Team building has become an essential component of modern corporate culture. Not only does it foster team bonding, it also improves communication and collaboration within the team.
An excellent way to achieve this is to organize events specifically for this purpose. In this article, we’ll give you some tips on how to prepare and send out invitations to a team-building event to maximize the desired results.
Writing and sending invitations
The content ofteam building invitations must be clear and attractive. Here are some essential elements to include:
- The purpose of the event: Briefly explain the objectives and values associated with team building.
- Event information: Specify the date, time and place of the event, as well as any special instructions (dress code, equipment to bring, etc.).
- A brief description of the activity: Give an overview of what participants can expect, to pique their interest and facilitate preparation.
- Response deadline: Ask guests to confirm their attendance by a certain date, so that we can best organize the event according to the final number of participants.
Example 1: Team Building invitation email
Subject: Invitation to Team Building: Let’s strengthen our team spirit!
Dear team members,
I hope this message finds you in top form and ready to take on new challenges together! We are pleased to invite you to our next team building event, a day dedicated to strengthening our team spirit and consolidating our professional ties.
Date: [Event date]
Time: [Start time – End time]
Location: [Event location]
This day will be an opportunity for us to get together, collaborate, and strengthen our interpersonal relationships in a friendly and relaxed setting. We have planned a varied program including fun activities, stimulating group games, and interactive discussions to foster communication and cohesion within our team.
We firmly believe that this team-building event will improve our collaboration, increase our motivation and strengthen our team spirit to successfully meet the challenges ahead. Your participation is therefore essential!
Please confirm your attendance by [Confirmation deadline] by replying to this email. If you have any questions or suggestions about the event, please do not hesitate to contact me.
We look forward to spending a memorable day together, sharing laughs, challenges and convivial moments. Thank you for your commitment and participation!
Sincerely,
[Your Name]
[Your Position]
Example 2: Team Building invitation email (in a less formal format)
Hi everyone!
It’s time to put away our computers and get out for a day of fun and connection! We’re organizing a team-building event and want to see you all there!
Date: [Event date] Time: [Start time – End time] Location: [Event location]
We’ve got lots of fun activities planned so we can relax, enjoy ourselves and strengthen our team spirit. Whether you’re a fan of gaming, chatting or just chilling out, there’ll be something for everyone.
So mark the date in your diaries and confirm your attendance by replying to this message by [Confirmation deadline]. If you have any game ideas or special requests, please let us know!
We can’t wait to spend a crazy day with you all, and create some unforgettable memories. Let’s do this!
See you soon, [Your First Name]
Example 3: Team Building invitation email (formal)
Subject: Invitation to Team Building Event
Dear team members,
We are pleased to invite you to our next team-building event, a crucial opportunity to consolidate our professional ties and cultivate a harmonious spirit of collaboration within our organization.
Date: [Event date] Time: [Start time – End time] Location: [Event location]
The aim of this event is to create a platform for the exchange of ideas, team building and the development of interpersonal relations within our business environment. We have carefully planned a structured program of activities designed to encourage active participation and synergy between our team members.
Please confirm your attendance by [Confirmation deadline] by replying to this message. Your commitment and participation are essential to the success of this crucial initiative for our company.
Please note that attendance at this event is mandatory for all team members, unless exceptional circumstances arise and are duly justified.
We look forward to seeing many of you at this important event.
Yours faithfully, [Your Name] [Your Position]
Example 4: Team Building invitation email (funny)
Subject: It’s time to let go! Come to Team Building Fun-o-Rama!
Hello team superstars,
Get ready to get off the beaten track and let your fun side shine through! We’re organizing a fun-filled team building event, and we want to see you there!
Date: [Event date] Time: [Start time – End time] Location: [Event location]
On the program: wacky games, crazy challenges and guaranteed laughs! We’ll play it chill and create some memorable moments together.
No need for ties or formalities, just your best smile and playful spirit! Reply to this message to confirm your attendance, and let us know if you have any crazy game ideas to add to our program.
We can’t wait to see you all and have a great time together. Get ready to be challenged, laugh out loud and strengthen our team spirit like never before!
See you soon!
A + [Your first name]
Example 5: Invitation with theme
Subject: Invitation to our Teambuilding Theme: « Outdoor Adventures » 🌲
Dear colleagues,
Get ready for a unique experience with our « Outdoor Adventures » themed teambuilding on [date] at [location].
Event details:
Date : [date]
Time: [start time] – [end time]
Location : [location address].
Theme : Outdoor adventures
Dress code : Hiking attire
Program :
Guided hike
Team survival activities
Lunch in the wilderness
Construction workshops
Please confirm your participation by [deadline] by replying to this email or by registering here: [registration link].
We look forward to seeing you all ready for adventure!
Sincerely yours
[Sender’s name]
[Title]
[Company]
Example 6: Virtual Invitation
Subject: Invitation to our Virtual Teambuilding – [Date]
Hello [Name of recipient],
We are delighted to invite you to our virtual teambuilding which will take place on [date] at [time]. This online event is designed to strengthen our team spirit, even at a distance.
Event details:
Date : [date]
Time : [start time] – [end time]
Location : Online (Zoom link : [meeting link])
Theme : [teambuilding theme]
Program :
[time] : Welcome and introduction
[hour]: Interactive online activities
[hour]: Virtual coffee break
[hour]: Collaborative games
[hour]: Closing and discussions
Please confirm your participation by [deadline] by replying to this email or by clicking on this link: [confirmation link].
We look forward to seeing you online for this unique experience!
Sincerely yours
[Sender’s name]
[Title]
[Company]
Example 7: Activity-specific invitation
Subject: Teambuilding Invitation: Collaborative Cooking Day! 🍴
Hello everyone,
We are pleased to invite you to our special « Collaborative Cuisine » teambuilding day on [date] at [location]. Come and share a convivial and culinary moment with the whole team!
Event details :
Date : [date]
Time : [start time] – [finish time]
Venue : [address of venue]
Program :
Team cooking class
Lunch prepared together
Friendly culinary competition
Tasting and prize-giving
Please confirm your attendance by [deadline] by replying to this email or by registering here : [registration link].
We look forward to seeing you all in your aprons and ready to cook!
See you soon,
[Sender’s name]
[Title]
[Company]
Example 8: Invitation with staging
Subject: Mission Spéciale: Teambuilding d’Enquête – [Date]
Agents,
Your mission, if you accept it, is to join your colleagues for a day of teambuilding under the theme « Investigation and Mystery » on [date] at [location]. Get ready to solve riddles and uncover clues to unmask the culprit!
Mission details :
Date: [date]
Time : [start time] – [end time]
Location: [location address]
Dress code: Investigator’s uniform
Mission schedule :
Initial briefing and team training
Start of investigation and site exploration
Lunch for agents
Riddle solving and rewards
Please confirm your participation before [deadline] by replying to this email or by filling in this form: [form link].
Your presence is essential to the success of this mission. Don’t leave any mystery unsolved!
Yours faithfully
[Sender’s name]
Chief Operations Officer
Example 9: Invitation in Competition Mode
Subject: Take part in the Grand Challenge Teambuilding 2024! 🏆
Hello team,
We are delighted to invite you to the Grand Challenge Teambuilding 2024 to be held on [date] at [location]. Get ready for exciting challenges and incredible prizes!
Event details :
Date : [date]
Time : [start time] – [end time]
Venue : [venue address]
Program :
Registration and welcome
Team challenges
Lunch break
Challenge final and prize-giving
Please confirm your attendance by [deadline] by replying to this email or by registering here: [registration link].
We can’t wait to see which team takes home this year’s trophy!
Sincerely yours
[Sender’s name]
[Title]
[Company]
Example 10: Invitation to a Cultural Team Building Event
Subject: Invitation to our Cultural Teambuilding Day – [Date]
Dear colleagues,
We are pleased to invite you to a cultural teambuilding day on [date] at [location]. Come and discover and celebrate cultural diversity within our team!
Event details :
Date : [date]
Time : [start time] – [end time]
Venue : [address of venue]
Program :
Cultural presentations by team members
World cuisine workshops
Multicultural lunch
Shows and performances
Please confirm your participation by [deadline] by replying to this email or by filling in this form: [form link].
We look forward to sharing this cultural journey with you!
Sincerely yours
[Sender’s name]
[Title]
[Company]
Example 11: Invitation to a Wellness Team Building Event
Subject: Invitation to our Wellness and Teambuilding Day – [Date]
Hello [Name of recipient],
We are pleased to invite you to a wellness and teambuilding day on [date] at [location]. Come relax and strengthen our team spirit through soothing and revitalizing activities.
Event details :
- Date: [date]
- Time: [start time] – [end time]
- Location: [location address]
- Dress code: Comfortable dress
Program :
- Outdoor yoga session
- Meditation and relaxation workshops
- Healthy lunch
- Cohesion and personal development activities
Please confirm your attendance by [deadline] by replying to this email or by registering here : [registration link].
We look forward to seeing you and sharing this day of well-being with you.
Sincerely yours
[Sender’s name]
[Title]
[Company]
Example 12: Invitation to a Teambuilding Adventure
Subject: Invitation to our Teambuilding Adventure – [Date]
Hi team,
Get ready for a thrilling adventure at our teambuilding event on [date] at [location]. Come and test your skills and team spirit in an exciting, natural setting!
Event details :
- Date: [date]
- Time: [start time] – [end time]
- Location: [location address]
- Dress code: Sportswear and hiking boots
Program :
- Team obstacle course
- Hiking and exploration
- Lunch in the wilderness
- Adventure and survival activities
Please confirm your participation by [deadline] by replying to this email or by filling in this form: [form link].
We look forward to seeing you all ready for this unforgettable adventure!
Yours faithfully
[Sender’s name]
[Title]
[Company]
Example 13: Invitation to a Creative Teambuilding Workshop
Subject: Invitation to our Creative Teambuilding Workshop – [Date]
Hello [Name of recipient],
We are delighted to invite you to a creative teambuilding workshop on [date] at [location]. Come and unleash your creativity and strengthen bonds with your colleagues through artistic activities!
Event details :
- Date: [date]
- Time: [start time] – [end time]
- Location: [location address]
- Dress code: Casual
Program :
- Group painting workshop
- Collaborative sculpture
- Lunch
- Exhibition of works and discussions
Please confirm your attendance by [deadline] by replying to this email or by registering here: [registration link].
We look forward to seeing your artistic talents in action!
Sincerely yours
[Sender’s name]
[Title]
[Company]
Example 14: Invitation to a Technology Teambuilding
Subject: Invitation to our Technology Teambuilding – [Date]
Hello everyone,
We are pleased to invite you to our technology teambuilding on [date] at [location]. Come and explore the latest innovations and work together on high-tech projects!
Event details :
- Date: [date]
- Time: [start time] – [finish time]
- Venue: [address of venue]
Program :
- Coding and robotics workshops
- Team hackathon competition
- Lunch
- Project presentations and prize-giving
Please confirm your participation before [deadline] by replying to this email or by registering here : [registration link].
We look forward to seeing your innovative ideas in action!
Sincerely yours
[Sender’s name]
[Title]
[Company]
Example 15: Invitation to a Sports Teambuilding Event
Subject: Invitation to our Sports Teambuilding Day – [Date]
Hi team,
We’re delighted to invite you to our sports teambuilding day on [date] at [location]. Get ready to get moving and have fun through team sports activities!
Event details :
- Date: [date]
- Time: [start time] – [finish time]
- Location: [location address]
- Dress code: Sportswear
Program :
- Soccer tournament
- Relay race
- Lunch
- Team games and medal ceremony
Please confirm your attendance by [deadline] by replying to this email or by filling in this form: [form link].
We look forward to seeing your sporting skills in action!
Sincerely yours
[Sender’s name]
[Title]
[Company]
Choosing the right team building event
There is a wide range ofteam building ideas that can be adapted to suit the number of participants, the desired objectives and the allocated budget. Some of the most popular options include:
- Sports and physical activities: orienteering, hiking, canoeing, etc.
- Escape Rooms: solve riddles and work together to get out of a locked room.
- Creative workshops: painting, cooking, crafts, jewelry-making, etc.
- Role-playing games and simulations: fictitious scenarios to tackle real-life problems.
The choice of event should be based on your team’s preferences and needs. Don’t hesitate to consult them before making a decision, to ensure that the chosen event will meet everyone’s expectations.
Determining the date and venue
Once the event has been selected, it’s important to determine the date and venue. Make sure you choose a date that suits all team members, avoiding vacation periods and public holidays if possible.
As for the choice of venue, make sure it’s suitable for the chosen activity, large enough to accommodate everyone, and easily accessible for all participants. You can also find out if professional supervision or specific equipment is required for the activity you’ve chosen.
Don’t hesitate to personalize the design of the invitation and use a friendly tone to encourage team members to participate. Then send invitations by e-mail, post or via an online event management tool, according to your preferences and those of your team.
Event follow-up and preparation
Once you’ve sent out the invitations, it’s essential to follow up with team members. To do this, don’t hesitate to send them reminders about the confirmation deadline, or ask them questions about their availability and expectations of the event. This will also help you to finalize the last details and adapt the organization to the needs expressed.
Managing the unexpected
Even with meticulous planning, unforeseen circumstances can arise during the organization of a team building event. So be ready to adjust your plans if necessary, and communicate quickly with the team about any changes. They’ll appreciate your responsiveness and your ability to find appropriate solutions.
In short, the key to a successful team building event is not only to choose an activity that attracts the interest of team members, but also to ensure that you communicate effectively with them to increase their commitment and participation. By carefully planning each stage and being proactive in the face of unforeseen circumstances, you’ll be able to create a convivial and enriching event, conducive to strengthening bonds within the team.
