Event invitation email with RSVP, reminder and calendar invite
Whether it is a store opening, a client dinner or a community meetup, the invitation decides who shows up. Your todo.is agent writes an event invitation email with the what, when, where and why in the first lines, a clear RSVP, a reminder for the day before, and a Google Calendar event so you do not forget either.
The prompt
- Write an event invitation email for [EVENT NAME AND TYPE]. It takes place on [DATE AND TIME] at [VENUE AND ADDRESS]. The guests are [WHO IS INVITED], and the reason they should come is [WHAT GUESTS GET]. RSVP by [RSVP DEADLINE] using [HOW TO RSVP]. Put the date, time and place in the first 3 lines, keep it under 160 words, tone [TONE]. Include a short schedule and practical info (parking, dress code, food). Also write a reminder email for the day before and a 2-line text message version. Add the event to my Google Calendar and save the invitation as a Gmail draft. Do not send anything.
What to change
- [EVENT NAME AND TYPE]: E.g. "the opening party of our new bakery" or "a client dinner".
- [DATE AND TIME]: E.g. "Thursday 20 November, 18:30 to 21:00".
- [VENUE AND ADDRESS]: E.g. "Crumb & Co, 44 Elm Road, Bristol".
- [WHO IS INVITED]: E.g. "neighbours, local businesses and our regular customers".
- [WHAT GUESTS GET]: E.g. "free tastings, a first look at the new menu and 20% off on the night".
- [RSVP DEADLINE]: E.g. "Monday 17 November".
- [HOW TO RSVP]: E.g. "a reply to this email" or "the link to our booking form".
- [TONE]: E.g. "warm and relaxed" or "formal".
Example result
- The invitation
- Subject: You are invited: Crumb & Co opening night, 20 November
- Hi Megan,
- We are opening our new bakery on Elm Road, and we would love you to celebrate with us.
- When: Thursday 20 November, 18:30 to 21:00
- Where: Crumb & Co, 44 Elm Road, Bristol
- Come for free tastings of our sourdough and pastries, a first look at the winter menu, and 20% off everything on the night.
- The evening:
- • 18:30: doors open, warm drinks and tastings
- • 19:15: a short hello from our head baker, Tomasz
- • 19:30 to 21:00: shop, chat and more cake
- Good to know: free parking behind the building, step-free entrance, vegan and gluten-free options.
- Please reply by Monday 17 November so we bake enough. Bring a friend if you like, just tell us.
- See you there,
- Irene and the Crumb & Co team
- Reminder (day before)
- Subject: See you tomorrow at 18:30
- Hi Megan, a quick reminder that our opening night is tomorrow, 18:30 at 44 Elm Road. Parking is behind the building. We cannot wait to see you.
- Text version
- Crumb & Co opening night: Thu 20 Nov, 18:30, 44 Elm Road. Tastings and 20% off. Reply YES to join!
- Invitation tips by event type
- • Client dinner: more formal, mention the host and keep the guest list small
- • Community meetup: say who it is for and that newcomers are welcome
- • Team event: add the budget and whether partners are invited
How to do it with todo.is
- Copy the prompt and replace the [brackets] with your event details.
- Connect Google in todo.is, then paste the to-do into the app or send it to your agent on WhatsApp.
- Your agent writes the invite, a reminder and a text version, saves the draft and adds the calendar event.
- Send the invite, then ask your agent to "count the yes replies in my Gmail on the RSVP day".
Tips for a better result
- Put date, time and place in the first lines. Many people read only the top on their phone.
- Give a real reason to come, like a tasting, a first look or meeting someone specific.
- Set an RSVP date a few days before the event so you can plan food and seats.
- Send invitations 2 to 4 weeks ahead for casual events, and 4 to 6 weeks for formal ones.
event invitation email: FAQ
- How far in advance should I send an event invitation email? For most events, 2 to 4 weeks ahead. For weddings, conferences or events with travel, send them 6 weeks or more ahead.
- What should an event invitation email include? The event name, date, time, place, why guests should come, a short schedule, practical details and how and when to RSVP.
- How do I get more people to RSVP? Make replying easy, give a clear deadline, and send a short reminder a few days before it.
- Can my agent send the invite to many people? Your agent saves the email as a Gmail draft. For a large guest list, use your own email or event tool to send it.
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