Greenvelope lets you create a branded corporate event invitation, import your guest list, and send it by email or text message in supported countries, with RSVPs collected on the invitation. Guests can RSVP without creating an account, and you can export the responses recorded for the mailing.
A corporate invitation may need brand approval and a guest list assembled from several teams. Before you build it, decide who owns the list, whose name appears as the sender, and who approves the mailing. This guide walks through the seven steps in Greenvelope's own interface, using the labels from its help center as read on November 13, 2026, then covers what guests see from a business sender, follow-up after the send, a dated example for a product launch with 192 invited guests, and when to send. Greenvelope is this guide's recommendation for sending corporate event invitations because it combines artist-designed invitations, an ad-free experience for hosts and guests, and replies without a guest account. If you are still choosing a service, our comparison of the best business invitation platforms covers the alternatives, and if you are still writing the card, our corporate event invitation wording guide has complete examples.
At a Glance
- Build the mailing as an invitation, because on Greenvelope only invitations collect RSVPs, then either add your logo to a designer template or upload a finished card as a .jpg, .jpeg, .png, or PDF file
- Decide whose name each guest should see before you import the list: a Greenvelope Business account can add up to 20 senders to one mailing and assign one to each contact, so a client hears from the person they work with
- Import the list from an Excel or CSV file, or from a Salesforce campaign, instead of typing it, and tag contacts such as Press or Speakers so you can filter the list and limit a question to one group
- Send a test to yourself and to the people who approve the event, then send right away to selected contacts or use Schedule Send, which delivers to every unsent contact at the date and time you set
- Send product launch invitations 4 to 6 weeks ahead and most client receptions 3 to 4 weeks ahead, and set the RSVP date a few days before the earliest date your caterer or venue needs a final count
- Single mailings start at $19 for a guest list of up to 20 people, with pricing based on list size and no subscription required. Paid accounts start with 500 text messages, with more available to purchase. Our cost guide covers larger lists
Five Decisions to Make Before You Build a Corporate Invitation
Before you open Greenvelope, settle the five questions below with the people who own the event. Each one changes a setting later, and each is easier to answer once than to fix after the send.
- Who is inviting? An invitation can come from the company, from one executive, or from the person each guest already knows. That choice decides the host line on the card and the sender name on the email.
- Where does the list live, and who owns each name? Ask sales, partnerships, and the executive team for their names in one spreadsheet, with a column for the colleague who owns each relationship. That column does real work in step 6.
- What brand files do you have? A logo file is enough to brand a template. If your design team has made a finished card, ask for it at one of the upload sizes listed in step 1.
- May guests bring someone? Decide which guests may bring someone and set their plus-one allowances accordingly. Make sure the card wording matches those settings; use a blanket "this invitation is for you only" line only when nobody has a plus-one.
- When does the caterer or venue need a number? Your RSVP date comes from that final-count date, not the other way around.
How to Send Corporate Event Invitations Online, Step by Step
Greenvelope's help center files these tasks under the Design, Details, and Send steps of a mailing, and the seven steps below move through them in that order; follow-up happens on the Track step. Each interface label is taken from the linked help center article.
1. Start an invitation and choose a design or upload your own
On Greenvelope you have two routes to a branded card. The first is a designer template from the business invitation collection. One example is Innovative Impression by Carmia C., an abstract geometric design that comes in Blue, Pink, Green, Grey, and Black. Each product page lists the design's colorways and editable fonts. The second route is your own finished artwork: under the Design step, open the Select Design section, click Add Your Own, and choose a card size to upload your own design. The help center lists .jpg, .jpeg, .png, and PDF files at 1710 by 2430 pixels for a portrait card, 2430 by 1710 for landscape, 2100 by 2100 for square, and 1710 by 1050 for a small landscape card. An upload is the whole card as one image, and it keeps the same guest list, sending, and RSVP tracking as a template. Our guide to sending a Canva or PDF invitation with RSVP tracking covers that route in detail.
Make sure the mailing is an invitation, because on Greenvelope only invitations collect RSVPs; save the dates, announcements, and cards do not. If you picked the wrong type, the Mailing Type dropdown under Details, Information, Advanced Options changes it any time before you send. A trial send to up to 10 people needs no credit card, so you can build the invitation and show it to your team before you pay.
2. Add your logo, your wording, and envelope branding
Greenvelope's card editor is under the Design step, in the Edit Card section. Click the Add Image or Video button to place a logo on a template; the editor accepts more than one image, so a partner or sponsor mark can sit beside yours. Click once in a text box to move or resize it and click again to edit the text. Lettering that is drawn into a template's artwork stays as designed, and changing the artwork itself is an optional paid custom design service. Customization options vary by design.
The card needs the host, what the event is, the date and time, the place, what guests can expect, the guest policy, and how to reply. Here is one complete invitation; replace the bracketed placeholders and check the weekday against a calendar.
Tessaly Robotics
invites you to the launch of the T4 warehouse arm
Thursday, April 22, 2027
5:30 to 7:30 p.m.
[Building name], [street address], [City, State]
Live demo at 6:15, with drinks and appetizers
Space on the demo floor is limited, so this invitation is for you only
Please RSVP on this invitation by Monday, April 12
The brand can carry onto the envelope as well. In the Design step's Edit Envelope section, the Stamp tab has a Custom Stamp style where you can upload your own stamp, such as a logo at 140 by 100 pixels for a landscape stamp, and the Text tab lets you select the Back of the envelope and choose Custom Image to put an image on the envelope flap. The animated envelope is an available presentation, not a requirement.
3. Enter the event details, agenda files, and sponsors
Greenvelope keeps the event facts under the Details step, in the Information section. Enter the Date and Time and check the time zone, then add the venue in the Location section. Once a date and time are set, an Add to Calendar link appears beneath the address on the details page, which matters for guests who plan their week from a work calendar.
Scroll down to Enable Event Details and make sure the toggle is on. That turns on the details panel beside the card, which holds what does not fit on it. Two of its options suit business events. Check Add attachments to attach up to 5 files of up to 20 MB each, such as an agenda, a parking map, or a speaker sheet, that guests can download from the details page. Check Add Sponsors to add a sponsors section when partners are underwriting the event.
4. Set up the RSVP page for a business headcount
On Greenvelope, open the Details step and the RSVP Page section, and confirm the RSVP toggle is on. In the Basic RSVP Info sub-section, toggle the switch to add your requested RSVP Date, and repeat the same date in the card wording. Guests reply yes or no. Entering the date does not schedule a reminder, and RSVPs do not close automatically on that date. If the room has a firm limit, the Maximum capacity toggle in the same sub-section caps how many guests can reply yes.
In the Survey Questions section, click Add a New Question to add a custom question. The help center documents four formats: dropdown, multiple choice, checkbox, and write-in. Questions appear after a guest selects an RSVP response, and ordinary survey answers are recorded with that mailing's RSVP information. Ask only what the caterer, the venue, or the front desk will ask you for: dietary needs, a session choice, the name for a badge. A question can also be limited to a contact tag, so only guests with that tag see it, which is how you ask press contacts about interview slots without showing the question to customers. Our guide to tracking RSVPs for a corporate event covers what a business RSVP should ask and how to reconcile the count.
5. Choose the sender names and add a cohost
Greenvelope lets a Business account send one mailing from several people. Under Details, in the Information section, click + Additional Senders to set up multiple senders; the help center allows up to 20 senders per mailing, and adding them carries no extra fee. Each contact is then assigned one sender, which controls the sender name on that contact's email. A customer can hear from their account manager and an investor from the chief executive, in one mailing with one guest list and one RSVP count. Add the senders now, before the list goes in, so the import in step 6 can assign them.
If a colleague needs to work on the mailing without your login, expand Notifications and Cohosts in the same Information section, click + Add Cohost, and enter their email address to add a cohost. A cohost can edit the design and details, edit the guest list, send, message guests, and track responses. A cohost cannot view your full address book, change account settings, or make purchases.
6. Import the guest list from a spreadsheet or a supported CRM connection
Greenvelope's guest list is on the Send step. Click Add Contacts and select Upload Spreadsheet to import from Excel. The help article offers a business template to download, with directions for each column; if you use it, the headings are recognized automatically, and otherwise you map your columns before continuing. Greenvelope then lists any notifications about the pending upload, and you click Complete Upload to finish. A list kept in Google Sheets or Apple's Numbers is exported as an Excel file first. To assign senders in bulk, add a Sender column to the spreadsheet before you upload it. You can also change one contact's sender from the contact's edit window, or select several contacts and click Edit.
If the invitees are members of a CRM campaign, a connected Salesforce account can import contacts from a Salesforce campaign: on the Send step, click Add Contacts, select from Salesforce, pick the campaign, and click Start Import. First name, last name, email, and company come across, and attending and not attending replies can be mapped back to the campaign member status. Greenvelope also documents a Microsoft Dynamics connection that imports contacts and syncs RSVP data back.
Three touches make a business list easier to manage once it is in:
- Tags. Click the + Tag link in a contact's row to add a tag such as Press, Speakers, or Board, or select several contacts to tag them together. Tags filter the list and can limit a survey question to one group.
- Plus-ones. Open a contact and set the Allow +1? dropdown to manage plus-ones for that person, or select several contacts and click Edit to set them together.
- Guests reached by phone. A contact saved with a mobile number and no email address is sent the invitation by text message in supported countries when you send.
Every person on the list counts toward the mailing's guest list size, so remove duplicates and old test contacts before you purchase.
7. Test with the people who sign off, then send or schedule
Greenvelope adds the account holder to the guest list by default, so to send a test card, click Send next to your own name on the Send step. To show the people who approve the event, add them with Add Contacts and send to them too. Open the test on a phone and on a work laptop, then go through this list before any guest sees it:
- The company name, the event name, and every executive's name and title, letter by letter
- The weekday against the date, the start and end times, and the time zone
- The logo on the card and the stamp, on a small screen and a large one
- The venue address, every link on the card and details page, the date and time added to the calendar, and each attachment
- The RSVP date on the card and on the reply page, and each survey question, answered as a guest would
- The sender name on the email, with one test contact assigned to each sender
- The reply-to address, where a reply to the test email goes, and who will monitor those replies
- The guest list itself: the count, the tags, and the plus-one settings for each group
When the test is approved, send from the same Send step. To send right away, select contacts with the checkboxes and click the green Send Invitations button, which sends only to the contacts you selected. That is also how you send in batches, such as executives and speakers first and the wider list a day later: select the Unsent filter, check the next group, and send. To pick a date and time instead, click Schedule Send. A scheduled send goes to every unsent contact, including anyone added between scheduling and the send time, so do not leave contacts on the list that you are not ready to invite. Our comparison of invitation platforms that schedule sending explains the difference in more detail.
What Guests See When a Company Sends the Invitation
Greenvelope shows guests no third-party advertising, so the branding on the card and envelope is the branding you put there. The sender name on the email is the sender you assigned in step 5. The delivery around the card is Greenvelope's: its help center says standard invitation emails come from a short list of Greenvelope addresses, that the button that opens the invitation links to a Greenvelope address, and that cards are hosted on greenvelope.com. Guests never need to sign in or install an app to open the card or reply. If a guest asks whether the email is real, the help article How Can I Tell if a Greenvelope Invitation or Email Is Real? lists those markers.
A Business account can also purchase custom sending, so invitations come from an address at your own domain. It is switched on under Details, Information, Advanced Options, and it requires your IT team to publish a DKIM record in your domain's DNS. Even then, the help center notes, the reply-to address stays a Greenvelope address. A recognizable sender name can help guests identify the host. Accurate contact details can help reduce delivery problems, but individual messages may still be filtered. Our guide to keeping email invitations out of spam covers what a host controls.
After You Send: Bounces, Reminders, and the Handoff
Greenvelope's follow-up tools sit on the Send and Track steps, and a business list needs them in a set order: fix what did not deliver, remind the people who have not answered, then hand clean numbers to the people who need them.
- Bounced addresses. On the Send step, the Undeliverable tab lists the cards that could not be delivered. Business lists age quickly as people change jobs, so check it the day you send, correct the address with the contact's owner, and send again to that contact.
- Unopened invitations. With the Delivery Optimizer on (Details, Information, Advanced Options, Resend Cards with Delivery Optimizer), unopened invitations are resent 3 days after the first send, and guests who have opened the card or responded are left alone.
- Reminder emails. On Track, click Set or Edit Auto-Reminders, choose the RSVP Reminders tab, and click Send Now or Schedule Reminder to send or schedule an RSVP reminder. It goes by email to contacts who have not responded, and you can add a short message. This guide's recommendation is one reminder about a week before the RSVP date, a brief final note on the date itself, and one personal follow-up a day or two later from the colleague who owns the relationship. Send each round only to guests who have not responded, using one message per guest by email or text. Give a specific cutoff date in the final personal follow-up.
- Guests reached by phone. The scheduled reminders are emails, so a guest with only a mobile number needs a text. On a paid account you can send one through the Message Center in supported countries, or the contact's owner can text them and ask them to reply on the invitation.
- Missing answers. If a guest has accepted but left a necessary question unanswered, send that guest a targeted message asking for the missing information.
- Replies that reach a colleague instead. When a client tells their account manager "count me in" by email, record it: on Track, click the "?", "Y" or "N" box beside the guest's name to update the RSVP by hand, so the list stays the single record.
- A change after sending. If the start time or the room changes, you can go back and edit the card for up to five months, and guests see the updated card at their existing link. Message them about the change as well, since a guest who has already replied may not open the invitation again.
- The handoff. Before the caterer's deadline, click the download icon at the bottom of the guest list on Track to export the guest list and RSVPs to Excel or CSV. From the same step you can select guests and click Name Tags to generate name tags, with templates that take a company logo.
For the words themselves, our RSVP reminder texts guide has short messages you can adapt.
A Product Launch Reception for 192 Invited Guests: An Illustrative Example
This Greenvelope example follows one mailing from the first build to the caterer's final count. Tessaly Robotics, a fictional company, is launching a product with a reception on its demo floor on Thursday, April 22, 2027, from 5:30 to 7:30 p.m. Jordan, the company's events coordinator, builds the invitation on the Innovative Impression design by Carmia C. The caterer needs a final count on Thursday, April 15, so Jordan sets the RSVP date three days earlier, on Monday, April 12.
- Monday, March 8, 2027: Jordan starts the invitation, adds the company logo to the card and the stamp, attaches a parking map, and sets the April 12 RSVP date. Two questions go on the RSVP page: a write-in question for dietary needs, and an interview-slot question limited to the Press tag.
- Tuesday, March 9: Jordan adds three senders: the chief executive, the vice president of sales, and the head of partnerships. The spreadsheet from the three teams has 180 names and a Sender column: 48 investors, press, and advisors from the chief executive, 102 customers and prospects from sales, and 30 partners from partnerships (48 + 102 + 30 = 180). Jordan uploads it and tags the 14 press contacts.
- Thursday, March 11: Jordan sends test cards to the three senders. The vice president of sales catches a wrong title on the card. Jordan fixes it, removes the test contacts so the list holds guests only, purchases the mailing at a guest list size that leaves room for late additions, and schedules the send for Tuesday, March 16, at 10:00 a.m.
- Friday, March 12: Sales adds 12 prospects, all assigned to the vice president of sales, which brings the list to 192 (180 + 12 = 192). Because a scheduled send covers every unsent contact, they are included on Tuesday with no other change.
- Tuesday, March 16: The invitations go out, a little over five weeks ahead. That afternoon the Undeliverable tab shows 5 addresses. The contact owners supply current addresses, and Jordan sends again to those 5.
- Friday, March 19: With the Delivery Optimizer on, invitations are resent to guests who have neither opened the card nor responded.
- Monday, April 5: One week before the RSVP date, Jordan sends an RSVP reminder email to the guests who have not replied, with a note added: "We'd love to see you at the T4 launch on April 22. Please RSVP on the invitation by Monday, April 12 so we can plan food and drinks."
- Monday, April 12: The RSVP date. Jordan sends a brief final reminder to the guests still outstanding.
- Tuesday, April 13: Jordan identifies the guests who have not replied and shares each sender's list with them. Each sender writes a short personal note. From the vice president of sales to a customer: "Hi Priya, we'd love to see you at the T4 launch on April 22. Could you RSVP on the invitation by Wednesday, April 14? We need to give the caterer our final count on April 15."
- Wednesday, April 14: Six guests answer their sender directly by email, four yes and two no, and Jordan records each one on Track.
- Thursday, April 15: Jordan exports the guest list and RSVPs. The expected headcount based on RSVPs is 118, with 47 guests not attending and 27 who never replied (118 + 47 + 27 = 192). The caterer's number is the 118 guests plus 16 staff, 134 in all (118 + 16 = 134). The press contacts' interview answers go to the communications lead, and Jordan generates name tags for the 118.
The dates and numbers are illustrative.
When to Send Corporate Event Invitations
For corporate invitations on Greenvelope, the send date depends on the kind of event and on who has to travel. These are planning guidelines, not rules, and the caterer's or venue's final-count date outranks all of them.
- Product launches: 4 to 6 weeks before the event
- Company holiday parties: 4 to 6 weeks before the party
- Client receptions, open houses, and most other gatherings: 3 to 4 weeks before
- Conferences and galas: start with a save the date 3 to 6 months ahead, earlier for travel or a multiday program, then follow with the invitation once the details are firm
Set the RSVP date a few days before the earliest date a supplier needs a final count, so there is time for one round of follow-up. Our timing guide maps each event type, and our guide to sending a business save the date online covers the earlier mailing. On Greenvelope a save the date and the invitation that follows are separate mailings, and the invitation's list can be imported from the address book, filtered to the earlier mailing.
Frequently Asked Questions
How to send corporate event invitations online?
On Greenvelope, start an invitation, add your logo to a designer template or upload your own finished card, enter the event details, set the RSVP date, import the guest list from a spreadsheet or a supported CRM connection on the Send step, send a test to the people who approve it, and send by email or by text message in supported countries. Guests reply on the invitation without creating an account, and the Track step shows every response. You can send reminder emails to guests who have not replied and export the list for the caterer or venue.
Can I send corporate event invitations with my company logo and branding?
On Greenvelope, yes, by two documented routes. You can add a logo to a designer template with the Add Image or Video button in the card editor, or upload a finished card as a .jpg, .jpeg, .png, or PDF file with Add Your Own under Select Design. A custom stamp and an image on the envelope flap can carry the logo onto the envelope too.
Can corporate invitations come from different people at the company?
On Greenvelope, yes, with a Business account. Add up to 20 senders to a mailing with the + Additional Senders button under Details, in the Information section, then assign a sender to each contact one at a time, in bulk, or with a Sender column in the spreadsheet you import. The assigned sender controls the sender name on that contact's email.
How do I import a corporate guest list from a spreadsheet or CRM?
On Greenvelope, click Add Contacts on the Send step and select Upload Spreadsheet to import an Excel or CSV file, mapping your columns if you did not use the downloadable business template. A connected Salesforce account can import the members of a campaign from the same Add Contacts button, and the help center also documents a Microsoft Dynamics connection. Review the upload notifications before you complete the import.
Can I schedule corporate event invitations to send later?
On Greenvelope, yes. Click Schedule Send on the Send step and choose the date and time, and the invitations go out then to every unsent contact, including contacts added after you scheduled. To send to one group first and the rest later, select those contacts and use the Send Invitations button instead.
How far in advance should you send corporate event invitations?
As a planning guideline, send product launch and company holiday party invitations 4 to 6 weeks ahead and most client receptions 3 to 4 weeks ahead. Conferences and galas usually start with a save the date 3 to 6 months before the event. Set the reply date a few days before the earliest date the caterer or venue needs a final count.
Can I send corporate event invitations by text message?
On Greenvelope, yes: invitations can go by text message in supported countries, and a contact saved with a mobile number and no email address is sent the invitation by text. Paid accounts start with 500 text messages, with more available to purchase. Choose each guest's channel from the contact details you trust and what they have told you they prefer.
Explore more guides in the Greenvelope resource hub: