Trying to get an event on everyone's calendar can feel like herding cats. A clear, well-designed calendar email is your secret weapon for scheduling anything from team meetings to workshop series.
Using a template gives you a solid starting point. It helps you get the right information across clearly and with style, so you can send with confidence every time.
<template>
Subject: You're invited: [*Event Name*]
Hi [*First Name*],
You're invited to [*Event Name*]! We're bringing people together for [*briefly describe the purpose or theme of the event*] and would love for you to join.
Here are the details:
When: [*Date*] at [*Time, including time zone*]
Where: [*Physical Address or Virtual Link*]
This is your chance to [*state what attendees will gain, e.g., connect with peers, learn from an expert, or celebrate a milestone*].
Ready to join? Please RSVP by [*RSVP Date*] using the link below so we can save your spot.
[*Link to RSVP/Registration Page*]
We can't wait to see you there.
All the best,
[*Your Name*]
[*Your Title*]
[*Your Company*]
</template>
<template>
Subject: Reminder: Your appointment with [*Your Name/Company Name*]
Hi [*First Name*],
This is a friendly reminder about your upcoming appointment.
When: [*Date*] at [*Time, including time zone*]
Where: [*Physical Address or Virtual Link*]
If your plans have changed, please let us know at least [*Notice Period, e.g., 24 hours*] in advance by replying to this email or calling us at [*Phone Number*].
We look forward to seeing you.
All the best,
[*Your Name*]
[*Your Title*]
[*Your Company*]
</template>
<template>
Subject: Confirmed: Your meeting with [*Your Name/Company Name*]
Hi [*First Name*],
This email confirms your meeting with [*Your Name/Team Name*] to discuss [*Meeting Topic*].
The details are locked in:
When: [*Date*] at [*Time, including time zone*]
Where: [*Physical Address or Virtual Link*]
If you need to reschedule, please reply to this email. We look forward to connecting with you.
Best,
[*Your Name*]
[*Your Title*]
[*Your Company*]
</template>
<template>
Subject: Holiday Announcement: Our [*Holiday Name*] Hours
Hi everyone,
In observance of [*Holiday Name*], our team will be taking a short break to rest and celebrate.
Our office will be closed from [*Start Date*] and will reopen with our regular hours on [*Return Date*]. We will be slower to respond during this time but will get back to all messages as soon as we return.
We appreciate your understanding and wish you a wonderful holiday.
Warmly,
[*Your Name*]
[*Your Title*]
[*Your Company*]
</template>
<template>
Subject: You're registered for [*Webinar Name*]
Hi [*First Name*],
You're all set. Your spot for [*Webinar Name*] is confirmed, and we're excited to have you.
Here are the details for your calendar:
When: [*Date*] at [*Time, including time zone*]
Where: [*Link to Join Webinar*]
We'll be covering [*briefly describe the webinar's topic and what attendees will learn*].
Click the link below to add this directly to your calendar so you don't miss it.
[*Add to Calendar Link*]
We look forward to seeing you there.
Best,
[*Your Name*]
[*Your Title*]
[*Your Company*]
</template>
While these templates offer a great starting point, Flodesk helps you bring them to life. We provide intuitive email marketing tools designed for small businesses, allowing you to grow your email list and engage your audience without needing any coding or design skills.
Our platform includes a simple email builder, effective automations, and clean forms, giving you a complete toolkit for your email marketing. We focus on taking the complexity out of the process so both beginners and experts can send emails that look good and get results.
A well-structured calendar email gets your event noticed and simplifies scheduling for everyone involved. These templates provide a clear roadmap for any scheduling scenario you might face.
Flodesk gives you the tools to design and send these emails with ease. Sign up to start creating emails that look professional and get the job done.
Stunning email marketing and automation tools to bring your brand to life and scale your small business.
