Wondering how to word an invitation letter? And you need to write it really well for some important invitees? Then read on, for here is a list of some tips on writing a formal invitation letter.
Letters are often the best means of bridging distances. They are often the best ways of conveying emotions and are regarded as the most suitable modes of formal communication. Informal invitations can be done verbally but formal invitations need to be drafted. Letters are an important part of formal relations.
You may need to send a formal invitation letter on many occasions. You may want to invite the dignitaries of your area for a social function; you may wish to invite your clients for a function at your workplace; you may need to invite your business associates to a social gathering or you may even need to invite foreign delegates to your office. The contents of formal invitation letters may vary depending on the kind of occasion and the type of people to be invited. But the formal nature of the letters, the way of putting up the invitation is similar in some way or the other. Look at some tips on writing a formal invitation letter.
While writing a formal invitation letter, do not forget to include your/the host’s name, the name of the guest, the address for reply and the details of the function.
Mention your name if you are the host or the host’s name if you are writing on someone’s behalf. As the letter of invitation is a formal one, you need to make an official address to your invitees. Mention their names along with their designations.
The most important part is the body of the invitation letter. It is important to start the letter with a brief preamble to the actual reason of invitation. A fairly elaborate description of the occasion should follow the preamble. Mention the details of the venue and the date and timings of the function. Make a mention of the reason to invite. While keeping the letter formal, express your pleasure in inviting them. Express your urge to invite the guests for the function and let the invitees feel that they should grace the occasion by attending it.
On some occasions you may expect certain questions from your guests. In such cases, add a line about saying that any queries or doubts from their side would be welcome and make sure you actually answer them in case your invitees come up with any queries.
At times, you may want to include a special form for reply with the invitation letter, slightly different from the typical R.S.V.P. It may be in the form of a confirmation in some cases or the reply may also require the guests to post their arrival details.
End the formal invitation letter with your name and designation as also the details of the formal host of the function. The most important thing in a formal letter is to thank the receiver of the letter. Thank the guests in advance anticipating that they have accepted your invitation. Phrases like, ‘Looking forward to see you’ or ‘I am highly honored to have you as my guest’ can help the letter look nice and cordial.
Throughout your formal invitation letter, remember to be polite to your invitees. Do not appear to be feeling compelled to invite them. Rather, make your letter a heartfelt and humble request to your guests to be there to grace the occasion.