to your company, brand, and the meeting itself.

Zoom meeting invitation email examples and templates

Templates:

Join our Zoom call to discuss [Topic]

Let’s catch up on a Zoom call this [morning/afternoon]

Hop on our Zoom call to learn more about [Topic]

Business Meeting Invitation Email Templates:

Meeting request: please join our Zoom call

Please attend our team Zoom meeting: [Topic]

Can’t make the in-person meeting? Join us online!

Change of plans – let’s meet on Zoom instead

Team Catch-Up Invitation Email Template

See you on Zoom

Networking Event Invitation Email Template:

Join us for our Zoom happy hour

Meeting reminder email templates:

Time to Zoom!

Zoom meeting reminder: [Topic]

Reminder: Join our Zoom call to discuss [Topic]

Webinar reminder: [Topic]

Zoom meeting invitation email good practices

• Make it your own – Zoom invitation emails should be customized with your branding, colors, and images to stay in line with your business tone.
• Send it out – you can do this directly from Zoom or use another email service like Gmail or Mailchimp.
• Include all necessary information – your attendees need to know the link, password, date, and time of the meeting.
• Proofread it – check your email for any typos or errors before you hit send.
• Add a CTA – include calls-to-action in your Zoom meeting invitation emails so that your attendees know what you want them to do. For example, “click the link to join the Zoom meeting”.
• Give a reminder – send another email a day or two before the Zoom meeting, and 15 minutes to a few hours before to make sure that everyone is still on track to attend.

Summary

Zoom is a powerful tool that can help you connect with people all over the world via video calls, yet the potential of this platform will be wasted if you’re struggling to get people to attend your online meetings. For that, you need to send out effective invitation letters to your potential meeting attendees.

Using a professionally designed email template will help your message attract invitees to join your online meeting and get them to confirm their attendance (or not).

Whether you’re new to Zoom or a seasoned pro, using the right email template is the best way to increase your attendance rates. With a little customization, you will be ready to send out a message containing all of the necessary information for the recipients to attend your upcoming meeting.