10 Best Team Outing Email Samples for a Memorable Outing

Hey there,

Are you in charge of organizing a team outing but don’t know where to start? Look no further. I’ve got a few team outing email samples that will make planning the perfect event a breeze.

Whether you’re planning a day trip to a nearby amusement park, a group hike, or a weekend retreat, these email samples will help you communicate the details to your team in a clear and concise manner.

Not sure what to say? No worries! You can use these samples as a template and edit them as needed to fit your specific outing plans.

Planning a team outing can be a daunting task, but with these email samples, it doesn’t have to be. So, without further ado, let’s dive into the first sample email and get your team outing on the books!

The Ultimate Structure for Your Team Outing Email Sample

Team outings are a great way for employees to bond, relax and recharge their batteries. As a team leader or HR professional, it’s important to ensure that your email invites are well-structured and engaging, to encourage maximum participation and excitement. In this article, I will be sharing with you the ultimate structure for your team outing email sample, using the writing style of productivity expert, Tim Ferriss.


To grab the attention of your employees, it’s essential that your email has a catchy and engaging subject line. According to Tim Ferriss, the ideal structure for your subject line should be a benefit statement that creates curiosity. Here are some sample subject lines:

  • Time for some Fun: Join us for an Outing!
  • Celebrate our Team-Spirit: Team Outing 2019
  • Let’s Unwind Together: You’re Invited to our Team Outing


The beginning of your email should acknowledge your employees’ hard work and contribution, and then segue into the purpose of the email, which is the team outing. Here’s a sample introduction:

Hi Team,

As the year draws to an end, I’d like to take this opportunity to recognize and appreciate all your hard work and dedication. You have been the backbone of our organization and have played an integral role in our success this year. To celebrate our teamwork and unwind from the daily grind, we have planned a fun-filled team outing for you all.

Details of the Outing

The next section of your email should provide details about the team outing. Here’s how you can structure this section:

Date and Time

Mention the date, time and duration of the event. Be sure to include any time-off requirements, such as early dismissal or flexible work arrangements, to ensure maximum participation. Here’s a sample structure:

When: December 15, 2019, from 2 pm to 8 pm

Where: Water World, 123 Main Street, Anytown USA

Time off: Employees will be allowed to leave early on December 15, with a three-hour early dismissal at 11 am.


List the activities that will be included in the team outing. Provide a brief description of each activity to get your employees excited about the event. Here are some examples:

1. Water World Rides: A fun-filled experience for all your adrenaline junkies!

2. Bonfire and Barbecue: No better way to bond than over some grilled food and warm fire.

3. Games and Activities: Engage in some team-building games and activities to foster communication, cooperation, and teamwork.

Transportation and Logistics

In this section, give details of transportation arrangements, such as carpooling, shuttle buses, or a private coach, and highlight any expected arrival times to provide a seamless experience. Here’s an example:

We will be providing a shuttle bus service departing from our office premises at 1:00 pm to transport employees to the venue. The shuttle will be available to take you back to the office premises at the end of the event. Please note that the bus will leave on time, so ensure that you arrive at the designated location ten minutes before the scheduled departure time.


End your email on a high note by summarizing the purpose of the outing and expressing your excitement to see your employees in a non-work setting. Here’s a sample conclusion:

We hope that this team outing will provide a much-needed break for you all to relax, recharge, and bond over some exciting activities. We look forward to seeing you all outside of our official work setting and fostering our team spirit even further.


To wrap up your email, add a personal touch by including your signature, along with your contact information, should your employees need to get in touch with you. Here’s an example:

Best regards,

Jane Doe

HR Manager, XYZ Corporation

Email: [email protected]

Phone: 123-456-7890

By following this structure, your team outing email sample will be engaging, well-structured, and easy to follow, ensuring maximum participation and excitement from your employees. So go ahead and start planning that perfect team outing to recharge your team and build your team spirit!

7 Sample Team Outing Email for Different Reasons

Team Building Outing

Dear Team,

It’s been a long time since we spent some quality time together outside of work. Hence, I recommend that we organize a team building outing to improve our bonding and communication skills. We can plan a day trip to the nearby national park or have a fun-filled day at an adventure park. The day will also include some ice breaker activities and team building games to improve our team’s cohesion.

Looking forward to your suggestions and feedback.

Best regards,

[Your Name]

End of Quarter Celebration

Dear Team,

We have reached the end of another successful quarter, and it’s time we acknowledge our hard work and achievements. I suggest we organize a team outing to celebrate our accomplishments. We can plan a dinner party at a fancy restaurant or a night of dancing at a club. This outing will help us relax and unwind after a long period of hard work.

Please share your thoughts and preferences on the date and venue.


[Your Name]

Team Member’s Birthday

Dear Team,

One of our team members is celebrating their birthday next week, and I propose that we organize a surprise outing for them. We can have a surprise party at the office or take them out for lunch. We can also have some fun activities and games planned to make their day even more memorable.

Please let me know your thoughts and ideas on how we can make this day special for our team member.

Thank you,

[Your Name]

Team Retreat

Dear Team,

As the year comes to an end, I propose that we organize a team retreat to reflect on our achievements and plan our goals for the upcoming year. We can book a resort or a hotel near the beach or the mountains, where we can have some relaxation time along with team building activities. This retreat will help us recharge and come back stronger for the new year.

Please share your thoughts and preferences on the date and venue.

Best regards,

[Your Name]

Holiday Celebration

Dear Team,

The holiday season is here, and it’s time we celebrate it together. I recommend that we organize a team outing to enjoy the festive spirit. We can plan a dinner party or a night out to see decorations and lights. This outing will also help us to strengthen our team’s bond and improve our team spirit.

Looking forward to your suggestions and feedback.


[Your Name]

Training Outing

Dear Team,

We have a new project coming up that requires our team to update our skills and knowledge. Hence, I recommend that we organize a training outing to attend an industry-specific conference or workshop. This outing will not only help us improve our skills but also improve our networking opportunities.

Please share your thoughts and ideas on the training we can attend.


[Your Name]

Volunteer Outing

Dear Team,

We have been fortunate enough to have a successful year, and it’s time we give back to society. I propose that we organize a volunteer outing to a local non-profit organization. We can spend a day volunteering and making a difference in the lives of those in need. This outing will not only help us give back to society but also strengthen our team’s bond.

Please share your thoughts and ideas on the organization we can volunteer with.

Best regards,

[Your Name]

Tips for crafting a perfect team outing email sample

Team outings are critical in building team morale, strengthening relationships and fostering a healthy work environment. Sending an email to your team about an upcoming team outing can be tricky as you want to make sure everyone feels included, excited and informed. Here are some tips to craft a perfect email sample that will ensure your team outing is a success.

1. Start with a catchy subject line

Your email should have a subject line that grabs the attention of your team and makes them want to read more. Be creative, but don’t make it too long. Keep in mind that the subject line is the first impression your team will have of your email. So, make it count!

2. Mention the purpose of the team outing

It’s important to explain the reason for the team outing in your email. Whether it’s to celebrate a milestone, have some fun or bond over shared interests, your team needs to know why they are being invited. This will help create anticipation and excitement among your team members.

3. Provide details about the event

Your email should contain all the necessary information about the event, such as the date, time, location and duration. It’s also a good idea to mention any dress code or specific instructions that your team needs to follow. The more details you provide in the email, the more likely your team members will be to attend and enjoy the team outing.

4. Include an RSVP link

Make it easy for your team members to RSVP by including a link or reply-to email address. This will help you get an accurate headcount and ensure that you don’t miss anyone. You can also ask your team members for any special requests or dietary requirements in the RSVP form.

5. Encourage participation

Encourage your team to participate in the team outing by highlighting the benefits of attending. Mention the activities that will be taking place, the skills they will learn, and how the outing will contribute to building stronger relationships among team members. Make your team feel valued and that their participation is essential.

6. Follow-up with a reminder

A few days before the scheduled team outing, send a reminder email. Reiterate the purpose of the event, provide any last-minute updates, and confirm the attendance of those who have RSVP’d. This will help ensure that everyone shows up and that the team outing goes smoothly.

By following these tips, you can create a perfect email sample for your team outing, one that is informative, inclusive and exciting. Remember, the purpose of a team outing is to build morale, it’s worth going the extra mile to ensure everyone is involved and looking forward to it.

FAQs related to Team Outing Email Sample

What is a team outing email?

A team outing email is a message sent to members of a team informing them of an upcoming event or outing that they are expected to attend.

Why is a team outing important?

Team outings are important for building team spirit, strengthening relationships, and creating a positive work environment.

What should I include in a team outing email?

A team outing email should include the date, time, location, dress code, and any other important details about the event. It should also remind employees of the importance of attending.

When should I send out a team outing email?

A team outing email should be sent out well in advance of the event to give employees ample time to plan and make arrangements to attend.

What if an employee cannot attend the team outing?

If an employee cannot attend the team outing, they should let their manager know as soon as possible, explaining the reason for their absence.

Can I invite family members to the team outing?

Whether family members are invited to the team outing will depend on the nature of the event and the company’s policies. If in doubt, check with HR.

Is attendance at a team outing mandatory?

Attendance at a team outing may be mandatory depending on the nature of the event and the company’s policies. If unsure, check with your manager or HR.

What if an employee does not want to attend a team outing?

If an employee does not want to attend a team outing, it is important to discuss this with their manager and try to come to a compromise or alternative solution.

What are some tips for making the team outing a success?

Some tips for making a team outing a success include choosing an activity that everyone will enjoy, communicating clearly with employees, and encouraging everyone to participate and have fun.

Thanks for Reading!

We hope that this team outing email sample has been useful for planning your next team event. Remember to be inclusive and consider everyone’s preferences when deciding on the activity. Don’t forget that team outings are a great way to boost morale and build stronger bonds among colleagues. We hope you have a fantastic time with your team! And we would appreciate it if you stayed tuned for more helpful articles from us in the future. Thanks for visiting and have a great day!