How to properly send a conference call invite


How do you write a conference call invitation?

I hope this email finds you well. I’m writing to invite you to a meeting on [day and date] at [time] to discuss [topic]. The meeting will take place at/on [location/videoconference platform] and will last about [number] hours. An agenda for the meeting is attached.

How do you send a conference call?

How To Set Up A Conference CallCreate a conference call account if you don’t have one.Select appropriate dial-in numbers for your callers.Pick a date and time for your conference.Send a conference call invite.Dial into your conference at the appointed time.Start your conference!

How do you introduce someone in a conference call?

Simply acknowledge everyone on the call and introduce the key speakers (if applicable). Also, since it’s such a big call, your introduction should also cover relevant details at the start of the call, such as your legal disclosures, guidance about recording the calls, safe harbor statements, or your privacy policies.

How do you send a phone invite?

Add people to your eventOn your Android phone or tablet, open the Google Calendar app .Open the event you want to add people to.Tap Edit .Tap Invite people.Enter the name or email address of the person you want to invite.Tap Done. To find when your guests are available, swipe down or tap View schedules​Tap Save.

How do I schedule an email for a conference call?

How to schedule a meeting via emailHave a clear and concise subject line.Compile your invite list.Start your email with a formal greeting.Introduce yourself to team members you haven’t met.Discuss the purpose of the meeting.Offer multiple dates and time options.Ask your recipient to send an RSVP.More items…•

How do you set up a conference?

How to Organise a Conference: Step-By-Step GuideStep 1: Decide on a theme. … Step 2: Assemble your A-team. … Step 3: Prepare a budget & business plan. … Step 4: Find sponsors & grants [optional] … Step 5: Settle on a date. … Step 6: Book the venue. … Step 7: Arrange catering & other vendors [optional] … Step 8: Line up your speakers.More items…

How do you say hello on a conference call?

Welcoming participantsHi … (name) you’re the first one to dial in so let’s wait for the others.Hello. This is … Peter from Hamburg.Good morning Peter. Thank you for joining us today.Hello, who has just joined the call?… (name) is also on the line.I just wanted to let you know that …

How do you send an invitation on iPhone?

Send and receive invitations in Calendar on iPhoneTap the event, then tap Edit near the top of the screen.Tap Invitees. If you don’t see Invitees, swipe up.Enter the names or email addresses of people you want to invite, or tap. to select Contacts.Tap Done.

What is the best way to send a digital invitation?

How to send digital invites without annoying your friendsE-mail is best for get-togethers that only involve one social group.Mass texts are best for inviting a small group of close friends to something.Facebook is best for house parties, performances and other less intimate events.

Can you send invites to phone numbers?

SMS text message invites, also known as SMS invites, are simply invitations that are sent straight to someone’s cell phone or tablet. Depending on the invitation company, you may need to download an iOS or Android app to send the invites or you can do it directly from your laptop or desktop computer.

How do I set up a free conference call on my phone?

Start Conferencing TodayGet a Free Account. Create a account using your email and password. … Host a Conference Call. The host connects to the conference call using the dial-in number, followed by the access code and host PIN. … Participate in a Conference Call. … Add Video Conferencing and Screen Sharing.

How do I do a conference call on my cell phone?

How do I make a conference call on an Android phone?Step 1: Call up the first person you want to include in your conference.Step 2: Once the call connects, tap the “Add call” button. … Step 3: Find the next person you wish to add to your call and select their contact number. … Step 4: Tap the “Merge” button.More items…•

How can I make a conference call on my computer?

In the new browser window, select a date and time for the call, choose whether it’s a one-time or recurring meeting, your audio options, and then set permissions and passwords. Once the meeting settings are in place, invite your attendees and then start the conference call.

Are there free conference call services?

GoToMeeting, FreeConferenceCalling, FreeConferenceCall, and Tokbox offers business features and can be used by enterprises. Google Hangouts, Skype, UberConference, and FreeConference have good features for small to medium-sized businesses.

What is the purpose of a meeting invitation?

Meetings are about interaction. The key to writing a good meeting invitation is to think about what that interaction will look like: what information will you communicate? What information do you need from your attendees?

Does this need to be a meeting?

If you can’t think about why you need live attendees, your meeting might be better as an email or even a video recording. Zoom fatigue is real, and your clients will be frustrated if it seems like the meeting is just a reiteration of a sales email or progress report.

Meeting invitation templates

To help you get started, here are some meeting invitation templates for a few common meeting types. If you’re scheduling a one-on-one meeting, it’s always a good idea to include a personalized greeting that touches on previous conversations.

How to send a meeting invitation email

Meeting invitations are easiest to manage when you’re sending them with automated scheduling software like vcita. You can create Zoom links automatically when you schedule meetings with clients, and if your clients need to reschedule, they can schedule a time that works for them—right from your meeting invite!

What is a conference invitation letter?

Conference Invitation letter. A conference is a formal meeting of people who “confer” about an issue or a topic. The practicality of the discussion vary concerning the domain of their occurrence, but regardless, conference meetings have multi-dimensional merits.

What should a letter mention in a conference?

The letter should mention the details of the conference clearly and correctly. The letter should be concise and comprehensive. The letter should mention the purpose of the conference and the theme of the meeting. Sometimes, such letters are addressed personally to individual prominent personalities.

How to set up a conference call?

Setting Up a Conference Call 1 Create a conference call account if you don’t have one. 2 Select appropriate dial-in numbers for your callers. 3 Pick a date and time for your conference. 4 Send a conference call invite. 5 Dial into your conference at the appointed time. 6 Start your conference!

How long is the free trial for a call center?

Start with a 14-day free trial. Once your trial ends, choose the right calling plan for your needs. We offer affordable plans for individuals, small to medium-size businesses, and enterprise-level corporations.

Can you give a conference call to all your callers?

Are you hosting a toll or toll-free call? If it’s a toll-free conference call, you can give your toll-free number to all your callers and they will be able to connect from wherever they are at no cost to them.

How many users can you add to RingCentral?

Although, it’s important to note that you can only add up to five users on the free trial, so choose wisely.

How long does it take to activate RingCentral?

You only have 48 hours to activate your account.

Can I link my calendar to RingCentral?

If you use Microsoft Office or Google Calendars, you can link your existing calendar to RingCentral for easy scheduling. If you plan to hold video conferences in the future, this feature will come in handy.

How to send a meeting invitation for a conference call?

When you are sending a meeting invitation for a conference call, some best practices are to: have a clear subject line so the recipient understands when and why the meeting is being called, and can then quickly decide whether to accept the meeting. repeat the key elements of the meeting inside the text of the meeting.

How to send an in person meeting invitation?

When you are sending a meeting invitation for an in-person meeting, some best practices are to: have a clear subject line so the recipient understands when and why the meeting is being called, and can then quickly decide whether to accept the meeting. repeat the key elements of the meeting inside the text of the meeting.

Why is it important to have a good meeting invitation?

No matter the cause, having a good meeting invitation message will help to increase your attendance rate. Here is a look at some great meeting invitation message samples you can use for structuring your own invite.

How to invite a team meeting?

1. Match the Tone to the Purpose. An invitation to a monthly team meeting should read differently than an invitation to an annual general meeting for shareholders. Think about who your recipients will be and how formal the meeting is, then phrase the invitation accordingly. Use the examples below as guides.

Why send an invite email?

One reason why you send a meeting invitation email in the first place is to get an attendee count. Most people won’t RSVP without prompting, so make sure you request it. Include a response deadline, even if you don’t have a firm must-know date in mind. This helps you avoid getting all your replies at the last minute.

Why is an invitation email important?

The meeting invitation email is one of the most important items on your event prep to-do list. It gets your meeting onto people’s agendas and keeps it there, even with other demands on their time.

What does it mean to have a well-crafted invitation?

A well-crafted invitation means a successful meeting, and from there, the sky’s the limit. With Calendly and the right meeting invitation email, you’re ready for a hugely successful event.

Do back to back meetings require travel time?

People have packed schedules, and back-to-back meetings are common, especially when those meetings are online and don’t require travel time. Be clear about when the meeting will end. If you have to estimate, err on the side of a later end time. Most people would rather get out early than be kept late. 3.

Things you Need to Know about Event Invitation Email

An event includes agenda, date, time, venue, speakers, etc. You know everything about your event. But the email recipient doesn’t know anything about it. You need to clear out the event details thoroughly so that the participants get a clear idea of participation.

4 Main Elements to Include in your Email Invitation Template

Like a recipe for any dish, you need to integrate the whole nine yards into your event email invitation. Here are 4 main elements to include in your Email Invitation Template.

Top 20 Best Event Invitation Email Templates

Now that you know the basics for event invitation email email, it is time to look at the splendid email templates to attract the audience’s attention. Here, I have selected the best email templates to help you out with your email invitation content and design.


Now that you know the recipe for cooking the tasty email invitation template for your event, go for it. Moreover, you can even customize email templates for your Magento 2 store according to your needs. In a nutshell, your Email Invitation for the event is the first step towards attracting and impressing viewers to participate in your event.


Leave a Comment