Company event invitation wording: 15 ready-to-use examples
Most company invitations fail on one small thing: the reply date is missing, or it says "soon". The lines below cover team days, product launches, holiday parties and client evenings, and each one names a real date for the reply. Copy the one closest to your event, change the names and dates, and it is ready to go into your invitation page.
Sample company event invitation pages
What to put on a company event invitation
- The event name and the exact date, with start and end times
- The location, with a map link so guests can find it
- A short programme: talks, demo, lunch or drinks, in order
- Dress code, parking or travel notes, if guests need them
- The RSVP deadline, written as a day and date
- Whether guests can bring a partner or colleague
- A dietary or accessibility question on the reply form
The page has an RSVP form: guests say yes or no, how many are coming, and anything you ask (allergies, email, phone). You get an email for each reply and a guest list with a CSV export.
When to send it
- Three to four weeks before: Send the invitation page and set the RSVP deadline for about a week before catering or venue numbers are due.
- Deadline day: Check the RSVP email count and the guest list totals, then update the page if the date or venue has changed.
- Two days after the deadline: Share the page link again with anyone who has not replied, and ask them to answer by a specific day.
- The day before: Confirm the final guest count with the venue or caterer using the CSV export from your guest list.
Wording you can use
- โWe are taking the whole team out for a day on Saturday 12 July, starting at 10am. Please reply by Wednesday 2 July so we can book lunch for the right number.โ Use it
- โAnna's team is running a half-day workshop followed by lunch on Thursday 24 April. Tell us by Monday 15 April if you can make it and whether you have any dietary needs.โ Use it
- โJoin us for an offsite day on 9 May, with a short walk after lunch if the weather holds. Please RSVP by Friday 2 May.โ Use it
- โWe are launching the new booking tool on Tuesday 18 March at 5:30pm, with a short demo and drinks afterwards. Please RSVP by Thursday 13 March.โ Use it
- โDaniel and the product team invite you to see what we have been building since January. Doors open at 6pm on 27 June, and we would like replies by 20 June so we can plan the room.โ Use it
- โYou are invited to the launch of our new office in Leeds on Friday 3 October, from 4 to 6pm. Please let us know by 26 September whether you will attend, and bring a guest if you like.โ Use it
- โOur holiday party is on Friday 12 December from 7pm, with food, music and a short thank-you speech from the directors. Please RSVP by Friday 28 November.โ Use it
- โCome along to our end-of-year drinks on Thursday 18 December, from 6 to 9pm. Let us know by Monday 8 December whether you can make it and if you are bringing a partner.โ Use it
- โPlease join us for the annual Christmas lunch on Wednesday 17 December at 12:30pm. Reply by Friday 5 December so we can confirm numbers with the restaurant.โ Use it
- โThe team would love you to celebrate the year with us at Friday drinks on 19 December. Reply by 12 December, and partners are welcome.โ Use it
- โWe would be delighted if you could join us for an evening with our clients and partners on Thursday 6 November, starting at 6:30pm. Please RSVP by Tuesday 28 October.โ Use it
- โDaniel and Anna invite you to dinner on Wednesday 21 May at 7pm to talk about the year ahead and enjoy good food together. Please let us know by Friday 10 May.โ Use it
- โYou are warmly invited to our client evening on Tuesday 4 February, with a short talk at 6:30pm followed by drinks. Reply by Thursday 23 January so we can confirm the room.โ Use it
- โPlease reply by Friday 14 March even if you cannot come, so we can plan numbers properly and not over-order.โ Use it
- โWe know this is short notice. If you can only make part of the evening, tell us by Monday 1 September which part, and we will keep a place for you.โ Use it
Questions
- How far ahead should the RSVP deadline be?
- Set it about a week before the venue or caterer needs final numbers, and no later than two days before the event. A specific date such as Friday 14 March works better than "soon", because guests know exactly when to answer.
- Can I change the wording after I send the invitation?
- Yes. You can edit the page by hand or ask for changes in the chat, and guests opening the same link will see the updated text. Tell guests separately if a date or time has moved, because the page alone may not reach everyone.
- How do I know who has replied?
- You get an email for each reply, and the guest list shows totals for yes, no and guest numbers. You can also download the list as a CSV to share with a venue or caterer.
- Should the invitation ask about dietary needs?
- For team lunches, client dinners and holiday meals, yes. Add a short question to the reply form so you do not need to chase people after the deadline.
- Does this page take payment or send printed cards?
- No. The page is for invitations and RSVPs only. It does not take payment, sell tickets, arrange seating or send printed cards, so keep any ticket or cost details in your own process.
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