Basics of Invitation Writing

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Why even bother to write invitation letters?

There are many reasons to write letters inviting people to your event or party. Let’s take a look at these…

Your invitation letters are essential for setting the tone for your event. That’s right! Regarding invitation letters, the first impressions are often the most important.

What’s more? These invitation letters can also be very informative. Invitation letters are a great way to provide all details about the event, including the date and time, the dress code, and the theme. Learn all about invitation writing format from top experts for free

Your event is organized so that there is no room for confusion.

What is an invitation letter? 

Invitation letters are letters written to invite people to an event. Invitation letters coordinate guests arriving a few days before the event. A letter of invitation helps the host to manage the event more effectively and can help them make arrangements. The recipient receives an email invitation from a sender.

There are two types of invitation letters:

  • Formal
  • And informal

Formal invitation letters can be written for formal events such as graduation ceremonies, business events, or parties. Best ways to learn formal invitation writing for free

On the other hand, informal invitation letters can be sent to family and friends for events such as dinners, parties, or get-togethers.

Learn more about Business Letters: Definitions, Types, Formats, and Tips

How to write an invitation letter? 

The invitation letters are like normal letters, with a few extra details. Let’s not forget to look at the format and steps involved in writing invitation letters.

Step 1.

The subject line should include the essence of your letter:

If you are requesting parents to attend the graduation ceremony at your high school, the subject line should read: “Invitation to the graduation ceremony of Class 2022”.

Step 2.

Add your letterhead:

When you’re sending a formal invitation, this step is essential. Add the organization’s letterhead to the top of your letter.

Letterheads are a way to show off the professionalism of your company.

Step 3. 

After adding your letterhead, the first thing you should mention is the sender’s address (except in formal invitation letters).

This is an important step, as this is where guests will send their RSVPs.

Step 4. 

After you have mentioned the sender’s address, it is important to include the date on which the invitations were sent. A man arranging the date for the invitation letters.

You can specify the date in any format, including 12/07/2020, December 7, 2020, or December 7, 2020.

Step 5. 

Next, mention the address of the recipient and write their names.

This ensures that the recipient knows they have been invited to the event. (We’re just kidding, obviously.)

Step 6.

Begin every letter with a greeting. If you don’t know the recipient’s name, you can write Dear Madam/Sir.

Step 7. 

Your invitation letter should be opened with the following phrases:

  • We are happy to receive you…
  • We will honor you to be a guest at our organization…
  • We would love to have you join us…
  • We’d be delighted if you could visit…
  • We want to invite you to our organization…

These phrases signify your gratitude and joy to be invited to an event. Once you have written this, clearly state the event’s purpose in the first paragraph.

In the first paragraph, mention the most important details, such as the date, time, and venue. These details should be at the beginning of the letter. It would be easy for the recipient to locate these important details without reading the whole letter again.

You should indicate that you are the host in the second paragraph. It would help if you described the event’s purpose and why the recipient must attend.

Guests might be asked to complete a registration form. They might be asked to obtain a copy of the invitation letter. You may need to bring certain documents or objects. Guests might be asked to wear a specific dress code.

If you are unsure if guests should bring gifts or if your event implies they should mention “No gifts, please.” You can also mention nothing in other situations.

This is the main body of an invitation.

Step 8. 

Thank the recipient for accepting your invitation. Mention that they are looking forward to seeing you at the event. If you plan to call the person to obtain a reply, please mention the date you will be calling them.

Please indicate the deadline if you need the recipient to confirm their attendance via email or fill out a form. After completing all this, write your contact information (email address, phone number, etc).

If you are writing a formal invitation letter for the company, mention your designation. If anyone has any questions about your event, they can contact you easily.

Step 9.

Proofread your Letter:

Before you send your letter out, could you look at it again? Check that your grammar and punctuations are correct. Also, make sure you don’t misspell any words. You should also ensure that your text does not contain jargon or incomplete sentences.

Now that you know the steps of writing an invitation letter, what about the tools you need to create it? We have something better for you if you think of MS Word or Google Docs!

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