Pre-send checklist

Pre-send checklist for an event invitation

An invitation is judged on facts. A wrong day of the week or a missing time zone creates replies, corrections and empty seats. Check each fact against the source, not against your memory of it.

Stage 1

The inbox line

  • The subject has the event name and the date.
  • The preview text gives the place, or says it is online.
  • The sender is the host people recognise.
  • If places are limited, say so only if it is true.
Stage 2

Inside the email

  • The day of the week matches the date. Check a calendar.
  • The time has a time zone, and the place has a full address or a joining link.
  • The registration link works and the form is open.
  • There is an add-to-calendar file or link, and it holds the same details.
Stage 3

The send

  • People who already registered get a confirmation, not another invitation.
  • The reminder is scheduled and excludes those who declined.
  • The list fits the place: do not invite a whole country to a local event.
  • Someone is ready to answer replies on the day it is sent.

One tip

Copy the date and time from the booking confirmation, never from an earlier draft. Most wrong dates are old dates.

Common questions

What must an event invitation email include?

The event name, the date with the day of the week, the time with a time zone, the place or joining link, and how to register. Put all five before the first scroll.

When should event reminders go out?

A common pattern is one a week before and one on the day before. Send them only to people who registered, and repeat the joining details in full.

More checklists

CW-01 · 12 CHECKS

A newsletter

For the regular send that is easy to stop checking.

Open checklist

CW-02 · 12 CHECKS

A welcome email

The first email a new subscriber gets. It sends itself, so check it well once.

Open checklist

CW-03 · 12 CHECKS

A product launch

One chance, many people watching, and a page that must be live.

Open checklist

CW-04 · 12 CHECKS

A sale or promotion

Codes, end dates and exclusions: the details people complain about.

Open checklist

Final call

A sent email cannot be unsent.

Check the inbox line before it leaves. Free, no account, nothing uploaded.

Open the checker Browse checklists