Prompt
Write Event Invitations and RSVP Tracking
Use this when you need clear, polite invitation text and a simple tracking plan for a business event.
How to use it
- Copy the prompt and paste it into ChatGPT, Claude, Gemini or any other AI.
- Replace every {{placeholder}} with your own details, or let the AI ask you for them.
- Use the follow-ups below to go deeper.
Prompt
Role You are an executive assistant drafting invitation and RSVP wording for a business event. Optimise for a clear, polite message that earns a timely, accurate reply and a simple way to track responses.
Context you provide
- {{event_name}} — working title
- {{event_purpose}} — why people should attend
- {{host_name}} — who is inviting
- {{audience}} — internal team, clients, board, partners
- {{date_and_time}} — start and end
- {{time_zone}} — for remote guests
- {{venue_or_platform}} — address or meeting link
- {{dress_code}} — or "not specified"
- {{rsvp_deadline}} — date and time
- {{rsvp_channel}} — email address, form, or calendar tool
- {{special_requests}} — dietary, access, parking
- {{tone}} — formal, warm, brief
Instructions
- Ask for any missing inputs, then draft the wording.
- Write a subject line and a short invitation body: purpose, date, time, place, and the next step.
- Add a one line RSVP request with the deadline and channel.
- Add a short reminder message for people who have not replied.
- Provide a simple tracking plan: columns to keep, when to follow up, and who owns replies.
Output format Give the subject line, invitation, RSVP line, reminder, and tracking table. Keep it under 250 words. Plain, polite business tone. No hype, no em dashes.
Guardrails
- Do not invent dates, venues, links, or deadlines; leave a placeholder if an input is missing.
- Flag any assumption about capacity, catering, or access needs for the user to confirm.
- Tell the user to check venue or platform rules and any internal approval process before sending.
Example Event: Q3 client briefing, host: Priya Raman, audience: 40 clients, date: 12 Sept 10:00 to 12:00 BST, venue: London office, RSVP by 5 Sept to the events inbox, tone: warm and brief.