Invitation templates for drinks, a breakfast or after-work drinks: 8 emails to copy
8 invitation templates to copy: leaving party, retirement, welcome, breakfast, end of year, after-work drinks, New Year greetings, client. Subject line and email body.
An effective invitation comes down to five pieces of information: the occasion, the day and time, the exact venue, the reply deadline and a contact. Here are 8 email templates ready to copy, with subject lines and variables in brackets, from the leaving party to the client breakfast.
What information should an invitation to drinks or a breakfast include?
Always include five pieces of information: the reason in the subject line, the day with start and end times, the exact venue, the reply deadline with dietary requirements, and a contact. Without a deadline, there is no reliable headcount: orders can be placed until 2 pm the day before.
| Information | What to write | Example |
|---|---|---|
| The occasion | The reason, in the email subject line | Leaving party for [First name] |
| The time | Day, start time, end time | [day] from [time] to [time] |
| The venue | Room, floor, building | [Name] room, [floor] |
| The reply | Deadline and dietary requirement | Before [date], with your dietary requirement |
| The contact | A name and a way to get in touch | [First name], extension [number] |
Which invitation template for a leaving party?
Use this template when a colleague is leaving the team for another role or another company. It fits in five lines, sets a reply deadline and collects dietary requirements in the same email, which saves a second reminder message.
Subject: Leaving party for [First name], on [day] at [time]
Hello everyone,
[First name] is leaving [the department or the company] on [date]. We are getting together on [day] from [time] to [time], in [exact venue], to thank them and wish them all the best.
Please confirm your attendance before [deadline], stating any dietary requirement (vegetarian, gluten-free, allergy).
For the joint gift, please get in touch with [person in charge] before [date].
Kind regards,
[First name, job title]
Which invitation template for a retirement party?
Choose this template for a retirement: the event is longer, there are more guests (former colleagues, other departments) and speeches are part of the programme. Give their time and open the collection in the same email.
Subject: [First name]'s retirement: join us on [day] at [time]
Hello everyone,
After [number] years [with the company], [First name] retires on [date]. We are holding a get-together on [day] at [time], in [exact venue], around a buffet. Speeches will begin at [time].
Please reply before [deadline], with any dietary requirement.
A collection is open for the joint gift: [link or person in charge], closing on [date].
Kind regards,
[First name, job title]
Which invitation template for a welcome get-together?
This template welcomes a new hire over breakfast or coffee. It only asks for a reply about dietary requirements: the aim is for the whole team to drop by and say hello, with no commitment or sign-in sheet, while the breakfast lasts.
Subject: Welcome to [First name], who joins [the team] on [day]
Hello everyone,
[First name] joins [the team] on [date] as [job title]. Come and say welcome on [day] at [time], in [exact venue]: a breakfast delivered by a caterer will be waiting for us, from [time] to [time].
No reply is needed. If you have a particular dietary requirement, email me before [date].
See you soon,
[First name]
What does an invitation to an office breakfast look like?
Use this template for a team breakfast or a back-to-work day. Give the start time and the duration, usually 30 to 45 minutes, so that everyone can plan their diary, and mention the breakfast delivered by a caterer without detailing the menu.
Subject: Team breakfast on [day] at [time], in [venue]
Hello everyone,
We are getting together on [day] at [time], in [exact venue], for a team breakfast delivered by a caterer: pastries, fruit, juice and coffee. Planned duration: [30 to 45 minutes].
Please reply before [deadline] stating your dietary requirement (vegetarian, vegan, gluten-free) so that there is something for everyone.
[First name]
Which invitation template for an office end-of-year party?
This template is for an end-of-year party open to the whole company. Send it three weeks ahead, with a reply deadline: the cocktail reception is ordered on a confirmed headcount. Give the time of the speech and the end time.
Subject: End-of-year party on [day] at [time]: please reply before [date]
Hello everyone,
To round off [the year], we are getting together on [day] from [time] to [time], in [exact venue], for a cocktail reception. [First name of the managing director] will speak at [time].
Please confirm your attendance before [deadline] and let us know your dietary requirement. Dress code: [casual].
Looking forward to seeing you there,
[First name, job title]
Which invitation template for after-work drinks?
After-work drinks happen at the end of the day: the start time and above all the end time must appear in the first line. This template is deliberately short and informal, to adapt to your team's tone, first names included, without adding a programme.
Subject: Team after-work drinks on [day] from [time], in [venue]
Hello everyone,
See you on [day] from [time] until [time], in [exact venue], for after-work drinks: savoury and sweet bites, alcohol-free drinks.
Please reply before [deadline], with any dietary requirement.
See you on [day],
[First name]
Which invitation template for the January New Year greetings ceremony?
For the January New Year greetings, the invitation should give the time of the speech and the length of the whole event: 1 hour 30 as a rule, with welcome, speech, toast and buffet. Add a line for remote colleagues, with the joining link, if the company has several sites.
Subject: New Year greetings ceremony: [day] at [time], in [venue]
Hello everyone,
[First name of the managing director] will present [the company]'s New Year greetings on [day] at [time], in [exact venue]. The welcome starts at [time]; the speech is followed by a toast and a buffet until [time].
Please confirm your attendance before [deadline], with any dietary requirement. [For remote colleagues: joining link.]
Kind regards,
[First name, job title]
Which template for inviting a client to a breakfast?
This invitation is for clients or partners: formal address, a two-line programme and a breakfast delivered by a caterer, mentioned without detail. Ask for confirmation by reply, with any dietary requirement, so that you order on a reliable headcount.
Subject: Invitation: [topic] breakfast on [day] at [time]
Dear [First name],
We are pleased to invite you to a breakfast on [day] at [time], at [full address], on the topic of [topic]. Welcome at [time], talk by [name] at [time], discussion until [time].
A breakfast delivered by a caterer will be served. Please confirm your attendance before [deadline] by replying to this email, stating any dietary requirement.
Kind regards,
[First name, job title, company, telephone]
Which catering format goes with each invitation?
Each invitation matches a format, from €6 excl. VAT per person for an afternoon break to €40.90 excl. VAT for a 12-canapé cocktail reception. Delivery is €29 excl. VAT per delivery in Paris and nearby towns; the full breakfast at €12 to €16 excl. VAT is plus delivery.
| Invitation | Suitable format | Price per person excl. VAT |
|---|---|---|
| Leaving party, welcome get-together | Afternoon break | from €6 |
| Team breakfast | Classique breakfast | from €8 |
| Client breakfast | Full breakfast | €12 to €16 |
| After-work drinks, end-of-year party | 8-canapé cocktail reception | €29.90 |
| Retirement, New Year greetings | 12-canapé cocktail reception | €40.90 |
To cost the party, see organising a leaving party at work and the retirement party.
Which mistakes should you avoid in an invitation?
- A vague subject line: “Drinks Friday” gives neither the reason nor the time; write the occasion, the day and the time.
- No end time: nobody knows whether they can go back to their desk afterwards.
- No reply deadline: the order is placed on the confirmed headcount, not on the guest list.
- No reminder: send a reminder at D-3, then order the day before by 2 pm.
The full checklist is in the office manager's checklist for ordering a caterer.
Frequently asked questions about invitation templates
What should an invitation to a leaving party include?
Five pieces of information: the reason in the subject line, the day with start and end times, the exact venue, the reply deadline with dietary requirements, and a contact. Add a line on the joint gift if a collection is open, with the name of the person in charge.
How far ahead should you send an invitation for drinks or a breakfast?
Three weeks ahead for a cocktail reception or an end-of-year party, one week ahead for a breakfast or a break. Ask for replies 3 days before the date at the latest, and send a reminder that day: the firm order can be placed until 2 pm the day before.
How do you ask for dietary requirements in an invitation?
In the same email, in one sentence: “please state any dietary requirement (vegetarian, vegan, gluten-free, allergy)”. Ask for the answer by reply. The number of guests concerned is passed on when ordering, not on the day of delivery.
How do you write an invitation to an office breakfast?
Give the day, the start time, the duration of 30 to 45 minutes, the exact venue and the reply deadline. Mention “breakfast delivered by a caterer” without detailing the menu or the price. Ask for dietary requirements in one sentence.
Should you name the caterer or the menu in the invitation?
A mention is enough: “breakfast delivered by a caterer” or “cocktail reception”. Do not list the canapés or the prices. The menu matters to the office manager, not to the guests, and a long list draws attention away from the useful information, the day and the time.
Until when can you order once the replies are in?
Until 2 pm the day before, for delivery from 6:30 am Monday to Friday. From 50 people or for several sites, 48 hours' notice is recommended. The quote is sent within 24 hours, with a €50 minimum order (excl. VAT).
How do you request a quote after sending your invitations?
Give the date, the confirmed headcount, the address and the dietary requirements collected: the quote is sent within 24 hours, with company invoicing, VAT and purchase orders accepted, and delivery is available from 6:30 am Monday to Friday. Request your quote. L'Écrin Traiteur prices, October 2026.
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