English Workplace Emails: Guide to Meeting Invitations and Response Techniques

Hello again. This is the second lesson in our module about meeting someone. In this lesson, we will return to email. You'll learn how to invite someone to an event and how to respond to an invitation, either accepting politely or declining. Let's get started. Let me ask you a question. If someone was on a business trip to your hometown and you wanted to invite them to a social activity outside the office with you, what would you choose? Look at this list of options and select all that apply. All of those choices are possible, but of course, what you choose depends on your location, how well you know the other person, that person's interests, and your budget. However, the most common and easiest social event to arrange is to invite someone to lunch or coffee.

Let's look at an example of an email invitation. Read these questions and then read the email to find the answers. What makes a good invitation email? Let's examine the email step by step. First, the subject line should be clear. Alan probably understands what the email will be about. Notice that adding a question mark indicates the email is likely an invitation. As you learned in module four on telephone communication, include details about what, when, and where. In an email, we can state what we want to invite the other person to in the first line. Sometimes, invitations use indirect language if we are unsure the other person will accept. Past forms like 'I was wondering' and 'I was thinking' make the language sound more indirect.

Next, provide the time details, often phrased as a question, and include location details. Sending a link or map directions is helpful if the other person is unfamiliar with the area. Make clear the purpose of the meeting. Who pays for business lunches? In the US, special clients or customers are not expected to pay when invited to lunch. For peers or acquaintances, the cost may be shared. In this email, Alan understands it is a special request because Gail says, 'my treat,' an informal way to indicate she will pay. Finally, include a sentence asking the reader to contact the writer to accept or decline.

Now, let's look at another email invitation example. This one is more formal. Observe the formal language. To give details of location and time, use expressions like 'will be held' or 'will take place.' Notice we often use 'will' for event details. For asking people to respond, use RSVP, an abbreviation of the French 'répondez s'il vous plaît,' meaning 'please reply.' So now we know how to invite someone informally and formally: write a clear subject line, make the invitation, give time, date, and location details, state the purpose, and request a response.

Let's review tone in invitation emails. When receiving an invitation, start by learning how to accept. Using the previous examples, when accepting, thank the sender, confirm your attendance, and end with a friendly closing. Ask any necessary questions to clarify details. Alan's response to Gale's invitation and the formal reception response follow similar content and organization but differ in formality. Here are expressions to thank for an invitation, accept, confirm time and date, and close the email. Repeat thanks and add a 'look forward' expression for a neutral ending.

To review, when accepting, thank the sender, confirm attendance, ask questions, and end with a friendly closing. Now, what if you cannot or do not wish to accept? Using the previous examples, when declining, thank the sender, apologise, and give a reason. Mention hoping to meet in the future or suggest an alternative plan. End with a friendly closing. Alan's declined email and the formal reception response maintain similar content and organization but with formal language. Here are expressions for apologising. Use words like 'unfortunately' and 'but.' Provide a vague reason if necessary. Include expressions for hoping to meet in the future or suggesting alternatives. To review, when declining, thank the sender, apologise, provide a reason, express hope to meet in the future, and end with a friendly closing.

Now you know how to write an invitation email and how to respond. There are formal and informal expressions. Apply what you've learned in this lesson's assignment.