Crafting the Ideal Email Invitation

In order to create the perfect email invitation, the combination of creativity and modern technology must be used. Too much of either one will leave your invite less than appealing. The three key areas to concentrate on are the opening line, the main area, and the ease of the RSVP.

As many as 60 – 75% of emails are opened based on whether subject line is good or not. A short, straightforward line that clearly conveys the message of the email is imperative to pique the interest of the invitee. Lines like “Party Time”, “XYZ Company Survey Invitation” or “Let’s Celebrate” work really well in these cases. Another thing to keep in mind when crafting a good subject line is to personalize it as much as possible. For example, “Bruce is Turning 50” or “XYZ Company Is Celebrating 10 Years”. A recipient is seven times more likely to open an email if they see their name, company or other group they are associated with in the subject line.

This is where creativity and modern technology really come into play. The key is to make the invitation intellectually and visually appealing. The text is the first thing to work on. Make sure all the details and directions are clearly defined and easily understood. Be sure to include any benefits the recipient will receive from accepting the invitation or attending the event. Benefits can include the scheduled activities, any food or beverage that will be served, and any giveaways.

Once the text is finalized and depending on what the invitation is for, colors, movement, and graphics will add to the overall attractiveness of the invitation. Research has shown over and over that people are more attracted to something that is visually stimulating and creates a sense of want or desire. An experienced graphics person can design an invitation that draws the recipient in and gets them excited about whatever they are being invited to participate in.

This is the last key area of the invitation. Once you have captured the reader’s attention and they are ready to take part in the activity, it is most important to make it easy for them to respond. The less steps the better. The easiest way is to have them click on a button or a link. A time consuming or confusing reply process will cause about 95% of people to give up and possibly even delete the invite.

Another great feature of modern technology is the ability to create a reminder to the people that have agreed to participate in an activity that is not immediate. For example, if the invitation is to an event, such as a party or conference, sending electronic reminders is one of the best ways to keep the event in the person’s conscious thoughts.

All three of these factors are important individually and collectively for a successful email invitation campaign. If any are not done properly, you could lose a participant long before the party even starts.