Business

Writing a corporate event invitation

3 October 2026 · 3 min read

A business invitation has to say three things at a glance: who is inviting, for what, and what the guest should do. Then follow date, time, venue, programme and whether a partner or colleague may come along. The tone is businesslike but not stiff: people come for people, so put a name under the invitation. Below is the structure, a sample text for a staff party and one for a networking event, and how to track the replies per guest.

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The structure

In this order:

Who is inviting: the company, and the person who signs.
For what: the occasion in one line (opening, anniversary, staff party, launch).
The date, the start time and the end time.
The venue with the address, and where to park or which station is near.
The programme: reception, speakers, drinks, dinner.
Whether a partner or colleague may come along.
The RSVP: how and by when, and who to ask with questions.

Example: staff party

"Dear colleagues, 2026 was a year to celebrate, and we do that together. On Friday 11 December we invite you to our staff party at Zaal De Linde, Dorpsstraat 1, Herent. Reception at 7 pm, dinner at 8, then music until 1 am. Partners are welcome. Let us know through the link before 27 November whether you're coming, with whom, and whether there's anything you don't eat. See you there, Els and Tom."

Example: networking or client event

"Dear Ms Peeters, we would be delighted to welcome you to our annual client evening on Thursday 5 March at the Provinciehuis, Provincieplein 1, Leuven. From 6 pm we receive you with a drink; at 6.30 our CEO shares what 2027 brings, and from 7.15 there is a walking dinner. You are welcome to bring a colleague. Please let us know whether you will join us before 20 February, through the link in this message. Kind regards, Jan Claes."

For clients and relations you write per person, by name. That takes a personal invitation per guest, not a group email.

The tone

Businesslike does not mean distant. Write as "we", name the occasion, and sign with a name. Avoid jargon and hollow words ("an unforgettable networking moment"); say what happens and what is in it for the guest. Keep it to one screen: whoever wants to know more finds it on the page behind the link.

Tracking replies per guest

At a business event you want to know per person who opened and replied, not only the total. Give every guest a personal link; then you see the status per name, send a targeted reminder, and know who to expect at the door. At YourInvited that status sits in the guest list of your studio, and the reminder goes automatically to whoever has not answered. Up to 250 guests per event; those who organise more often take a subscription, from €19 for one month.

Frequently asked questions

Do you send a business invitation by email or by post?

By email, with a link to the invitation. For a select company (an anniversary, a VIP evening) a printed card with a QR code can go with it; the replies still come in digitally.

How far ahead do you send it?

Four to six weeks for an evening event, eight weeks or more for a conference or an event people travel for. A save the date six months ahead is usual for large yearly events.

Can the invitation follow our branding?

In a style from the collection you fill in your own text, logo and photos. If you want an invitation fully in your own branding, we build it to order: your brief is free, you see a version first and then activate it for €9,99.

Make your own invitation?

Pick a style, add your own text and photos and share one link. Starting is free; a paid style costs €4,99 or €7,99 once, per event.