Product launch invitation templates

Lead with what guests will see first and why it matters to them, then give the date, time, venue, agenda and how to reply. Name who the event is for, say whether colleagues may come too, and include a contact person. Keep the teaser short and leave the full reveal for the night.

Send them three to four weeks ahead for customers and partners, and four to six weeks for a large public launch. Journalists usually get two to three weeks, followed by a personal reminder a few days before. Ask for replies a week or so ahead, so you can confirm numbers.

Write a short, personal invitation that says what is being launched and why it is news, with the date, time, venue and who will be available for interviews. Mention any embargo and its time clearly, and offer press materials. Follow up personally a few days before with a reminder.

Set a capacity on the invitation so that once it fills, new replies join a waitlist, and you move people off it as places open. You can also turn on approvals, so each reply counts only once you confirm it. Both keep the room at the size you planned.