Writing an Invitation Letter
An invitation letter serves the purpose of inviting a guest to a party, an event or a celebration while conveying more information than a traditional invitations 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, even when being sent to friends and family members, if the letter is also being sent to professional contacts.
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 in this section of the letter.
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, in one sentence, 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 and showers to wedding invitations. They can also be used for personal parties and showers as well as housewarming get together. Personal invitation letters should be signed with a less formal sign off, such as; yours sincerely, best, or sincerely.
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 what is traditionally shared in an 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. Using these techniques, you should be able to create personal and professional invitation letters with ease.
Sample Invitation Letter (Personal)
Dear Mr. and Mrs. Johnson,
As the parents of the bride, I would like to take this opportunity to invite you to the wedding of our daughter, Sandra Green to her fiance, Adam Locke. On this joyous occasion, we wish to share the day with our closest friends and family members.
Children grow faster than any of us can imagine, the time is upon us to watch our child grow and flourish into a new stage of her life. He proposed while the two of them were on vacation, she happily accepted and now they are to be married.
The formal event will be located at the Fire Lake Golf and Country Club on the fifteenth of August at three o’clock, two thousand and nine.
Please RSVP by the fifteenth of June to ensure attendance.
We hope to see you there, to enjoy this special day with friends and family.
Sample Invitation Letter (Business)
|Lockwood Middle School
307 Main Street
Lockwood, NJ 51686December 17, 2008Mrs. Jody Coling
Lockwood Health Association
23 Main Street
Lockwood, NJDear Mrs. Coling:My name is Susan Harris and I am writing on behalf of the students at Lockwood Middle School. We would like to invite you to attend a special event being held at our school in a week’s time.
A significant amount of the students at the school have been working on a project which relates to the unemployment problem within the youth demographic of Lockwood. You are invited to attend a presentation that will be held within the media room of the school where a variety of proposals that will demonstrate the ability of the community to develop employment opportunities for the youth within the community.
At the presentation, there will be several students receiving awards which will recognize them within the community from the Mayor. Refreshments will also be available at the presentation.
As one of the prominent figures in the community, we would be honored by your attendance. Please reply by Monday the 26th of February to confirm your attendance to the function.
We look forward to seeing you there,
Ms. Susan Harris