A calendar invitation with a time and company name may be enough for a colleague. First-time visitors also need to know which building, entrance and reception to use. Keep practical details together so visitors can find them on their phone when they arrive.
What should the guest invitation contain?
- Time, expected end time and purpose of the visit.
- The full address, the correct entrance and possibly a map link.
- The host’s name and a way to contact them if the visitor is delayed or cannot find the entrance.
- A brief explanation of where visitors should report their arrival and wait.
- Practical information about parking and access when relevant to the visit.
Ask whether the visitor will need assistance on arrival. Discuss specific needs directly with them, and check the route to reception and the meeting room. Confirm that the route is accessible before promising it is.
Divide the responsibility between host and reception
The host arranges the visit and ensures that the reception knows the expected arrival. The reception must know who is picking up the guest and who can be contacted if the host is busy. Arrange a substitute if necessary.
Pre-registration means that the visit is prepared before arrival. Check-in registers the actual arrival. An invitation or a name on the list of expected guests is therefore not in itself proof that the guest has arrived.
An example of a short arrival message
Adapt this template to your office: We will meet on [date] at [time] at [address]. Use the entrance by [landmark], and report your arrival at [reception/check-in point]. I will meet you there. If you are delayed or need help, contact me via [contact method]. The visit is expected to finish at [time].
Only add parking instructions if you know the applicable rules and options. An invitation is not automatically a parking reservation or an entry permit.
When time, participants or host change
Update the invitation and check the visit prepared in your visitor registration system too. Follow your agreed process rather than assuming all systems update together. Tell reception about last-minute changes and make sure the visitor has the latest details.
For group visits, assign one person to coordinate the attendee list and welcome arrangements. Agree whether the group will arrive together, where they will wait and who will assist late arrivals.
How MyDesk can help you prepare
With MyDesk guest registration guests can be pre-registered from Outlook. The reception can also import a guest list for a group visit. At check-in, the host may receive an email; SMS requires activation. The specific messages and workflows depend on your setup.
Read our overview of guest registration from invitation to departure for the rest of the visit process. If you also need food or drinks, use the checklist for meeting catering.
Read the message as a first-time visitor
Open the invitation on a phone. Can you find the entrance, understand what to do on arrival and contact someone without knowing the office? Clarify any unclear points before sending. A clear invitation gives visitors and reception a shared plan.