Planning a team building event is one thing but getting people to attend is another. Your team building invitation should help get your people excited to attend an event they won’t soon forget! You’ll also need to include some key event details to allow attendees to plan and prepare accordingly. If you’re looking for sample team building event invitations to make that step easy — you’re in the right place. With the sample templates below, you’ll be well on your way.
Table of Contents
What to Include in Your Team Building Event Invitation
15 Team Building Invitation Samples
Virtual Team Building Sample Invitations
In-Person Team Building Sample Invitations
Off-Site Team Building Sample Invitation
Writing Tips For Your Team Building Invitation
Team Building Event Planning Resources
By now, you probably know all about team building and the numerous benefits it provides — you’re probably even sold on the connection between team building events and employee engagement levels. You’re armed with icebreakers and you’ve selected your team building activities. You might’ve even gone the extra mile to prepare by reviewing resources like this ultimate guide to Zoom.
You may be planning a team escape room, happy hour, scavenger hunt, or party. No matter what it is, after all that hard work to plan your next team building event, the last thing you want to worry about is writing an invitation. In this article, we’ve taken care of that step for you. Below you’ll find free, sample team-building invitations and everything you need to know about crafting a fun one.
But if you are looking to make sure you’ve covered all your bases or still have a few planning details or team building tools to iron out, don’t fret. At the end of the article, we’ve included a list of event planning resources to support your planning from start to finish.
Let’s dive in!
What to Include in Your Team Building Event Invitation
Any event invitation should include a few key details. Your team-building invitation is no different. Here’s what your office team building invitation needs to include.
1. A Click-Worthy Subject Line
Most likely your team-building invitation will be sent via email. You want to make sure your subject line stands out and encourages people to open your invitation. To encourage higher open rates, best practice suggests you use around 50 characters or less.
Here are some subject line ideas:
- Don’t miss our next exciting event
- Your special invitation to our team building event
- Have you heard? Special team event soon!
- Countdown starts now. Join us at the team event!
- Mark your calendar. Our team event is coming.
2. Basic Event Details
People will need to know where to be, when and for how long. Be sure your invite covers all the bases and includes:
- The purpose of the event
- Date
- Time
- Location or meeting link
- Duration
- Agenda details about the theme or planned activities
3. RSVP Information
Your team building invitation email should include steps for how to RSVP and the date by which people need to confirm. Depending on the activities you plan, you’ll need to know who will attend. You also need to know how many people plan to come and adjust accordingly. This is especially useful for virtual events and planning for any breakout rooms or small teams.
4. Special Instructions
If employees need to wear or bring certain items (i.e., sneakers, funny hats, all pink, costume wigs) let them know in advance! You’ll also want to think through who they can reach out to for event questions and include that person’s information.
Some team building games can benefit from prep. If you plan to play two truths and a lie or do a “Guess the team member” baby photo competition, use the invitation as an opportunity to collect submissions.
5. Live Countdown Timer
You put a lot of effort into planning your event and your team should be excited about it! Start a countdown timer as the perfect way to generate excitement and anticipation for what’s sure to be a fun team building event.
The time and date website helps you to create a custom countdown timer for your event. It even has templated designs ready to go!
15 Team Building Invitation Samples
The team building invitation sets the tone for your event. If your goal is to make your event fun, interesting, and engaging — these sample team-building invitations are the perfect place to start. Your team is sure to get excited!
Virtual Team Building Sample Invitations
Team building is always worth the effort, whether virtual or in person. These sample team-building invites will get your team excited about the next virtual event.
- Generic and Funny Sample Invitation
Making your team laugh is a great way to generate excitement! Try this sample invitation or put your twist on it.
Subject Line: A cap-tivating team event! Details inside
Team,
Get ready because our next team building event is happening on [date and time]. You won’t want to miss this one! We’ve got a host of activities and an assortment of prizes for winning team members.
For 45 minutes, be prepared to [include a few activities from the agenda]. We’ll smile, we’ll laugh — and we’ll also battle it out as we take time to connect as a team.
Oh, and be sure to bring your silliest hat — our theme for this party is sure to be “cap-tivating!”
Date:
Time:
Meeting Link:
To RSVP, reply to this email or reach out to [contact person]. Can’t wait to see you there — we even started a live countdown timer!
- Lunch & Learn Sample Invitation
Food is a great way to entice your team to attend! By offering a DoorDash or UberEats gift card, you’ll take the stress out of finding the next meal. Your people will feel cared for and ready to learn! Plus, “what did you order?” makes the perfect team building event icebreaker.
Subject Line: Free lunch at our next team event!
Team,
Tired of walking to the kitchen, scratching your head, and figuring out where your next meal is coming from? Scratch no further. Our next team building event on [date and time] is a lunch and learn. We’re providing lunch if you’re willing to learn!
In this hour together, you’ll hear from Dr. Joan Smith, a world-renowned dietician, as he covers how to fuel your body and promote wellness while you work. Her tips and best practices are designed to help you beat the afternoon slump.
Date:
Time:
Meeting Link:
To RSVP, reply to this email or reach out to [contact person].
How to get your free meal
Once you RSVP, [contact person] will reach out to send you a DoorDash or UberEats gift card. Please time your delivery for 15 mins before our event starts so you’re settled and ready to go.
Check out our live countdown timer and come hungry — we can’t wait to see you there!
- Virtual Escape Room Sample Invitation
Virtual escape rooms are real — and they’re fun! This out-of-the-box team building activity is exactly what your team is looking for.
Subject Line: There’s been a crime. We need your help!
Dear Team,
An international art thief has stolen and stashed a priceless masterpiece! On [date and time], it’s our team’s job to catch him and safely recover the missing artwork.
Join us for an exciting, 90-minute virtual escape room! We’ll find and piece together clues, solve puzzles, and bring this criminal to justice. But we need your help. Are you ready?
Date:
Time:
Meeting Link:
To RSVP, reply to this email or reach out to [contact person]. Can’t wait to see you there — we even started a live countdown timer!
- Online Game Show Sample Invitation
There’s a reason game shows are popular. Trying an online game show for your team building event is smart and exciting! You’ll give folks a chance to have fun and shine as the scores start to rack up.
Subject Line: Join us for a game show! If you have what it takes…
Dear Team,
We hope you’ve been keeping up with Jeopardy! Our next team event is on the books and is sure to be a fierce battle of wits. Both glory and bragging rights are on the line. Who will come out on top?
In just 60 minutes, we’ll play five rounds of fast-paced fun as we attempt to rack up points, earn badges, and claim the top spot on the leaderboard. The winner (or winners!) takes all — and there is a mystery grand prize.
Your teammates need your brainpower. Join us for an online game show at this exciting team building event!
Date:
Time:
Meeting Link:
To RSVP, reply to this email or reach out to [contact person]. Can’t wait to see you there — we even started a live countdown timer!
- Virtual Scavenger Hunt Sample Invitation
Believe it or not, there are dozens of ways to host a virtual scavenger hunt! Your team will love them all.
Subject Line: Don’t miss this next team scavenger hunt!
Dear Team,
You may have heard of scavenger hunts. You may have even participated in one. Easter egg hunt anyone? This time, we’re taking things virtual!
For this virtual scavenger hunt, we’ll be tracking down art and historical artifacts throughout a museum. The first team to find every item on the checklist wins! Of course, prizes will be awarded to the winning team.
Date:
Time:
Meeting Link:
To RSVP, reply to this email or reach out to [contact person]. Can’t wait to see you there — we even started a live countdown timer!
- Virtual Networking Sample Invitation
Plan intentional opportunities for networking, and your team will thank you. Networking is crucial for career mobility and sharing knowledge and best practices across the organization.
Subject Line: Have you met Ted? Virtual networking event!
Dear Team,
In a virtual world, we know it can be hard to connect with your colleagues. That’s why we’ve set aside just 30 minutes for a virtual networking event for the team!
Don’t fret — we aren’t leaving you empty-handed to stare at one another. We’ll provide icebreakers and activities. There’ll even be a breakout room or two. Bring your curiosity.
Spoiler alert: Our first activity is two truths and a lie so come prepared to share. We also have some prizes to give away!
Date:
Time:
Meeting Link:
To RSVP, reply to this email or reach out to [contact person].
P.S. Major bonus points if you got the How I Met Your Mother reference in the subject line.
Can’t wait to see you there!
- Virtual Happy Hour Sample Invitation
Planning a happy hour can be fun too! There are so many themes and games to choose from to make your next team building event one for the books.
Subject Line: Drinks and…mystery? Join us for team happy hour!
Dear Team,
This isn’t your average happy hour. We’re coming prepared with an activity to keep you busy for the hour we have together.
Here’s the situation. A rogue scientist is on the loose and we need your help to track him down! In this happy hour, we’ll split into groups, find clues, and stop this scientist before he takes his experiments a step too far.
We hope you’ll join us — we need your help!
Date:
Time:
Meeting Link:
To RSVP, reply to this email or reach out to [contact person]. Can’t wait to see you there!
- Team Trivia Sample Invitation
Trivia is a guaranteed crowd pleaser. There are so many ways to play and dynamic platforms to choose from! If you’re interested in different ways to approach virtual team trivia, this article has 23 ideas and tips.
Subject Line: Smarter than a 5th grader? Team trivia details inside!
Dear Team,
Pop quiz! Which musical legend is rapper Jay-Z married to?
We’ve been told there are a few trivia connoisseurs on the team. But there’s only one way to find out!
Join us for a 45-min trivia event, featuring questions on everything from history to modern pop culture. We’ve even thrown in a few company trivia questions to see who knows their stuff!
It’s sure to be a challenge and it’s sure to be fun.
Date:
Time:
Meeting Link:
To RSVP, reply to this email or reach out to [contact person]. Can’t wait to see you there!
P.S. If you didn’t correctly guess “Beyoncé” for the quiz question in this email, good luck.
- Employee Appreciation Sample Invitation
Employee recognition and appreciation are vital. Every company should know how to celebrate employees, especially remote workers who may feel disconnected.
Subject Line: We want to celebrate you! Join us…
Dear Team,
Celebrating one another is one of the most important things we can do as a team. We want to highlight the wins we’ve had both individually and as a team.
In this 30-minute employee appreciation event, we’re shouting out the excellent work this team has done in the last quarter. We have awards and a host of hilarious team photos to share.
You already did the work; let us recognize you for it.
Date:
Time:
Meeting Link:
To RSVP, reply to this email or reach out to [contact person]. Can’t wait to see you there!
- Retirement Party Sample Invitation
Celebrating and appreciating your retiring employees demonstrates how much you value them. And your team will take notice.
And if you haven’t snagged a gift yet, here are some creative gift ideas to show appreciation to the retiring colleague.
Subject Line: No job, no stress. Join us for John’s party!
Dear Team,
While we’re meeting deadlines next month, John Smith will be meeting a few friends on the golf course. We’re totally not jealous.
Join us as we gather to celebrate John for his 23 years of service with our company. We’ll have activities, a walk down memory lane, and even some John-related trivia. Come prepared to celebrate our departing team member!
Don’t worry, it’s not a surprise.
Date:
Time:
Meeting Link:
To RSVP, reply to this email or reach out to [contact person].
John, we just have one question for you. Can you take us with you?
In-Person Team Building Sample Invitations
When you get together for in-person team building, make it count!
- Generic and Funny Sample Invitation
They say a smile is worth a thousand words. Crack some jokes and set the tone for your next event.
Subject Line: Face-to-face, team against team!
Team,
We know, we know — the first five days after the weekend are always the hardest! Let’s take time this Friday to reconnect as a team to have some fun. For obvious reasons, this event will be referred to as Fun Friday! We’re planning games, trivia, and, of course, prizes and food.
Don’t miss the event everyone will be talking about.
Date:
Time:
Location:
To RSVP, reply to this email or reach out to [contact person]. Can’t wait to see you there — we even started a live countdown timer.
- Outdoor Team Building Sample Invitation
Nothing can quite replace or replicate the great outdoors — and it only makes team building much better. A whole host of outdoor activities becomes available when your team steps outside.
Subject Line: Pack your sneakers! Join us outdoors…
Team,
It’s been long enough. It’s time to step out from behind those computers, get moving, and get some fresh air! That’s right, we’re planning an outdoor team building event. Pack your sneakers and be prepared for a field-day-style competition, including team activities like a potato sack race and giant Jenga!
Are you ready?
Date:
Time:
Location:
To RSVP, reply to this email or reach out to [contact person]. Can’t wait to see you there — we even started a live countdown timer. Yes, we’re excited!
- Scavenger Hunt Sample Invitation
Platforms like Goose Chase make it easy to plan and execute high-energy scavenger hunts! Your team will have a blast with this user-friendly mobile app for scavenger hunts.
Subject Line: Get your eyes checked — we’re going on a hunt.
Team,
Who hasn’t wanted to run through the office and its surrounding areas? Even if you haven’t, get ready to do just that. We’ve created a scavenger hunt checklist that includes items in and around our building.
We hope you’ve been paying attention! The first team to complete the list takes the grand prize. Will it be you?
Date:
Time:
Location:
To RSVP, reply to this email or reach out to [contact person]. Can’t wait to see you there — we even started a live countdown timer.
Off-Site Team Building Sample Invitation
Getting out of the office is sure to stir some field trip nostalgia with the team. Try venturing out together into the local community.
- Volunteer Activity Sample Invitation
Employee wellness is one of the most important considerations for any team leader. Take time to step away from the keyboards, connect, and serve.
Subject Line: Volunteering is good for the soul. Join us…
Team,
Our company has been part of this community for more than 12 years. We take every opportunity to be good citizens and give back to the community that’s supported us over the years.
Join us for this half-day event as we give back to the local soup kitchen.
Date:
Time:
Location:
Did you know? Volunteering has been known to…
- Provide a sense of purpose and gratitude
- Provide a sense of accomplishment
- Decrease stress
- Increase happiness
To RSVP, reply to this email or reach out to [contact person]. We can’t wait to spend time with you in the local community!
- Escape Room Sample Invitation
Virtual escape rooms are fun, but there’s something about racing around the room as a team to solve problems, communicate, and collaborate. Find an escape room near you and use this invitation!
Subject Line: Our great escape. Don’t miss this team fun!
Time is ticking. We’ll only have 60 minutes to crack codes, uncover clues, and solve puzzles as a team. We’ll need everyone’s help with this one.
If you haven’t already guessed from the subject, we’re doing an in-person escape room!
Date:
Time:
Location:
To RSVP, reply to this email or reach out to [contact person]. For added fun, we’re polling everyone to see which room we should try. When you RSVP, let us know your vote! Do you want to find lost treasure, break out of a prison, or recover lost, priceless art?
We can’t wait to solve this together!
Writing Tips For Your Team Building Invitation
When drafting your invitation, keep these tips in mind! The goal is to maximize employee interest and engagement!
Keep it short
Your email is just a teaser for your event. You don’t need to try to cover every single detail. By providing a contact person, folks with additional questions can always reach out. Your email should allow employees to skim and scan — bullets wherever possible and two- to three-sentence paragraphs will help do the trick.
Keep it fun
From the start, you want to set the right tone with your colleagues. Don’t take it too seriously! It’s a fun, team building activity, not a funeral. The tone of your email copy can and should be funny and conversational.
Keep it clear
In your efforts to be funny and witty, don’t lose sight of the details. Ultimately, the point of your email is to provide event details to your team. Make sure those details are up front and clearly stated.
Keep it clean
Everyone hates spotting a typo just after an email has been sent. Do yourself a favor and double-check the spelling throughout. Be sure to review all links — especially the virtual meeting room link. There’s nothing worse than dozens of slack messages or emails on the day of saying, “I think something’s wrong with the meeting link!” Save yourself the headache and proofread your email before sending it out into the world.
Team Building Event Planning Resources
If you’re still looking for a few activities to round out your agenda, these quick team-building activities are sure to do the trick! Below, we’ve also included a few resources to help make the planning process a little easier.
Design Beautiful Invitations with Canva or Evite
Canva is a powerful tool to help you design and create beautiful invitations! Your team will be stunned by your personalized invitations.
Evite is a leading online invitation company that offers thousands of on-trend and professionally designed invitations to choose from. You’ll be prepared to invite colleagues in a matter of minutes. Evite also offers RSVP tracking, event reminders, and more!
Schedule Like a Pro with Calendly
It can be hard to find a time that works for everyone. Calendly is a powerful, smart solution for scheduling an event with your team. Calendly can tell you when everyone’s available!
Conclusion
By now, you should have everything you need to plan, execute, and most importantly, invite team members to your next event! The sample invitations above are the perfect starting point. Mix and match your favorite styles. You can customize them or use them as is, the choice is yours!
