Team Offsite Invitation Email: Templates and 20 Examples
Offsite and team event invitation email templates: the save-the-date, the full invitation, a team dinner and a summer social, with the dietary, accessibility and travel questions to ask up front.
An offsite invitation is half an invitation and half a logistics form. People need to know the dates, where, why, and what’s covered, and you need dietary needs, accessibility needs and travel details back before you can book anything. Here are templates for each stage, plus shorter ones for a team dinner or social.
The save-the-date
- Subject: Save the date: Q1 offsite, 14–16 March Please hold 14–16 March for our team offsite in Lisbon. Full details and a reply link will follow in early February.
- Subject: Team offsite in March, please hold the dates We’re getting the whole team together from 14 to 16 March. Details soon; for now, please keep those days clear.
The full invitation
- Subject: You’re invited: Q1 offsite in Lisbon, 14–16 March We’re heading to Lisbon from 14 to 16 March to plan the year and spend some proper time together. Flights, hotel and meals are covered. Please reply by 1 February so we can book flights, and tell us about any dietary or accessibility needs.
- Subject: Offsite invitation, please reply by 1 February Two days, one team, no laptops in the evenings. We’ll share the agenda next week. Please reply and let us know your travel needs.
- Subject: Our team retreat: details inside Join us at Elm Farm from Wednesday to Friday, 14–16 March. We’ll send the full itinerary once we know who’s coming.
Team dinner
- Subject: Team dinner to celebrate the launch Thursday at 7pm at Lucia’s, on the company. Please reply by Tuesday so we can book the table.
- Subject: Welcome dinner for Noor Let’s welcome Noor properly: dinner on Friday at 7. Reply with any dietary needs.
Summer social and away days
- Subject: Summer social, Friday from 4pm Food, games and sunshine (hopefully) in Victoria Park. Families welcome.
- Subject: Away day: Wednesday 10am–4pm A day out of the office to plan the next quarter. Lunch provided; please tell us your dietary needs.
Workshop or planning day
- Subject: Planning day, Wednesday Wednesday, 10am–4pm, in the big meeting room. Lunch provided. Please reply so we can order the right amount.
Hybrid and remote teams
- Join us in Lisbon if you can, or online for the sessions marked “hybrid”. Let us know which when you reply.
- For remote colleagues, we’ll cover travel. Please reply with your nearest airport.
The questions to ask
- Please tell us about any dietary needs.
- Do you have any accessibility needs we should plan for? (Asked with your consent and only shared with the organisers.)
- Will you need a hotel room on the night of 13 March?
- Which sessions would you like to join? (We’ll send the list next week.)
Reply and reminder lines
- Please reply by 1 February so we can book flights.
- A quick reminder: we need your reply by Friday to hold your place.
- Two weeks to go! Here’s the agenda and the travel details.
- Can’t make it? Please reply anyway so we can plan around you.
Sending it
For a team dinner, a social or a one-day event, you can make a free team event invitation: email each person their own invitation, see the headcount as replies arrive, and collect dietary and accessibility needs (asked with consent) in one list. Free for up to 100 guests. For a multi-day offsite with an itinerary and session sign-ups, the TeamRally app is built for exactly that.
Frequently asked questions
What should an offsite invitation email include? Dates, location, purpose, what’s covered, and a reply date with dietary, accessibility and travel questions.
How far in advance should you invite people to an offsite? A save-the-date six to ten weeks ahead, the full invitation four to six weeks ahead.
How do you get people to reply to an event invitation? A date with a reason, a one-tap reply, and one follow-up before the deadline.
More: how to plan a company offsite · holiday party invitation wording