Forwarded meeting invite email templates
Forwarding an Outlook invite without a note leaves the new attendee guessing: whose meeting is this, why am I in it, do I need to prepare? Outlook also tells the organiser the invite was forwarded, so they'll wonder too. A three-line note above the invite answers all of it. This template names the meeting, the organiser and the reason, and gives one thing to prepare.
;ol-invite;ol-invite in any app.Variations
The same message for a different channel or tone. Copy the one that fits.
When they can come if they like, and you'd rather they knew it exists.
When they're attending instead of you.
When to use it
- You're adding someone to a meeting you didn't organise.
- A colleague is going to a meeting in your place.
- You want someone to know a meeting exists without asking them to attend.
What to avoid
- Don't forward an invite the organiser marked as not forwardable. Ask them to add the person.
- Don't forward confidential meetings without checking with the organiser first.
- Avoid forwarding large recurring series for a single occurrence. Forward the one occurrence.
The fields in this template
Retext fills these in when the snippet expands. In plain text they become [brackets] to replace by hand.
- Name
{fill:Name} - The person you're forwarding to.
- Meeting name
{fill:Meeting name} - The meeting title as it appears in the invite.
- Date and time
{fill:Date and time} - With time zone if they're elsewhere.
- Organiser name
{fill:Organiser name} - Who sent the original invite.
- Why they're invited
{fill:Why they're invited} - "you know the supplier best", "you'll own the follow-up work".
- Prep
{fill:Prep} - One thing: "skim the proposal attached to the invite".
- Cursor
{cursor} - Where your cursor lands after the snippet expands, so you can start typing the personal part straight away.
- What to bring
{fill:What to bring} - What the organiser needs from your side: "the updated numbers".
Tips
- •Open the meeting in your calendar and choose Forward; then type ;ol-invite at the top of the body, above the original invite details.
- •Outlook sends the organiser a notice when someone forwards their meeting, so let them know in a line why you've added someone.
- •If you often stand in for a manager, keep the stand-in variant as its own snippet with their name already in it.
Works in Outlook and every other app
Retext types the snippet wherever your cursor is. To use a different version in one app, give it the same trigger and limit it to that app with per-app snippets. They go by app, not website, so every tab in your browser counts as one app.
Questions
How do I forward a meeting invite in Outlook?
Open the meeting in your calendar and choose Forward. Add the person's address and a short note at the top, then send. They get the invite with the join details.
Does the organiser know when I forward their meeting?
Usually, yes. On Microsoft 365 and Exchange, Outlook sends the organiser a notification that the meeting was forwarded.
What should I write when forwarding a meeting invite?
What the meeting is, who's running it, why you've added this person, and what to prepare. Three lines are enough.
Related templates
Teams meeting invite note
;ol-teamsOutlook
Hi [Attendees], Purpose: [Purpose] By the end we'll have: [Outcome] Agenda 1. [First agenda item] 2. [Second agenda item…
Propose a new time
;ol-newtimeOutlook
Hi [Organiser name], I can't make [Original time] because of [Reason]. I've proposed [New time] instead. If that doesn't…
Forward with context
;gm-fwdGmail
Hi [Recipient name], Forwarding the thread below from [Original sender]. Short version: [One-line summary]. What I need…
Type ;ol-invite, get the whole reply
Retext expands your snippets in every Mac app and fills in names, dates and order numbers for you.
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