You’re Cordially Invited: Successful Work Invite Emails to Draw a Crowd

Introduction:

Whatever work event you’re hosting – be it a charity gala, webinar, or company party – your event’s success will depend on the size of the crowd you draw. Worried? No need. A well-constructed email sent to your widest possible target audience will bring maximum exposure to your event. Here are eight best business copy-writing practices – and bonus tips – to help you in the crafting of your successful email invitation.

1. Create a compelling subject line

It may sound obvious, but you’ll need your guests to open your invitation. The right subject line will make your event email impossible to ignore. Studies have shown that subject lines that play to our emotions lead to the highest opening rates. A good business copywriter will know that something along the lines of “Don’t miss out” will work best. Remember to convey a sense of urgency, and don’t make the subject line so long that it’s cut off in people’s inboxes.

2. Consider the timing of your email

No one wants one more thing to think about on a Monday morning or busy Wednesday afternoon. Send your invitation later in the week, or even on the weekend. Potential guests will be more open to your invitation if they feel less stressed out when reading it. As the date of the event draws near, send strategic follow-up emails that include a fresh pitch for attending.

3. Include your company logo

The best business copywriters always keep the company brand in mind. Make sure that your guests understand that the event is a work event, and thus connected to the company culture. Reinforce who is sending the invitation by including your company logo, name and tagline, and masthead.

4. Make the case for attending

Your company hasn’t created the event simply to throw money down the drain. Use your business copy-writing skills to describe why the event exists, and what attendees can expect to gain. Will they get to network with other industry leaders? Hear a guest speaker? Get a glimpse into new company products or services? Frame you’re reasoning in a compelling way, and people will want to come. If the venue will be held in a cool space, be sure to highlight its location. Often people are persuaded to attend a company event based on the venue alone.

5. Don’t leave guests guessing

Include all the details your guests will need in one email. List the date, time, and place, and if you’re hosting a physical event, include necessary venue information, such as parking, handicap access, and so on. If the event has a digital component, include full log in or sign up details. Always link back to the company website, and make sure that contact information is included as well.

6. Use social proof

If your company has hosted a similar event in the past with success, consider including previous attendee’s testimonials. If your work event will include guest speakers, include speaker biographies, quotations, and links to items like video interviews with the speakers. These will also improve your click through rates. Put your business copywriting skills to work in weaving a web of attraction around the event.

7. Include a follow-through

The best business copywriters also know to include a call to action. Direct your guests to a sign-up form, to your site, or to your company’s social media pages. You can use a button maker to assist you.

8. Remember to include graphics

Beyond using your company’s logo and speakers’ photos if applicable, consider using a photo of the venue, or an image that captures the spirit of the event. Graphics will engage your guests.

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