INVITATION:
A written or verbal request inviting someone to go somewhere or to do something.
The action of inviting someone to go somewhere or to do something.
A situation or action that tempts someone to do something or makes a particular outcome
likely.
How to Write an Invitation Letter
An invitation letter serves the purpose of inviting a guest to a party, event or
celebration while conveying more information than a traditional invitation card. It
serves two purposes; one, to invite the individual to the event and two, to ensure that
the person receiving the letter is going to attend.
There are two tenses used within the invitation letter, the present and the future. The
present tense conveys information about the event and the future tense ensures the
guest is going to attend.
Business Invitation Letter
An invitation letter is a formal way to invite peers and clients to events which are
being hosted by the company and are one of the most popular ways of inviting guests
to functions. The professional invitation should be written in a formal tone.
The introduction allows the host and sender to introduce themselves, as well as the
organization in which they have chosen to represent. A simple background of the
individual or company will suffice.
Next, in the body of the letter it is important to outline all of the information about the
event. The date and time should be included as well as the theme and purpose for the
event. At this point, a date should be mentioned in which guests should provide their
reply by, and it may also contain any information regarding special roles played at the
event, attire and items required for the guest to bring.
Be sure to mention any specifications about dress code in the invitation letter.
Next, the appreciation for the guest to attend the party should be shown. This can be
completed with a formal note, stating that you look forward to seeing the individual at
the event. Remember, this needs to keep in tone with the rest of the letter.
The conclusion should contain the sign off and a line that ties the complete letter
together, drawing the end of the invitation, with a salutation and a signature.
Friendly Invitation Letter
A friendly invitation letter is similar to a business letter but contains less formal
speech and can make nuances with memories that may be shared with the guests
whom are being invited to the occasion.
Friendly invitation letters are used for a variety of reasons from engagement parties,
baby showers and housewarming parties to wedding invitations.
Invitation letters are used as an alternative to traditional invitations. They allow the
host to convey different messages through the tone of the letter. Invitation letters
allow the host to convey additional information that is not shared in a traditional
invitation card. Memories can be shared with close friends and family members that
bring about memories of past events.
When sending an invitation letter, be sure to edit it completely, ensuring there are no
punctuation, grammatical or spelling errors before the letter is sent to potential guests.
You should be able to create personal and professional invitation letters with ease by
using these techniques,
Different Types of Invitations
Different types of invitations can be used for all sorts of events. When deciding on an
invitation, consider the nature of the event and the potential impact of the invitations on your
budget. If your event is a formal one, like a wedding, you will probably want to have the
invitations made by a professional. However, for informal events you may want to consider
electronic or handwritten invitations.
Handwritten
Handwritten invitations are usually sufficient for small, intimate affairs where the guest list is
under 50. Examples of this include luncheons, private receptions and small dinner parties.
Handwritten invitations take extra time and commitment so they are not best suited for larger
parties. Hand-write invitations on pretty pieces of stationery or plain white paper. Choose a
quote from a famous author or make up your own slogan to add as an introduction into the
invite. Handwritten invitations make for a more personal touch so feel free to add an
individual note for each invited guest.
Electronic Invitations
Today we send almost everything electronically. The same can be true for invitations.
Electronic invitations save resources such as paper and stamps and provide a quick way to get
a message across. These are especially helpful if you are planning an event that is last minute
and you do not have time to mail the invitations. Many online sites offer electronic invitations
and once you choose one you can enter in several of your contacts at the same time. Once
you hit send everyone on the list receives your invitation. Some sites even let you know when
your invitation has been read so you are can be sure it reached the guest.
Wedding Invitations
Some occasions require formal invitations and a wedding is one of those times. Wedding
invitations can be bought in a variety of colors, styles and choices. They range in cost from
the conservative to the outrageous depending on your choice of paper and design. Most
wedding invitations come with a reply card and a separate mailing envelope. In most cases
wedding invitations are sent through the mail but they can be hand delivered. Wedding
invitations include information on where and when the wedding and the reception will be
held and include a note to RSVP.
Party Invitations
You will probably want to send out a party invitation if you are celebrating a birthday,
graduation or promotion. Party invitations can be found in numerous varieties ranging from
serious and sentimental to funny and cynical. Party invitations can also be handmade.
Remember to include when and where the party is located and provide a phone number so
your guests can RSVP. If you are planning your party well in advance you may want to mail
out your invitations, but if the party is just around the corner consider hand-delivering the
party invitations.
Private Invitations
The level of formality of the invitation should accord with that of the occasion.
Formal Private Functions
There are two kinds of invitations to formal functions which, unless time is short, are
prepared on cards engraved in script from a copperplate:
-Formal occasions, such as luncheon and dinner parties
-'at Home' invitations for all other parties, such as receptions, garden parties, luncheons,
dinners and suppers. (On the invitation the a for at is lower case and the H for home is
upper case.)
Informal Private Functions
Invitations to informal functions may be extended by letter, telephone or email.
It is up to the hosts to decide, and make clear to guests, the appropriate level of formality and
all the other relevant details and arrangements.
Official Invitations
Invitation Cards
Invitations to official functions are usually issued on a card, which may be engraved in script
from a copper plate or printed in script or Roman type. They are usually about W6 x H4.
inches (15 x 11 cm) in size, or slightly larger.
The invitation should make clear the following:
- The nature of the function
- Where the function is to be held
- The date of the function
- The time of the function and, if desired, the time it will end
Envelopes
An invitation to an official function should be addressed only to the guest invited in their own
right if sent to their official address, even if their partner is invited. They are given their full
prefix, title, rank and decorations, as for a formal letter.
Note that, traditionally, invitations to a married couple, when sent to their home address, are
addressed to the wife alone, with both names being inscribed on the invitation card. It has
become increasingly acceptable, however, to address the envelope with both names.
Enclosures
Additional information or instructions, for example, relating to car parking, are best given on
a separate sheet sent with the invitation or with the admission card.
Greeting card
