A Meeting Invite Inside

With the advent of technology, all major communication is now done using the internet. An invite right from a meeting to wedding is send online. On daily basis we come across many mails in our inbox and send out so many mails too. Do you reply to every mail sent to you? Do you receive replies to all the mails you have sent? Let’s try and gain an understanding of how a well written email distinguishes itself from the others.

1 Subject Line: 

The best email subject lines are usually short and provide the reader a reason to open your email. They need to be descriptive and should include the meeting name and an indication of what kind of invitation it is that you are sending.

2 Date & Time: 

In the text of the e-mail make sure to include the full date and time of the meeting, including the time zone. Spelling out month names helps avoid confusion for people from other countries who are used to seeing different date formats. Remember that Outlook automatically converts the invite to the local time of the receiver. 

3 Highlight the Agenda: 

An organized meeting will always have a well-written agenda. You must keep all your meeting streamlined and focused, ensuring that you meet all of your goals for your meeting in the shortest amount of time. Always keep time for Q and A in agenda ensuring that the participants are engaged. 

4 Accept, Reject, Decline: 

Any meeting invite send must be responded to. As a participant you can accept or decline a meeting request. If you are unsure you can send a tentative response or propose a new timing. But ensure that it is replied to. Not answering to meeting invites is considered unprofessional.

E-mails reflect a lot on an individual’s professionalism. Ensure you keep e-mail strictly professional, do not get too emotional. If you are unsure of your emotions take some time out and then draft the e-mail. Do not forget to format the e-mail and check for spelling errors. 

As they say “Regardless of the mode of communication used, professionalism and courtesy never go out of style”

Shweta Samudra is a consultant in Systems Plus Pvt. Ltd. Within Systems Plus, She actively contributes to the areas of Technology and Information Security. She can be contacted at: shweta.samudra@spluspl.com