[IAPO toolkit: Meeting invitation template, March 2011]  
                                                                                Meeting invitation  
                                                                                 [letter only]            If the invite is being sent by email, write the meeting’s 
                                                            < Insert participant’s address>               name in the subject title. 
                                                                                                           
                     Dear                                                                       
                     I would like to invite you to a meeting/teleconference  to discuss .                            meeting.  
                     [For a face-to-face meeting:]                                                     
                     The meeting will take place on , starting at                            Give the time and date of the meeting. If it’s a face-to-
                      and finishing at .  It will be held at                    face meeting, include the location, providing directions 
                     .  Please can you confirm whether                       and a map if necessary.  
                     you will be able to attend the meeting by .                          
                     [For a teleconference:] 
                     The teleconference will take place on , starting at                     For a teleconference, you need to provide the telephone 
                      and finishing at .  Please dial  to join the call. It would be very                       are joining from different countries, give the time local to 
                     helpful if you could confirm whether you are able to participate                     their country. 
                     in the teleconference by .                                               
                     I have enclosed  additional documents which                           Describe any documents they will receive (e.g. meeting 
                     provide some background information on .  An                         agenda, introductory information), and/or any 
                     agenda will also be sent to you shortly.                                             preparation they should do prior to the meeting. If may 
                     I look forward to hearing from you.                                                  also be useful to let them know who the other 
                     Kind regards                                                                         participants will be. 
                                                                                                                                                   
                                                                               
                                                                 [This document is part of the IAPO toolkit ‘Working with partners    1 
                                                                                                        and stakeholders’, which can be accessed from the IAPO website.]