How to Write an Invitation Letter
An invitation letter, or a letter of invitation, is generally classified as a business letter. It is typically used to invite customers or clients to participate in business events. Invitation letters for personal situations almost always involve one person inviting another for interaction. For the most typical events like weddings, parties etc., you may use a ready pre-printed invitation cards that are usually sold at stores, order invitation cards with your own design, or make a handwritten invitation cards.
- Compile the list of people to be invited.
- Do write detailed information about event.
- Use positive tone.
- Gesture of Appreciation.
- Proofread the letter.
- Don’t forget the enclosure.
- Don’t forget to write contact information.
- Don’t forget to write special instructions if needed.
- Don’t send letter without advance.
Guidelines – How to Write an Invitation Letter
- Choose the language of the invitation letter whether it’s formal or informal. Usually, for most occasions the formal letter of invitation is used. Informing the person whom you would like to see on your event, starts with informal e-mail or telling this at a personal meeting, and then follows the printed invitation.
- Use letterhead in formal invitation letters. Letterhead represents the sender and the authority of organization that is sending the invitation. If you have pre-printed letterheads, just use them.
- Be polite. 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 at the beginning and in the end of letter.
- Write the reason you are writing in the opening sentence. Provide details about the event in the next paragraph, including theme, location, date and telephone number for questions and reply. In the informal letter you may also list what to bring or summary of events. Mention other invited persons if needed. Tell about your expectations of how many guests will attend.
- Use positive tone, be friendly and personal. The wording is usually very precise and pleasant in formal invitations, but not as warm and pleasant as in informal invitations.
- Some occasions require special instructions for the guests. For example:
– Entrance only by invitations;
– Dress code;
– The items for guests to bring;
– Confirmation or response to the event;
– Road or rout map;
– Return gift;
– Number of people per pass, etc.
- A phrase “No gifts please” is used only if you don’t want to receive gifts at the event. If you are expecting gifts, do not mention anything in the invitation. Very rarely gifts are not accepted at formal events centered around specific people.
- Start the closing sentence with thanking the person for his consideration and restate your request. In formal invitation write in one sentence the time indication when you will make the phone call to know persons response. In informal letter you may ask all your guests to reply by the certain date. Typically, the date is usually a week before the event.
- 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.
- Send invitation letters at least two weeks before the event to give time for your guests to adjust their schedules for the event and make their response.
An invitation letter, because of its nature, is a type of request letter. It also has a persuading tone and is sometimes referred as persuasive letter especially when the objective is to ensure a 100% attendance of the anticipated. Invitation letters are an ideal alternative to conventional invitations, especially when you are not satisfied with the ready-made one’s. Additionally, invitation letters allow the host to convey additional information that is not shared in traditional invitation cards.