Zoom is one of the leading platforms for online business meetings, virtual presentations, or even just checking in with friends and family in another country.
There are many other video call applications you can use, but Zoom is the number one choice for many companies and organisations. Considering this, knowing how to write a Zoom meeting invitation email is very important.
Zoom has a super user-friendly interface and features to streamline your online meetings. The ability to edit, create, and save Zoom invitation templates is an especially great feature as it will save you a lot of time.
You don’t want the only one showing up at your meeting, so sending an email invitation is critical. In this article, we share with you some Zoom invitation best practices, as well as Zoom invitation templates you can copy and paste to make your life easier.
Before we look at what makes a Zoom meeting invitation email great and how to send a Zoom invite, let’s get the technicalities out of the way.
How to Change Your Zoom Invitation Email Template
Follow these quick steps and you’ll be able to personalise your Zoom invitation template:
- Log in to Zoom.
- Click on “Settings.”
- Look for the “Invite & Notifications” section and then click on the “Edit” button—you’ll find it next to the “Meeting Invitation Email Template” option.
- Make all the changes you want to the Zoom invite template.
- Click on the “Save” button.
Of course, you may want to follow the instructions below to write a great Zoom invite before you edit the existing template!
Let’s get started.
How to Write a Zoom Meeting Email Invite
For your Zoom invite to be effective, you need to include a few key elements, including the date, time, and link to the meeting. The reason for the meeting should also be clear.
A top tip is that your Zoom invite should have a sense of urgency—you want people to make time for the meeting after all. To emphasise the meeting’s importance, ticking all the necessary buttons is vital. These include:
- Include a thought-out subject line.
- Write a short introduction.
- Specify the date and time.
- Add meeting duration.
- Specify time zone.
- Add an attendance request.
Subject Line
Inboxes can quickly become flooded with emails, and it is very easy for your Zoom meeting invitation to go missing between everything else. To avoid this, you need to use a subject line that will catch someone’s attention quickly. You want them to open it, so spend some time coming up with a subject line that communicates the urgency of the meeting or make it playful and fun if the meeting isn’t that serious.
The subject line should be clear and concise and should let people know exactly what the meeting is about. That will determine if they open it or not.
We recommend keeping it short; the ideal would be under 50 characters. Of course, we know that won’t always be possible, but it is definitely something you should aim for.
Also, always include “Zoom” in the subject line so that it will be clear right off the bat that this is a virtual meeting.
Some good examples include:
- Let’s discuss [topic] on Zoom
- Meeting request: Join our Zoom call
- Let’s brainstorm over Zoom
- Hop on to Zoom to find out more about [topic]
- Zoom over to discuss [topic]
- Invite to Virtual GM on Zoom
You can get creative with your subject line. As long as it is written in a tone that suits your business, then you’re on the right track. But remember, keep it short and sweet!
Introduction
The language you use should show everyone who you’ve invited that you value their attendance and would like them to be part of the entire meeting, not just stick around for a while.
A short introduction will go a long way in letting attendees know what will be discussed and how they can prepare. You can include a brief summary of the topics to be covered and ask attendees to prepare specific answers if required.
After sharing with them the “why” and they already know the “where,” you should share with them the “when,” to make this a Zoom invitation email with substance. Include the date of the meeting but be specific: add the day of the week and the calendar date for good measure.
Next, let attendees know the time of the meeting, but emphasise the time zone if meeting participants are from different areas. Since this is a virtual meeting, you should include the Zoom link, which can be seen as the address.
Lastly, who is the meeting with? Is it an internal meeting or are you inviting persons from an outside company? Whatever the case may be, these details should be included. Add your name, position, and the company you work for to the Zoom invite email, so that attendees are aware of who they’ll be meeting with.
Let’s recap everything that you need to include in your Zoom invite template to ensure optimal attendance:
- A subject line—it should be clear and concise, but also draw attention.
- Introduction—who is the meeting with; what is the meeting about; what will be discussed; should participants prepare anything?
- The date of the meeting—make it easy for them and include the calendar date and on what day of the week it falls.
- The time of the meeting—if there are attendees from different time zones, make sure you consider that when writing your Zoom invite template.
- The duration of the meeting—how much time should participants put aside for this meeting?
- The Zoom link—this is the virtual address of the meeting.
- Meeting password—this is optional but may be required if your meeting is about sensitive information and you want added security.
- Personal details (Signature)—what’s your name; what’s your position; where can attendees contact you other than through email?
Now you’re ready to write your own Zoom invite templates, but if you’re too busy and need one right away, we’ve got you covered.
9 Zoom Invite Templates
There are various types of Zoom meetings, but thankfully, there’s a template for all of them. Although we won’t be able to cover all the types of Zoom calls, we share with you 10 of the most popular Zoom invite templates.
1. Zoom Discussion Invite
Subject: Let’s discuss [topic] on Zoom
Hello [name],
Join me on Zoom on [date] at [time] to discuss [topic]. I only need a hour of your time.
Click on [meeting link] to join the call.
I hope to see you there. If you can’t make it, let me know so that we can make alternative arrangements.
Kind regards,
[Signature]
2. General Check-In Meeting on Zoom
Subject: It’s time for our weekly check-in on Zoom
Hi [name],
It’s Thursday and that means it’s time for us to catch up. Please join me on a Zoom call this afternoon at [time], so that we can discuss any concerns you may have or problems you’re currently facing.
I have booked a Zoom meeting and you can join it by following this link [meeting link].
If you can’t make it, please let me know and we’ll reschedule.
Looking forward to our chat.
[Signature]
3. Zoom Product/Service Introduction Invite
Subject: Hop on to Zoom to learn more about [product/service]
Hi [name],
Thank you for your interest in our [product/service]. We would like to set up a Zoom call with you on [date] at [time] to discuss it with you further.
We only need an hour of your time.
We took the liberty of creating a Zoom meeting here [meeting link] and look forward to seeing you.
In the meantime, should you have any questions, you are more than welcome to reach out to us via email or you can phone us on [contact number].
Chat soon,
[Signature]
4. Formal Zoom Meeting Request
Subject: Zoom meeting request
Dear [name],
Your presence is requested on [day], [date] at [time].
The purpose of this meeting is to discuss [topic].
Please confirm your attendance by clicking the button below. If you cannot attend the meeting, please let me know in advance so that we can make alternative arrangements.
Otherwise, I will see you on [day] on Zoom. Just follow this link: [meeting link].
I will be sending a follow-up email that contains all the necessary meeting information, as well as the meeting agenda.
Kind regards,
[Signature]
5. Zoom Brainstorming Session
Subject: Join us on Zoom for a brainstorming session
Dear [name],
We are heading into exciting times and are facing many new challenges. A brainstorming session is just what we need as a team to plot the way forward.
Please join us on [date] at [time]. Just click on this link [meeting link] to enter the Zoom meeting room where we will come up with great and innovative plans.
If you can’t make the meeting, please let us know. I’ll send you the minutes afterwards for you to give your input.
Keep well,
[Signature]
6. Virtual Option to Attend Meeting
Subject: Can’t join us in-person? Zoom on over!
Hi [name],
We are disappointed that we can’t see you in person to give you a high-five, but we’d still like to see your face to congratulate you on all your hard work.
Although you can’t join our team’s award ceremony in person on [date] at [time], there is a virtual option! Follow this Zoom link [meeting link] to take part in the festivities from afar. Remember, it is a black-tie event! Yes, that’s right; you have to get dressed up even though you have nowhere to go!
We look forward to seeing you.
[Signature]
7. Meeting Over Zoom Instead
Subject: Change of meeting plans
Hi [name],
I won’t be able to make it to our meeting on [date] but still urgently need to discuss some things with you. I will be able to have a brief chat on Zoom at that time.
If this is fine with you, please let me know and I will send you a Zoom meeting link.
Kind regards,
[Signature]
8. Zoom Networking Invite
Subject: It’s happy hour on Zoom
Hey [name],
It’s time to get to know your fellow [industry professionals], but instead of heading to the bar for a meet-up, we decided to get together on Zoom. This networking event will take place on [date] at [time].
If you’ve been looking for ways to connect with your peers and expand your professional network, then you don’t want to miss this meeting.
Please prepare a short introduction about who you are and what you do. Also, feel free to share your website details in the Zoom chat.
The meeting link is as follows: [meeting link].
See you soon!
[Signature]
9. Zoom Meeting Reminder Email
Subject: It’s time to Zoom!
Hi [name],
This is a friendly reminder that you have a Zoom meeting tomorrow at [time].
We’ll be discussing [topic] and look forward to hearing your views on the matter. The meeting will only be [duration], and it will be very interesting.
To join the meeting, please follow this link: [meeting link].
Look forward to seeing you tomorrow.
[Signature]
Zoom is a great way to connect with people all over the world. However, you need people to actually attend your meetings. To help you successfully see more faces on your screen during a meeting, sending a well-written Zoom invite email is the way to go.
If you’re unsure if your Zoom invites are up to scratch, follow the tips we covered in this article. Alternatively, you can use one of the templates we provided and just customise it to suit your business and meeting topic.
Even if you’re new to Zoom, sending a professional Zoom invite email will make you look like a seasoned pro. Now that will impress meeting attendees.
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