Inviting to a corporate party: wording, timing and door list

What should a corporate party invitation say?

Four things first: who is inviting, on what occasion (a launch, the company's anniversary, thanking clients, a team evening), the date with the arrival time, and the venue with its full address. Add the dress code if it matters, the reply-by date and the link to reply.

The tone follows the relationship: formal for clients, more direct for a team. One sentence is enough to say why the party is happening; guests reply more readily when they understand what they are being asked to.

• A clear email subject: “Invitation: company evening, Thursday 20 November”.
• The date and time in the first line of the message.
• One link to reply, not three.
• An address that can be pasted into a map.

When should you send it, and when should you follow up?

For a large year-end party the announcement goes out six weeks ahead: November and December diaries fill early. For a client dinner four weeks are enough. The reminder goes about two weeks before, to guests who have not replied only; the day before, a reminder to those registered gives the address and arrival time.

Our guide on when to send invitations sets out the calendar and the cases that depart from it.

How do you invite clients, partners and colleagues from one list?

You import the list from Excel or paste the addresses. Write the invitation for the widest audience, then adjust the tone of the first paragraph. A partner who invites their own contacts gets their own link, and registrations that arrive through it stay attached to them.

How do you handle late replies?

Set the venue capacity when you create the event. Once reached, later guests go on a waiting list and know it. If someone drops out, you decide whether to call back someone from the waiting list.

What does the door list look like on the night?

A list on a phone: you find the guest's name, tick it off, and the count of people present updates. Two days later a thank-you message goes to those who came and another to those who did not.

What does GDPR say about a guest list?

The list holds personal data, and the company is responsible for it. Tell guests why you use their address, keep only what the event needs, and include an unsubscribe link. Our dedicated guide goes through these points; Carton Blanc hosts the data in the European Union and adds the unsubscribe link to every email.

A sample invitation text

Here is an outline to adapt: “Subject: Company evening, Thursday 20 November. Dear [name], we are pleased to invite you to the company's annual evening on Thursday 20 November from 7 pm at [restaurant], [address]. It will bring together our clients, partners and team over dinner. Please reply by 6 November, in one click, on this link: [link]. We look forward to welcoming you.”

The outline runs to five sentences: the occasion, the moment, the place, what is planned, the reply expected. Anything else (dress code, access, parking) comes after, and only if the reader needs it.

How do you know the invitation worked?

Look at the replies one week after the announcement and again after the reminder. If few have replied after the announcement, the subject line or the date is probably unclear; if the reminder brings little, the reply link is probably hard to find. Fix the wording before the next mailing rather than adding more reminders.

Frequently asked questions

Can you invite clients and colleagues to the same party?

Yes, from one list imported from Excel or pasted in.

Should you ask about plus-ones?

That is your decision, and it belongs in the invitation. If capacity is limited, say whether guests may bring someone.

Can the company logo go on the flyer?

Yes: add it to the image in the editor, or pick your own colours.

Which flyer suits a corporate party?

A restrained template from the business meetup gallery, or from dinner and reception for a seated evening. You edit it in the editor.