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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.

The importance of a Zoom meeting invitation email

The popularity of Zoom started to soar during the Covid-19 pandemic as people looked for ways to connect virtually, and has now become the software of choice for many businesses and individuals alike.

This growth has meant that increasingly more people are looking for the most effective ways to send out Zoom invitations to make the most of this powerful tool

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.

Zoom meeting reminder email template example

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

  • 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]
  • 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
  • See you on Zoom
  • Zoom meeting reminder: [Topic]
  • Join us for our Zoom happy hour
  • Time to Zoom
  • Reminder: Join our Zoom call to discuss [Topic]
  • Webinar reminder: [Topic]
  • Zoom meeting invitation

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.

What to include in a Zoom meeting invitation email

  • The date of the meeting – day of the week and calendar date
  • The time of the meeting – including time zone (e.g. Eastern Time)
  • The duration of the meeting – approximate time that it will last
  • The Zoom link – so that participants can simply click to join
  • A meeting password (if applicable) – for added security
  • Meeting agenda items – what will be discussed
  • Meeting details – additional information
  • Who will be attending the meeting – share the host and participants list
  • Motivation – why the recipient should or must attend the meeting
  • Professional email signature – sign off in the right way
  • Personal details – e.g. your name and contact details

Zoom meeting invitation email examples and templates

Templates:

Join our Zoom call to discuss [Topic]

Hello [Name],

I’d like to invite you to a Zoom meeting on [Date] at [Time]. The meeting will be about [Topic] and will last for approximately [Duration].

Joining instructions:

To join the Zoom meeting, please click here: [Meeting Link]

I hope to see you there.

Kind regards,
[Your Name]

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

Hey [Name],

I was hoping to catch up with you on a Zoom call this [morning/afternoon]. I’ll be free at [Time], and I think we’ll need around [Duration] to cover everything.

If this isn’t a good time for you, or if you can’t make it for the full [Duration], please let me know and we’ll reschedule.

For now, I’ve taken the liberty to book a Zoom meeting for us here: [Meeting Link], but no worries if you can’t make it.

Looking forward to catching up,
[Your Name]

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

Hi [Name],

I wanted to invite you to join our Zoom call on [Date] at [Time]. We’ll be discussing [Topic], and I think you’ll find it interesting.

The meeting should last for around [Duration], and we’ll be sending out the link closer to the date.

In the meantime, if you have any questions, please don’t hesitate to get in touch.

Hope to see you soon,
[Your Name]

Business Meeting Invitation Email Templates:

Meeting request: please join our Zoom call

Dear [name],

You’re invited to join a Zoom meeting I’m hosting on [Date] at [Time].

The purpose of this meeting is to [discuss/present/brainstorm] [Topic].

Please click the button below to confirm your attendance:

[CTA]

We’ll be sending out a follow-up email with the meeting minutes and next steps in due course.

Looking forward to seeing you then.

Sincerely,
[Your name]

Please attend our team Zoom meeting: [Topic]

Hello [name],

I hope you’re well.

Our team Zoom meeting this week will be on [Date] at [Time], and the focus will be on [Topic].

Please join the meeting by clicking this link: [Meeting Link]

If you can’t make it, please let me know and I’ll send you the meeting minutes afterward.

Thank you,
[Your name]

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

Hi [name],

Unfortunately, due to the current situation with [Covid-19/the weather/transport disruptions/etc.], we won’t be able to have our usual in-person meeting on [Date].

However, we’ll still be holding the meeting via Zoom – please click the link below to join:

[Meeting Link]

Hope to see you there,
Best wishes,
[Your name]

Change of plans – let’s meet on Zoom instead

Dear [name],

I hope you’re well.

Unfortunately, I won’t be able to make it to the meeting on [Date] as planned. However, I’ll still be available to meet via Zoom.
If this would work for you, please let me know and I’ll send you the Zoom meeting link in due course.

Kind regards,
[Your name]

Team Catch-Up Invitation Email Template

See you on Zoom

Hi team,

I’m hosting a Zoom meeting on [Date] at [Time]. The purpose of this meeting is to catch up on what everyone’s been working on and to see if any roadblocks need to be addressed.

Please click the link below to join on the day.

[Meeting Link]

The password is: [Password]

See you all then.

Regards,
[Your name]

Networking Event Invitation Email Template:

Join us for our Zoom happy hour

Hey [Name],

As a fellow [industry professional/entrepreneur/business owner], I’m excited to invite you to join me for a Zoom networking event on [Date] at [Time]. This is a great opportunity to connect with other like-minded individuals and expand your professional network.

Click below to join the meeting at that time:

[Meeting Link]

See you then!

Best,
[Your name]

Meeting reminder email templates:

Time to Zoom!

Hi [name],

Hope you’re having a great day. I just wanted to remind you about our Zoom meeting later this [morning/afternoon] at [Time].
We’ll be discussing [Topic] for about [Duration], and I think you’ll find it interesting.

Please click the button below to join the meeting:

[Meeting Link]

Looking forward to seeing you soon,
[Your name]

Zoom meeting reminder: [Topic]

Hello [name],

I hope you’re well.

This is just a quick reminder that our Zoom meeting is taking place today at [Time]

Reminder: Join our Zoom call to discuss [Topic]

Dear [Name],

Our scheduled meeting about [Topic] is taking place [today/tomorrow/etc.] at [Time].

If you have already confirmed your attendance, we look forward to seeing you then. If not, you can still join the meeting by agreeing to join now using the button below:

[CTA]

The link to join the meeting below will go live [15 minutes/30 minutes/1 hour/etc.] before the scheduled start time.

[Meeting Link]

See you soon,
[Your Name]

Webinar reminder: [Topic]

Hi [Name],

Thanks for signing up for our webinar on [Topic]. In case you forgot, it’s taking place later today at [Time].

Hope to see you there,
[Your Name]

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.

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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.

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Frequently asked questions

What makes Zoom a good choice for virtual meetings?

This tool is easy to use and doesn’t require any special software or plugins, plus it’s generally very reliable and has a great reputation for being stable and high-quality. Zoom also offers a lot of features and options like screen sharing and recording that can make your meetings more productive and engaging.

Will the free version of Zoom be sufficient for my needs?

Zoom offers a free Basic plan that includes 40-minute group meetings and 100 participants, as well as features like HD video and audio, screen sharing, and meeting recording. As such, you can try out the software extensively before purchasing a paid plan or stick to short and small group meetings for no cost at all.

When should I send my Zoom invitation email?

This depends on the types of meetings you’re hosting and your attendees’ schedules. If it’s a small, informal meeting with people who are all in the same time zone, you can probably send the email a day or two in advance. However, if you’re hosting a large, international meeting, you’ll need to give your attendees, so sending the email a week or more in advance is probably best.

Do I need to send out a reminder email after the initial invitation?

Zoom recommends that you send out a reminder email 24 hours before the meeting is scheduled to start. This will give your invitees a heads up about the upcoming meeting, as well as give another chance for more of the recipients to join. If appropriate, you might also want to send out a further, final reminder email a few hours or as little as 15 minutes before the meeting is set to begin.

How do I personalize my Zoom invitation email template?

Adding your branding is an excellent way to tailor your Zoom invitation email template. You can do this by including your company logo, choosing a color scheme that matches your brand, and adding any other images or graphics that you feel would be appropriate. Additionally, editing the text in the template to include any relevant information about your company or meeting would add a further personal touch.

Are there any alternative platforms to Zoom that I should consider?

While Zoom is a great option for online meetings, there are other platforms available that you might want to consider. Google Hangouts, LiveWebinar, and GoToMeeting are all popular choices that offer similar features to Zoom. As with the latter, be sure to try out each platform with a free trial (if available) before deciding which one is right for you and your needs.

What if I need to add more attendees or have meetings for over 40 minutes?

If you do plan to host longer and/or bigger video conferences, Zoom offers paid plans for businesses with more advanced features such as unlimited meeting duration, large group meetings for up to 500 participants, and custom branding.

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