Business English: Invitation Letters

1) Read the text below. Write ten comprehension questions based on the text for other students.

2) Write out all the useful expressions used in the text related to letter writing. Make an exercise to practice the expressions. Be creative.

Example

Useful Phrases

to properly design a message — правильно оформить сообщение

to convey the message — донести свой посыл

Exercise

Fill in the missing words.

to convey the ….

to … design a message

How to write a letter of invitation

Knowledge of how to write this letter is greatly beneficial to every individual as at some point, we may be tasked with coming up with this crucial document. We need to figure out how to properly design such a message so that it will successfully convey the message it is supposed to.

What is a letter of invitation? An invitation letter is an official letter that is sent to the addressee on the occasion of an event, conference, meeting, or for an interview. Many official structures use the oral form of transmitting text information, and this message appears as an additional means to show attention to the addressee. This document has many advantages so that we will consider all of them in order.

Thanks to this letter, you can show respect to the addressee. The presence of such a message indicates that the recipient is really invited to the event and should arrive on time. It helps the recipient not to forget about the upcoming meeting. For example, if he was invited to participate as a speaker at a formal event.

Any official event involves active and passive participants who should be invited in advance by sending them such a letter. If the addressee has such a message, he will be able to prepare and plan his time efficiently. We offer you 7 simple steps that will simplify the writing procedure. The invitation letter format should include the following:

Such a document must be created on company letterhead with contact details. The personal data of the addressee is indicated on the upper corner of the letter; the name of the company is also mentioned if it is necessary.
The appeal to the addressee is written at the center, then the essence of the letter is stated respectfully. It is imperative to mention the event you invite the addressee to. Will it be formal or informal?
Be sure to specify the name of the event and attach the program.
Next, indicate the date and the exact time.
The location of the event is indicated in details. In addition to the address, you must specify the exact number of the house, office, floor, and even the location map, if it is necessary
You can complete the invitation letter by thanking the addressee for taking the time to study the attached materials.
The author signs the letter and puts a stamp at the end of the message.

Invitation Letter Structure

Invitation letter is usually written to invite someone to an events like family celebration, get-together, party, business or social event. All these types of invitation letters can be divided into two categories:

First is, business invitation
Second is, friendly invitation

In any of the mention categories format and structure almost remains the same. In both the styles, you need to make use of perfect combination of present and future tense. Whichever type of letter you write, it is important to make use of impressive words.

Why present tense? Present tense represents the given invitation to a person. Why future tense? Future tense represents that an invitee will definitely attend an event.

In business style invitation letter, you should always make use of formal tone because you generally write such letters to business associates or clients.

In friendly style invitation letter, you can make use of informal tone because you generally write such letters to relatives or friends.

The letter you write should show your anticipation and it can be done by writing it using positive perspective. Word framing should be done in such way that readers should get smile on their face. In order to write a letter for an informal occasion you can make use of right phrases or some poetic lines.

Last basic thing you need to know about an invitation letter is that, always send it two to three weeks prior to an event.

How will you compose a right invitation letter? Writing a correct invitation letter is possible when you know the occasion for which you are planning to write a letter.

Invitation purpose

Do include some details related to your occasion
It can be a wedding invitation or party invitation or any other event

Honouree name should be included

Write the full name of a honouree
It can be name of the groom, bride, birthday person etc.

Include day, date and event time

It can be any week day or weekend
Don’t forget to view your calendar so that you can mention right day and date
Enter right event timings and do not forget to mention AM or PM

Include name of the place

If an event is organised in your home, then specifically mention your home address
If an event is organised at any particular restaurant or an event hall, then specifically mention the respective address
While mentioning details about physical address, you should add street name, city name, any landmark details etc.
Key point you need to remember is that zip code is not needed in an invitation letter

Mention dress code details

It is important to mention appropriate details about the dress code then be it related to any theme, colour combination, style etc.

Proof reading is essential

Proof reading is essential to correct mentioned wrong words or any kind of typo error
It can also allow you to dig out any kind of information that you have missed out in a letter

A Few More Things that you Should Know

Phrasing of letter should be done in the third person
Don’t make use of abbreviations
Spell out day and date, don’t use shortcuts
Mention details, whether you are accepting gifts or not

Guidelines for mailing invitations

Do you want to mail your invitation letter? If yes, then don’t do it during the last minute of an event. Sending mail invites before 3 to 4 weeks is advisable.

If there is long duration left for your event, then the new trend in market is to send the invitation in the form of SAVE THE DATE CARD. This can help you in notifying guest that you are planning an event on the particular date so that they can keep that date free for you. If the event, you planning to organize is on any of the holiday weekend then mailing such save the date invitation letter is important.

Invitation Etiquette

If you are sending SAVE THE DATE invites, then it is advisable to send them to your complete invite list. It is the best way to cut the cost.
If you don’t want to invite children, then never specifically specify this in your invitation letter. Instead, you should always right the name of the invited person on the envelope so that this can give clear message to the invitees.
While using humour or creativity in your invitation letter, ensure that it does not hurt any of emotion of the reader.
In your printed invitation letter, you should also add some personal touch.
Before 3 to 4 days of an event, it is advisable to send electronic copy of your invitation as a reminder to the guests.

When to use Apostrophes?

While writing an invitation letter, it is important for you to know some grammar Apostrophe rules:

For the plural of a name, you should not make use of apostrophe
You can use apostrophe to show plural possession but only when you use noun plural first
In order to show singular possession, you can use apostrophe
With contractions, you can make use of apostrophe
With possessive pronouns, never make use of apostrophe

Invitation letters

1) Read the sample invitation letters below and write out all the useful cliches for an invitation letter.

2) Choose three invitation letters from the list below. Write three different invitation letters completing the missing information in the samples.

Sample invitation letters

1) Read the text How to write a letter of invitation (below). Write ten comprehension questions based on the text for other students.