7 Email Templates to Help Shave Time When Planning Events

As Ninjas, a big part of your job is managing time. Crafting and sorting emails is probably the biggest time sink in any given day—let’s face it, we spend more time in our inboxes than we’d like to admit. Conveying the right tone and communicating the right message can be stressful.

Wouldn’t it be nice if someone else figured it all out for you?

If you’re as enthusiastic about efficiency as we are, you’ll be happy to know that we’ve taken the time to round up a few tried and true message templates that take the grief out of emailing.

Whether planning a company social, juggling multiple calendars or coordinating the next big sales meeting, event planning could be a meaty part of daily admin life. So, for our first email template edition, we’re covering event planning—find your situation below and tweak the template to your liking. All you’ll have to do next is click send!

Let the Planning Commence

Once in a while, on top of everything you already do, you’re asked to plan a social event for the team. When you’re conjuring up an event with little to no direction, this email is a good go-to for drawing out the particulars that were glossed over in the 30-second conversation you had with your boss about it.

Approaching Vendors

The success of any event hinges heavily on the vendors you choose. Finding the right vendors can take forever (especially with too many options and not enough direction)—researching, shortlisting and emailing for quotes reliably takes up a significant amount of your time.

Using a well-formed intro email like the one below checks off all the boxes and helps you avoid getting caught up in a game of email tag with lingering questions or lost details (no guarantees, though!).

This template is written for reaching out to venues but can easily be tweaked for any kind of vendor you need to reach out to.

Last Look Before Sealing the Deal

Maybe your boss likes to micromanage, or maybe you just want a second set of eyes to look over the planning magic you managed to pull off—either way, this email template makes sure all the i’s are dotted and the t’s are crossed.

It’s Go Time

You’re the party planner, event producer and the promoter but sometimes putting together an invite is the hardest email to write of them all. Cover all the event aspects in the initial invite, even attire, to get everyone pumped for the big event.

Last Call for Attendance

Didn’t get the response you were hoping for but don’t want to sound like you’re nagging the team about RSVPs? Sending out friendly reminders leading up to the event (five days after initial invitation, two weeks before RSVP deadline, three days before RSVP deadline for example) will make sure the event stays on everyone’s radar.

Confirm Once More

Yes, you listed out all the details in the original invitation. But guests will appreciate one last re-hash of the event particulars the day before, or the day of, the event.

About Last Night

The party has come and gone and the office chatter has been nothing but raves and praises about how much fun it all was. Now that you’ve had a moment to breathe, there’s no better time to say thank you than the present.

Post event emails are also the perfect opportunity to share event highlights, send out surveys for feedback and even reach out to those who couldn’t attend to let them know they were missed—and that you hope to see them at the next event!

Conclusion

Communication is hard work and writing the perfect phrase isn’t always easy. With templates like these, email becomes less of a chore, so you can proudly claim the title of “Master of Time” in your office.

Ninjas, what other event email templates would be useful to have? What are some of your go-to email words and phrases?