A corporate event invitation should tell the guest, in this order, what the event is and why it matters to them, when and where it happens, and how and by when to reply. Keep it under 120 words, address each guest by name and give one way to RSVP. Below are ready-made examples for a conference, a product launch, an opening, a company anniversary, a gala dinner and a client event.
The advice comes from real sends of corporate event invitations: a 20th-anniversary invitation that went to 548 guests from the client’s own domain, and an 18th-birthday invitation for 440 guests with 409 automatic reminders. You will find the numbers further down.
What should a corporate event invitation include?
| Element | Why it matters | Example |
|---|---|---|
| Host | Guests decide by who is asking | “[Name], CEO of [Company], invites you…” |
| Occasion and value | Answers “why should I go?” | “…to the launch of our new product line” |
| Date, time, duration | Lets people block the calendar | “Thursday, April 15, 6–9 pm” |
| Venue and address | No follow-up questions | Full address, parking, nearest station |
| Programme highlights | Turns a date into a reason | Keynote, demo, dinner, networking |
| RSVP deadline and channel | You get numbers on time | “Please reply by April 1 via your link” |
| Dress code, plus-ones | Avoids awkward questions | “Business attire. The invitation is personal.” |
If the event has a long agenda, put only the three most important points in the invitation and the rest on the event page. Nobody reads a full conference programme in an email.
How far in advance should you send a corporate event invitation?
Earlier than for a private party, because business calendars fill up weeks ahead. Our recommended lead times:
| Event | Save the date | Invitation | RSVP deadline |
|---|---|---|---|
| Conference, summit | 10–12 weeks | 6–8 weeks | 2–3 weeks before |
| Company anniversary, gala | 8 weeks | 4–6 weeks | 2 weeks before |
| Client or partner event | 6 weeks | 4 weeks | 10–14 days before |
| Product launch, press event | optional | 3–4 weeks | 7–10 days before |
| Opening of new premises | optional | 3–4 weeks | 7–10 days before |
| Internal team event | not needed | 2–4 weeks | 7 days before |
Send two reminders before the deadline, seven and two days before, and only to people who have not replied. Everyone else gets a short practical message two or three days before the event.
Conference invitation wording
Dear [Name], We would be delighted to welcome you to [Conference name] 2027, where 300 leaders in [industry] meet to discuss [topic]. Thursday, March 18, 2027, 9 am – 5 pm [Venue, address] Highlights: keynote by [speaker], three panels and an evening reception for all participants. Please register by February 26 using your personal link. Places are limited.
Need registration and QR check-in too? Our conference invitations collect workshop choices and dietary needs in the registration and send every guest a QR ticket.
Product launch invitation wording
Dear [Name], On April 15 we are unveiling [product], and we would like you to be among the first to see it. Thursday, April 15, 2027, 6 pm [Venue, address] A short presentation, live demo and drinks with the team that built it. Please let us know by April 5 whether you can join us.
For press, add what journalists need: the embargo time, whether there will be interviews and who to contact.
Invitation wording for an opening
After two years of planning, our new [office / showroom / store] in [city] is ready. Join us for the official opening on Thursday, May 20, 2027, from 5 pm, [address]. Tour, ribbon-cutting at 6 pm, and a toast to the next chapter. Please confirm by May 10.
Company anniversary invitation wording
For 25 years, [Company] has grown thanks to people like you. We would love to celebrate the anniversary with you on Friday, November 20, 2026, at 7 pm, [Venue, address]. Dinner, a look back at 25 years and music until late. Please reply by November 6 and tell us whether you are bringing a guest.
Gala dinner and client event wording
[Company] requests the pleasure of your company at its annual gala dinner Friday, December 4, 2026, at 7.30 pm [Venue, address] Black tie. Kindly reply by November 20.
Dear [Name], Thank you for a year of working together. We have reserved an evening just for our clients: Thursday, December 10, 2026, from 6 pm [Venue, address] Tasting menu, a short talk by [speaker] and time to catch up without an agenda. Please let us know by November 26 if you can join us.
Team event and open day wording
Hi team, On Friday, November 6, we are swapping the office for [activity] in [place]. Departure at 9 am from the office, back by 6 pm. Wear comfortable shoes. Please reply by October 30 and tell us about any dietary needs.
Ever wondered how [product] is made? On Saturday, [date], we open our doors to partners and their families, 10 am – 2 pm, [address]. Factory tours every hour, kids’ corner and lunch. Please register by [date] so we can plan the tours.
RSVP lines, reminders and follow-ups
Please reply by April 1 using your personal link. Kindly let us know by April 1 whether you can attend, even if the answer is no. Places are limited. Please register by April 1 to secure yours.
We have not heard from you yet about [event] on Thursday, April 15. The RSVP deadline is Monday, April 5. One tap on your link is enough.
Subject lines that work for business invitations:
- “Invitation: [event], Thursday, April 15”
- “[Name], you’re invited to the launch of [product]”
- “Please reply by April 5: [event]”
Formal or relaxed: which tone to choose?
| Situation | Tone | Opening line |
|---|---|---|
| External guests, first contact | Formal | “We would be delighted to welcome you…” |
| Existing clients | Warm, professional | “Thank you for a year of working together…” |
| Gala, black tie | Very formal, third person | “[Company] requests the pleasure of your company…” |
| Own team | Relaxed | “Hi team, on Friday we…” |
Whatever the tone, keep it the same from the first line to the signature. A formal opening with a jokey RSVP line reads as two different authors.
How do you get guests to actually reply?
- Address each guest by name. “Dear partners” reads like a newsletter, and newsletters get skipped.
- No attachments. A PDF from an unfamiliar sender is what corporate filters hold back most often.
- One reply button. Each extra channel means another list to merge.
- Make it work on a phone. Most guests open invitations between meetings.
- Remind only the silent ones. People who already replied should not get the same reminder.
A personal digital invitation covers all five. Each guest gets their own link with their name, replies with one tap and adds their plus-one, dietary needs and your questions in the same step. At the 18th birthday of Frka Plus, a Zagreb outdoor advertising company, 440 guests received a personal invitation that opens with a short film, and 409 reminders went out automatically. By October 15, 2026, 239 guests had confirmed. For the 20th anniversary of CC Real, 548 invitations went out from the client’s own domain, events.cc-real.com. How that works is explained in our guide on sending invitations from your company domain under GDPR.
What does a digital invitation for a business event cost?
On Sealdate you pay once per event, with no subscription. The price depends on the number of guests and on whether you want a ready-made business design in your colours (Start) or an invitation built from your identity, sent from your own domain (Brand):
| Guests | Start | Brand |
|---|---|---|
| up to 50 | €290 | €680 |
| up to 150 | €390 | €780 |
| up to 300 | €490 | €880 |
| up to 750 | €690 | €1,080 |
| up to 1,500 | €990 | €1,380 |
Both include a personal link for every guest, reminders, a live overview, Excel export and QR check-in. Final prices; the business is not registered for VAT. Above 1,500 guests we quote individually. Planning a Christmas party? See our Christmas party invitation wording for employees.
Frequently asked questions
- What should I write in an invitation for a corporate event?
- Who is hosting, what the event is and why it matters to the guest, the date, time and address, two or three programme highlights, the RSVP deadline and one way to reply. Keep it under 120 words and address each guest by name.
- How far in advance should you send invitations to a corporate event?
- Four to eight weeks for most business events. For a conference, send a save the date ten to twelve weeks ahead and the invitation six to eight weeks ahead. Product launches and openings work with three to four weeks.
- How do you professionally invite someone to an event?
- Address them by name, name the host, state the occasion and what they gain from attending, give the date, time and place, and ask for a reply by a specific date through a single link or address.
- Should a business invitation be sent as a PDF?
- Better not. Corporate mail filters often hold back attachments from unfamiliar senders, and PDFs are hard to read on a phone. A link to a personal invitation page with a reply button works better.
- How much do digital invitations for a corporate event cost?
- On Sealdate from €290 for up to 50 guests with a ready-made business design, or from €680 for an invitation built from your identity and sent from your own domain. You pay once per event, with no subscription.