Report_ Invitation Letter

Invitation letter is one of the most popular ways of inviting relatives, friends, colleague and business clients to important events. In a formal situation, an invitation letter refers to the request regarding the attendance of a prominent person, a group of people or representative of an organization at some particular event

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. 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.

USES •Invitation letters can be used to invite people to any kind of event, such as a birthday party, a cook-out, a slumber party, a campaign kick-off dinner, etc. •Invitation letters are sometimes used to attract customers (i.e., a sales invitation letter) or to control and restrict the number of attendees. FUNCTION An invitation letter can be written for the following purposes: To invite for a business anniversary To announce an engagement To announce an alumni meet To invite for a job related party or retreat To announce a special meeting To invite for the graduation party To invite the spokesperson for a conference or seminar To invite to a business social event To invite a prospective customer to a sales appointment. Presentation or demonstration To invite to a wedding, anniversary or house-warming ceremony.

•The tone of these letters is generally polite and semi-formal •It has an element of persuasion, as the purpose of the letter is not merely to invite but also to ensure that the recipient agrees to attend the event. It is a fine combination of present and future tenses where words and phrases are linked to present the content in an impressive manner. THE BASIC STRUCTURE OF AN INVITATION LETTER MAINLY CONSISTS OF FIVE PARTS.

1. Initial details such as the sender’s address and date along with the recipient’s name and address as well as greeting. 2. Introduce yourself or the organization or group your intend to represent. 3. Then describe the nature and purpose of the event along with all necessary as well as special details regarding the importance of the occasion. You can also specify if the person needs to bring any item along with them or any special role that they need to play in the event. You should also mention a particular date by which you need a reply. 4. Include a brief sentence indicating hopes for the attendance of your guests or anticipation of their response in the conclusion. 5. Make a formal or informal sign-off depending upon the nature of the invitation letter.

Guidelines in Writing an Invitation Letter *How to write an invitation letter: The tone of an invitation is always positive, in anticipation of a pleasurable occasion. Picture your guests smiling when they read your letter of invitation. Clever phrasing, poetry or a themed approach may be appropriate for an informal occasion, but you should express the details clearly.

Guidelines in Writing an Invitation Letter * Extend the invitation, naming the event and including the date, time, and place. If the event has a special purpose, such as honoring someone or celebrating an anniversary, state this. *Indicate if a gift is not expected if the event is a retirement, an anniversary, or a reception. If a gift is welcome, it is usually best to say nothing, except in the case of bridal or baby showers.

Guidelines in Writing an Invitation Letter *Indicate the appropriate dress, if there is any reason for question. *Express anticipation. *Ask for a response by a specific date. *Try to send your invitation letter two weeks or more in advance.

Guidelines in Writing an Invitation Letter *Be sure your invitation letter includes: – The name of the person sponsoring the event (who is the host/hostess?) – Exactly who is invited (can someone bring a guest, spouse, child?) – What type of social event is being held – The date, address, and time of the event

Guidelines in Writing an Invitation Letter – Directions or a simple map if the location may be difficult to find – What type of dress is appropriate or preferred – The phone number and deadline to reply; precede these facts with “RSVP” (French abbreviation for “please reply”).