TOPIC 9 UNDERSTANDING INVITATION LETTER

Learning Objective: After learning the topic, students should be able to understand the content of an invitation letter and be able to write one.

A. WHAT IS INVITATION LETTER LIKE?

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.

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 is no punctuation, grammatical or spelling errors before the letter is sent to potential guests. Using these techniques, one will be able to create personal and professional invitation letters with ease. An invitation letter can be used for both business as well as personal use. An invitation letter is always more personal than a printed card.

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, if necessary.

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.

Learn the sample of invitation card below:

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 house warming get together. Personal invitation letters should be signed with a less formal sign off, such as; yours sincerely, best wishes, or sincerely.

Learn the sample below:

THE CHAIRMAN AND DIRECTORSOf SCWEIBUR

Request the pleasure of your companyAt a Banquet

To be held at the City Hall ZurichAt 08.00 pm on Wednesday, 16th November 2008

Evening Dress RSVP

To the Secretary

Lockwood Middle School307 Main StreetLockwood, NJ 51686

December 17, 2008

Mrs. Jody ColingPresidentLockwood Health Association23 Main StreetLockwood, NJ

Dear Mrs. Colin

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.

Sincerely,

Ms. Susan Harris

B. EXERCISES

1. Read the letter of invitation below and answer the following questions:

PRINCESS WANTA COMPANYMakers of the Unbreakable Widget1842 Los Albany Street, Los Angeles, CA 90023312/555-2345

February 31, 2009

Freddy the Magic Man1234 Count Me Out StreetPasadena, California 93345

Dear Mr. Magic Man

This is to confirm our arrangements for you to entertain at our annual installation banquet to be held October 23, 2009 at the Rancho Cucamonga Holiday Hotel, 2345 Hotel Ave., Cucamonga, California.

The banquet will begin with the cocktail hour from 6:00pm to 7:00pm at which time we will sit down for dinner. We would be delighted if you would join us. Please let us know if you would prefer the fish or the steak.

We have a deejay that will provide you with a microphone on a microphone stand and the hotel has arranged to put up a 8' wide by 6' deep by 2' high platform, with stairs at one end, for you to perform on. Your 30 minute performance of comedy and magic should begin after dinner, approximately 8:15pm. I will have a $750 check ready for you at the conclusion of your performance. Please also bring me your parking ticket for full validation.

Please sign a copy of this letter and return to me to solidify our arrangements.

Most sincerely,

Marta Stuart

QUESTIONS:

1. Who sent the letter?2. What should the receiver of the letter do at the hotel?3. When will the receiver of the letter arrive at the hotel?4. What should he bring with him?5. Why does he have to put his signature and return the letter to the sender?

2. Read the letter below and answer the following questions:

Dear Prof. Lissette Rubiano,

The role of your Department in increasing membership is really to be appreciated.  This was shown at the last professional meeting of the Teachers Club of the Pilar Elementary School, a neighboring school.  After the enlightening talk of one of your representatives, several teachers there applied for optional insurance.

Our teacher’s club would like to listen to a similar talk since some of our members have some questions about their own insurance policy.  Specifically, we want to know what benefits are available to government employee members in terms of financing for investment.  We also want more enlightenment about optional insurance.

Will you please be our guest speaker at our next professional meeting on October 15, 2010 at the school auditorium?  By accepting this invitation, you will acquaint our teachers with the various opportunities for improving their lot through insurance, and this will encourage the new teachers to become members, too.

We will look forward to your being with us at 9:00 a.m. on said date.

Cecille MorganPresident, Faculty Club

Questions:

1. Where is Prof. Lissette Rubiano invited at?2. What does he have to do?3. Why is he there for?4. When is it?5. Who invites him?

3. Read the letter below and answer the following questions

November 29, 2008

Mr. & Mrs. Resty NavarroGabon, Abucay, Bataan

Dear Mr & Mrs. Navarro

Greetings of Peace and Good Will

We are pleased to inform you that BATAAN HEROES MEMORIAL COLLEGE is celebrating her 30th (Pearl) Foundation Anniversary on December 7-11, 2008.

For the steadfast confidence and unwavering loyalty you and your family have reposed to BATAAN HEROES MEMORIAL COLLEGE by entrusting to her the education of at least three (3) of your children and who are now successful practitioners in their respective fields, the college administration deems it proper and fitting to award you with a Plaque of Recognition.

In this regard, may we cordially invite you together with your professional alumni children to receive your award in a program for the alumni and parents on December 7, 2008 at 3:00 pm at Joyous Resort and Restaurant? (Please present this letter to the Registration Officials when you come to Joyous Resort and Restaurant on December 7, 2008 at 3:00 pm).

We hope to deserve your attendance.  BHMC shall be deeply honored with your presence in this once-in-a-lifetime affair.

CONGRATULATIONS! WELCOME HOME TO BHMC!

Very truly yours,

WILFREDO C. AGUILACollege Administrator

QUESTIONS:

1. What is the invitation for?

2. When will the event be held?

3. Where will it take place?

4. What does the receiver of the invitation have to do before the D-day?

5. Who is the letter addressed to?

C. ASSIGNMENT

1. Write a letter to a guest who should address the fresh graduate of MICE program in the

campus.

2. Write a letter inviting a guest speaker to come for his presence during the induction

courses in the campus.

3.

A letter of invitation should be answered accordingly. Otherwise, one may loose friendship

which is laboriously built for years. Learn the sample below:

Jennifer Brown,General Manager,Software Technologies Limited,142, High Street,Bristol.

14th June 2010.

Dear Mr. Brown,

This is with reference to (your business proposal dated 10th July,’05).  It is with great pleasure I wish to inform you that we accept your invitation for business.

We look forward to a mutually benefitting partnership between the two companies in the coming days.

With Best Wishes,

Sincerely,

(Anna Smith)(General Manger)(Global InfoTech Ltd)