What to include
A work invitation has a harder job than a personal one. It goes to people with different schedules, families and comfort levels, and every unanswered question turns into a message to whoever organized it. Cover these and you’ll field far fewer:
- Who is hosting: the company, a department or a team lead
- Date, with a start and an end time
- Venue, full address, and parking or transit notes
- Whether it’s during work hours, and whether attendance is optional
- Whether partners, plus-ones or children are welcome
- Food and drink: a full meal, snacks, and non-alcoholic options
- Dress code, even if it’s “come as you are”
- Anything on the program, such as awards, speeches or a gift exchange
- An RSVP date, and who to contact with questions
Tip: Ask about dietary needs in the RSVP itself rather than in a separate survey. One form gets far more answers than two.
Keep it inclusive
Workplaces bring together people who celebrate different holidays, or none at all. “Holiday party,” “end-of-year celebration” and “winter party” all work for everyone. Save Christmas trees and religious imagery for parties where you know the guest list.
- Schedule around major religious observances where you can
- Mention non-alcoholic drinks, and vegetarian or other dietary options
- Say whether the venue has step-free access
- Make an after-hours party clearly optional, and keep the tone low-pressure
Company-wide party wording
Northwind Partners cordially invites you to our annual holiday celebration. Thursday, December 10 · 6 to 10 pm The Grand Hall, 200 River Street Dinner, dancing and the year’s awards. Partners are warmly welcome.
It’s been a big year, and we want to celebrate it with you. Join us for dinner, drinks and our annual team awards. Friday, December 11 · 7 pm Please reply by November 30 so we can finalize seating.
Cheers to another year! Our holiday party starts right after work. Thursday, December 17 · 5:30 to 8:30 pm The Lantern Room (two blocks from the office) Food and drinks are on us.
Bring the whole family! Our holiday afternoon has crafts, a cocoa bar and a visit from a special guest. Saturday, December 12 · 1 to 4 pm Please include everyone coming in your headcount.
Team and department wording
Team, you’ve earned it. Holiday lunch is on us at Bella Cucina. Friday, December 18 · 12:30 pm We’ll block your calendars from 12 to 2.
Holiday potluck in the break room! Bring a dish to share: something from your family’s table is perfect. Wednesday, December 16 · noon Let us know what you’re bringing when you reply.
Escape the office (literally). Join the design team for an escape room and dinner after. Thursday, December 10 · 4 pm Casual clothes recommended.
To the best team I’ve worked with: let’s close out the year with dinner together. Tuesday, December 15 · 7 pm The Oak Table
Remote and hybrid team wording
Our first virtual holiday party! Games, a quiz and a few surprises. Thursday, December 17 · 3 pm ET / 12 pm PT Watch your mailbox for a little something before the day. The video link will be in your calendar invite.
Join us at the office or online. Holiday party · Friday, December 11 · 4 pm In person: drinks and snacks in the main lounge Online: video link on the invitation page
The remote team, together at last! We’re meeting up in Chicago for dinner and a holiday toast. Friday, December 4 · 6:30 pm Travel details to follow once you reply.
Tip: For mixed groups, add a choice question to your RSVP: “Joining in person or online?” Your totals will split themselves.
Gift exchange and Secret Santa wording
Bring a wrapped gift (around $25) for our white elephant swap. The sillier, the better. Stealing is encouraged.
Want to join the Secret Santa? Say so in your RSVP by November 20 and we’ll send your match. Spending limit: $20.
No gifts this year. Instead, we’re collecting new toys for the Riverside Children’s Center. Bring one to the party if you can.
Short and casual one-liners
Eat, drink and be merry. The company’s buying.
Our calendars are full, but there’s always room for cake. Holiday party, Thursday at 4!
Ugly sweaters strongly encouraged. Prizes for the worst.
You survived the year’s deadlines. Come celebrate surviving them together.
Out-of-office reply: at the holiday party.
Join us to toast the year: the good, the bad and the endless video calls.
Save the date wording for big company parties
For a company-wide event in December, a save the date in October gets the party on calendars before anything else does.
Save the date: Northwind holiday party Thursday, December 10 · evening Invitation with all the details to follow.
Hold the date! Our holiday party is Friday, December 11. Plus-ones welcome. Full details coming soon.
RSVP and reminder wording
Please reply by November 30 so we can give the venue final numbers.
Quick reminder: we’d love to know if you can make the holiday party on December 10. Replies close Monday.
Last call! We’re sending our headcount to the caterer tomorrow. Tap the link to reply in a few seconds.
More on getting everyone to answer in how to get guests to RSVP.
When to send it
- Save the date: 8 to 10 weeks before a company-wide party, usually in October
- Invitation: 6 to 8 weeks ahead for a company-wide party, 3 to 4 weeks for a team event
- RSVP date: 1 to 2 weeks before the party, a few days before the caterer’s deadline
- Reminder: about a week before the RSVP date, then a last call the day before
See the full invitation timeline for every occasion.
Send it and track replies
Choose one of our holiday party designs, add your details and email it to up to 500 colleagues. You’ll see who has opened it, and you can send up to three reminders only to people who haven’t replied. Add meal choices or a question about the gift swap, then export everything to CSV for the venue.