Invitation Letter

The association of invitation letters with celebrations is quite primitive. By far it is one of the most popular ways of inviting relatives, friends, colleague and business clients to important events. In a formal situation, an invitation letter refers to the request regarding the attendance of a prominent person, a group of people or representative of an organization at some particular event. The tone of these letters is generally polite and semi-formal. It has an element of persuasion, as the purpose of the letter is not merely to invite but also to ensure that the recipient agrees to attend the event. It is a fine combination of present and future tenses where words and phrases are linked to present the content in an impressive manner.

An invitation letter can be written for the following purposes:

• To invite for a business anniversary
• To announce an engagement
• To announce an alumni meet
• To invite for a job related party or retreat
• To announce a special meeting
• To invite for the graduation party
• To invite the spokesperson for a conference or seminar
• To invite to a business social event
• To invite a prospective customer to a sales appointment. Presentation or demonstration
• To invite to a wedding, anniversary or house-warming ceremony.

An invitation letter is considered to be one of the most special ways to express your thoughtfulness and interest in inviting someone to an event. The tone and choice of words depends on the occasion and closeness of a relationship. For example, if it is an invitation for a wedding ceremony and you need to send it to your close relatives or friends you can draft the invitation letter in an informal manner. You can even mention some events that can bring on nostalgia. Basically these invitation letters are personal in nature. However, if an invitation letter for the same theme is to be sent to your employer or business clients, the content should be a bit formal. No matter whether an invitation letter is formal or informal in nature, it is important to include the occasion, date, time and venue. If possible, include some special information such as the directions to your house or the venue in the letter. Generally, people attach a map of the venue with the invitation letter.

Following points will help you draft an effective invitation letter:

• Mention the name of the person sponsoring the event.
• Specify the names of the invitees as well as if they can bring along someone with them.
• Explain the type of the social event in brief.
• Many events have a dress code, so mention it specifically if any dress code needs to be followed.
• Mention your contact number and close the letter with “R.S.V.P.” It is French abbreviations for please reply.

The basic structure of an invitation letter mainly consists of five parts. They are as follows:

• Initial details such as the sender’s address and date along with the recipient’s name and address as well as greeting.
• Introduce yourself or the organization or group your intend to represent.
• Then describe the nature and purpose of the event along with all necessary as well as special details regarding the importance of the occasion. You can also specify if the person needs to bring any item along with them or any special role that they need to play in the event. You should also mention a particular date by which you need a reply.
• Include a brief sentence indicating hopes for the attendance of your guests or anticipation of their response in the conclusion.
• Make a formal or informal sign-off depending upon the nature of the invitation letter.

Here is a sample of an invitation letter to give you an idea of how to draft the content of an invitation letter:

Capetown Primary School
Main Street
Capetown 4890
February 22, 2007

Mrs. Jonie Brown
President
Capetown Chamber of Commerce
35 Business Street
Capetown 4890

Dear Mrs. Brown

My name is Harry Sally, and I am writing on behalf of the students of Yellow Terrace Primary School. We would like to extend our invitation to you to attend a special event to be held at our school in a couple of week’s time.

Most of our students have been working on a project to devise solutions to the difficulties that are common with youngsters in our town. It relates to the unemployment problem of the youth. An audiovisual presentation will be held in the school library at 11.00am on Tuesday, 2nd March that will outline the experience of such people, findings and a variety of proposals that are believed to help generate jobs for more and more people.

Several students will also receive community service awards from Mayor Steffny Bridges. Some refreshments will also be provided right after the proceedings.

You are one of the most inspiration persons and eminent community leaders we are hoping will be able to take time for the presentation. We would be grateful if you could you please let us know if you will be able to attend, by contacting the school on 7755 4499 before Monday 26 February 2007.

We look forward to seeing you there.
Yours sincerely