Ah, the business lunch—where deals are made, partnerships are born, and hopefully, the food is as good as the conversation. Whether you’re trying to win over a new client, impress your boss, or brainstorm with a colleague, a well-timed lunch can be the perfect way to build relationships and get things done. But first, you’ve got to nail that invitation email.
Let’s be real: Sending a business lunch invitation can be a bit nerve-wracking. You don’t want to come off too formal or too casual, and you definitely don’t want to sound like you’re trying too hard. The key is to strike the perfect balance—professional but friendly, specific but flexible, and most importantly, impossible to turn down.
Don’t worry—I’ve got you covered. Below are 10 examples of business lunch invitation emails that hit all the right notes. Whether you’re inviting a client, colleague, or boss, these templates will help you get that “Yes, I’d love to join!” response in no time.
1. The Casual Client Invite
If you’re inviting a client for a casual, no-pressure lunch, you want to keep things light and breezy. Think of this email as a friendly nudge rather than a formal meeting request.
Subject: Let’s Grab Lunch Next Week!
Hi [Client’s Name],
I hope you’re doing well! I wanted to reach out and see if you’d be up for grabbing lunch next week. It would be great to catch up and chat about how things are going on your end. No agenda, just good food and good conversation.
I’m free on [Day] or [Day]. Let me know if either of those works for you!
Best,
[Your Name]
Random thought: You know that feeling when you get invited to a lunch and realize there’s no hidden agenda? That’s the vibe we’re going for here.
2. The Formal Client Invitation
When the stakes are higher (think potential big deal), you’ll want to keep it more professional. This email strikes the perfect balance between business and hospitality.
Subject: Invitation to Lunch to Discuss [Project/Opportunity]
Dear [Client’s Name],
I hope this message finds you well. I’d like to invite you to join me for lunch to discuss [Project/Opportunity] and explore how we might collaborate further. It would be a great opportunity to connect in person and discuss our mutual goals.
I’m available on [Date] at [Time], and I’d be happy to meet at [Restaurant Name]. Please let me know if that works for you, or feel free to suggest an alternative time or location that’s convenient.
Looking forward to connecting,
[Your Name]
Pro Tip: Mentioning the project or opportunity gives the lunch a clear focus without making it feel like a stiff business meeting.
3. The “Let’s Network” Lunch
Sometimes you’re just looking to expand your network, and a casual lunch is the perfect way to make that happen. This email works great for colleagues or people you’ve met in your industry that you want to get to know better.
Subject: Let’s Meet for Lunch—Would Love to Connect!
Hey [Name],
I’ve really enjoyed following your work on [Project/Topic], and I’d love the chance to connect over lunch. I’d be interested in learning more about what you’re working on and sharing a few things I’m involved in as well.
Would you be available to meet up sometime next week? I’m free on [Date] and [Date], but I’m flexible if another time works better.
Looking forward to it!
[Your Name]
Random thought: Ever have that feeling when you meet someone at a conference or event and think, “I need to know more about what they do”? That’s what this email is all about.
4. The Lunch with the Boss Email
You’ve decided to ask the boss for a one-on-one lunch—whether it’s to talk shop, share ideas, or just build rapport. This email is respectful, clear, and confident.
Subject: Lunch Next Week?
Hi [Boss’s Name],
I was wondering if you’d be available for lunch sometime next week. I’d love to chat more about [Project/Idea] and get your thoughts on how we can take things forward. It would also be a great opportunity to catch up!
I’m free on [Date] and [Date]. Please let me know if either works for you, or I’m happy to coordinate around your schedule.
Best,
[Your Name]
Pro Tip: Always offer flexibility when inviting your boss—let them suggest a time if they’re swamped.
5. The Follow-Up Lunch Invite
You’ve already had a great conversation with someone, but now you want to build on that relationship over lunch. This follow-up email is perfect for keeping the momentum going.
Subject: Let’s Continue Our Conversation Over Lunch!
Hi [Name],
I really enjoyed our recent conversation about [Topic]. I’d love to continue discussing it over lunch if you’re available sometime next week. I think there’s a lot more we could dive into, and it would be great to chat in a more relaxed setting.
I’m free on [Date] and [Date]. Let me know if either works for you!
Best,
[Your Name]
Random thought: You know when a meeting ends and you’re still buzzing with ideas? That’s what this email is all about—taking that energy to the next level.
6. The “Big Deal” Lunch Invite
When you’re inviting someone to discuss a major deal or partnership, you’ll want to keep the tone professional but still friendly. This email conveys the importance of the meeting without making it sound too formal.
Subject: Invitation to Lunch—Let’s Discuss [Project/Partnership]
Dear [Name],
I hope this message finds you well. I’d like to invite you to lunch to discuss [Project/Partnership]. I believe it would be a great opportunity for us to align on our goals and explore how we can collaborate.
I’m available on [Date] at [Time], and I’d be happy to meet at [Restaurant Name] or another location that’s convenient for you. Please let me know if that works, or feel free to suggest an alternative time.
Looking forward to our discussion,
[Your Name]
Pro Tip: When big deals are on the line, be sure to choose a restaurant that fits the occasion—nothing too loud or casual.
7. The Friendly Colleague Lunch Invite
Sometimes you just want to take a break from the office and chat with a colleague in a more relaxed setting. This email is light and friendly, perfect for a casual lunch with a work buddy.
Subject: Lunch This Week?
Hey [Name],
It’s been a while since we’ve caught up, and I thought it would be nice to grab lunch together sometime this week. No agenda—just a chance to chat and escape the office for an hour.
I’m free on [Date] or [Date]. Let me know if you’re up for it!
Cheers,
[Your Name]
Random thought: There’s nothing quite like a lunch break where you don’t talk about work… unless, of course, you want to.
8. The VIP Client Lunch Invite
When you’re inviting an important client out for lunch, you want to make sure they feel valued. This email strikes the right tone of professionalism and warmth.
Subject: Let’s Schedule a Lunch Meeting
Dear [Client’s Name],
I’d like to invite you to lunch to discuss how we can continue to support your goals with [Company/Product]. It would be a pleasure to treat you to a meal and talk about ways we can strengthen our partnership.
I’m available on [Date] at [Time], and I’d be happy to meet at [Restaurant Name]. Please let me know if that works for you, or feel free to suggest another time and location.
Best regards,
[Your Name]
Pro Tip: Make sure to pick a restaurant that reflects the VIP treatment—think high-quality, upscale, and impressive.
9. The Last-Minute Lunch Invite
Sometimes, inspiration (or hunger) strikes at the last minute. This email is short, sweet, and to the point—perfect for spontaneous lunches.
Subject: Lunch Today?
Hey [Name],
I know this is last minute, but are you free for lunch today? I’m thinking of heading to [Restaurant Name] around [Time], and I’d love for you to join me if you’re free.
No worries if not—just thought I’d ask!
Best,
[Your Name]
Random thought: We’ve all been there—scrolling through emails when suddenly, food becomes the only thing on your mind. This is the email you wish someone would send you in that moment.
10. The Lunch-and-Learn Invite
When you want to invite someone for a lunch that’s more than just food—think knowledge-sharing, brainstorming, or planning—this email sets the tone for a productive meeting.
Subject: Let’s Meet for a Lunch-and-Learn
Hi [Name],
I’d love to invite you to a lunch-and-learn session to dive deeper into [Topic/Project]. It would be a great opportunity for us to brainstorm ideas and share insights over a relaxed meal.
I’m available on [Date] at [Time]. Let me know if that works for you!
Looking forward to it,
[Your Name]
Pro Tip: Make sure to clarify that it’s still a casual meeting—no one wants to feel like they’re going to a lecture with a side of fries.
FAQs
1. What should I include in a business lunch invitation email?
Your email should include the following key details:
- A friendly but professional greeting.
- A specific invitation for lunch, with suggested dates and times.
- A clear reason for the lunch (especially if there’s a business-related agenda).
- Flexibility in case the recipient needs to suggest another time or location.
2. How far in advance should I send a business lunch invitation?
Ideally, send your email at least 3-5 days in advance. This gives the recipient enough time to check their schedule and respond, but it’s not so far ahead that they’ll forget about it.
3. Should I include a location suggestion in the invitation?
Yes, it’s always a good idea to suggest a location, but make sure to mention that you’re open to other options. This shows you’ve put some thought into it, but you’re also flexible to accommodate their preferences.
4. How do I follow up if I don’t get a response?
If you haven’t heard back within a couple of days, it’s perfectly acceptable to send a gentle follow-up email. Keep it light and friendly—sometimes people just need a reminder.
5. What if my lunch invite gets declined?
Don’t take it personally! People have busy schedules, and sometimes they simply can’t make it work. Be gracious in your response and suggest an alternative time or let them know you’re happy to catch up when it’s more convenient.
Final Thoughts
The business lunch invitation email may seem like a small thing, but getting it right can make a huge difference. Whether you’re sealing a deal, building a connection, or just enjoying a break from the office, a well-crafted invitation sets the tone for a productive and enjoyable meeting.
So, don’t stress—craft your email, hit send, and look forward to a lunch that could be the start of something amazing. After all, who can resist a good meal?