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How to write an Invitation Letter

How to Write an Invitation Letter

Writing an invitation letter becomes easy and swift once you get through the tips and the format of invitation letter provided below. Usually block, semi-block or a modified block format is used for official invitation letters. The important aspects of any invitation letters are date, time, salutations and closing. For more advice refer to the tips provided.

Invitation Letter Formats

Invitation Letter Writing Tips

 

Tips for Invitation Letter Writing

  • Organise the Matter – Before you draft an invitation letter ensure that you have all the required material. This material refers to list of the people to be invited, sequential order of the events, timings of the events, special guest, official documents, photocopies and any other required item. Some items may also need to be attached along with the letter, keep them alongside. Refer to these as and when required. All the relevant documents will help you in drafting the letter.
  • Drafting – You don’t just write a letter straightway and post it. It has to reviewed and finalised. One of these processes is drafting. Drafting ensures that your mistakes and their rectification aren’t passed on to the invitation itself. Make all the mistakes in the draft itself. Drafting an invitation letter is important as sometimes we may make mistakes that we are not able to see but they are visible to others. One may require a draft to be approved by seniors before it is finalised. A second opinion from a friend or peer etc. may be required as well to determine certain things.
  • Politeness – You don’t need to be told that you have to use polite language while writing an invitation letter, why would you be rude when sending an invitation? True, but you have to remind yourself of certain manner and etiquettes required of an invitation. Your invitation is your initiative, not the recipients so you need to be gracious. Always begin the letter with a welcome note instead of straightforward information of the invitation. Words of respect and gratitude are symbols of courtesy and politeness, always express your gratitude in the beginning and the end of the letter.
  • Positive Tone – The gesture of welcome and gratitude themselves are positive points of an invitation letter. Apart from these, gestures of appreciation and anticipation are other positive points which can persuade a guest to attend the event. When you show your appreciation and anticipation towards the recipient through your words, it is an acknowledgement of his importance and thereby a positive approach. Towards this effect two tenses are used within the invitation letter, the present and the future. The present tense conveys information about the event and the future tense conveys an anticipated presence of the guest.
  • Offer Assistance – An invitation being the responsibility of the sender, the assistance to the recipient by default becomes a responsibility of the host. The more facilities you provide the better the chances of someone’s attendance. You can offer pick up and drop services, accommodation, meals, provide them contact numbers in case you are not present at the venue and other required assistance. Relevant facts like date, time and venue of the event in the beginning itself is itself assisting. These assistances encourage a positive response from the invitees.
  • Special Instructions – Some occasions require special instructions for the guests.

    These instructions can be:
  1. Dress code
  2. Road or route map
  3. Purpose of the occasion – birthday, honour, anniversary etc.
  4. Return gift
  5. Response or confirmation to the invitation
  6. Attire and items required for the guest to bring
  7. No eatables allowed
  8. Entrance only by invitation
  9. 2 people per pass
  10. No weapons allowed
  • Length of the Matter – A simple invitation letter will only contain only the relevant facts. A simple invitation letter features an introduction which allows the sender to introduce themselves and or the organization they represent. A simple background of the individual or company is enough. Though invitations are meant to be concise and straightforward but it isn’t necessary. You can variate the length as per your need and requirement. Wedding and party invitation letters are not lengthy as compared to visit and certain personal invitation letters.
  • Using Letterhead – As a rule official Invitation letters require a letterhead. Letterhead represents the sender and its inclusion is authority establisher. If you have pre printed letterhead then use that. Personal Invitation letters don’t require letterheads and one can use it as per one’s desire.
  • Gesture of Appreciation – Next, the appreciation for the guest to attend an activity or event must be shown. This can be completed with a formal note, stating that you look forward to seeing the individual at the event.
  • Don’t forget the Enclosure – Some requests require certain documents to be attached; these can be the photocopies of documents like agreements, hard copies of email received, earlier correspondence, receipts, warranty etc. Keep original copies of all your letters, faxes, e-mails, and other related documents.
  • Closing the Letter – Start the letter with Gratitude and end it with the same. It is a professional and social courtesy. At the end of your last paragraph is written, a complimentary close of the likes of ‘Sincerely’, ‘Thank you’, ‘Truly’ is essential. Close the letter by restating your appreciation and gratitude.
  • Proofreading – Check for - awkward phrases, grammatical errors, incomplete sentences and spelling mistakes. Fix them with appropriate punctuation and remove dull or lifeless sentences replace them with clever phrasing, poetry or a themed approach. This is the final step; the draft will be reviewed and revised before it acquires a proper form. Read it aloud to yourself to figure out mistakes which are missed out in writing.
  • Inform in Advance – Invitation letters need to be sent in advance. Try to send the invitation letter two weeks or more in advance. The recipient needs to know in advance so that they can adjust their schedules, book tickets or make other arrangements which are essential.

Invitation Letter Formats

Official Invitation Letter Format

Organisation Letter Head
OR
Your NameInvitation Letter Header

Your Address (can be positioned to the left, right or centre)

Date
(can be positioned to the left, right or centre, before/after or at the start)

Recipient's Name (specific official or person)

Recipient's Address


Reference or Subject (as required)Invitation Letter Body

Dear Recipient (Salutation)

First Paragraph – Introductory lines regarding the invitation

Second Paragraph – Details of the Invitation including date, time, venue etc. 

Third Paragraph – Offer assistance towards communication

 

Subscription – Thanking you, yours sincerely etc. Invitation Letter Closing

Your Signature

Your Typed First Name Last Name

Your Designation (as required)

ENCL (optional) stands for ‘Enclosure’

 

Personal Invitation Letter Format

Invitation Letter Header

Date
(can be positioned to the left, right or centre, before/after or at the start)

Recipient's Name

Recipient's Address (optional)
(can be positioned to the left, right or centre)

 

Invitation Letter Body

Dear Recipient (Salutation)

First Paragraph Details of the Invitation including date, time, venue etc.

Second Paragraph  – Offer assistance towards communication etc.

 

 

 

Invitation Letter Closing

 

Subscription – Thanking you, yours sincerely etc.

Your Signature

Your Typed First Name Last Name


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