Basics of Writing a Formal Invitation Letter

If you’re looking to write a formal invitation for an event, not to worry. This post explores the basics of writing a formal invitation letter.

What is a formal invitation letter?

A formal invitation letter is written to ask a person or an organization to attend your event. The invitation can be for a wedding, graduation, exhibition, business events, and other occasions.

The purpose of an invitation letter is to coordinate beforehand the number of guests attending the event.

Such a letter is usually printed on an event card, and they are custom designed. It shows the event is important to the person being invited, and the event needs to be held in a specific type of venue.

What information to include in an invitation letter?

In your invitation letter, you must address the subject of your meeting to make it specific. The entire should not be more than a page long. Include the date, who, where, and from whom you are sending the letter and the expectation for the response.

Do not forget the contact information, including phone number and address.

Steps to Write a Formal Invitation Letter

A formal invitation letter is not very different than a regular letter except for a few structural details. Let’s look at the basic steps of writing an invitation letter:

1. Write the subject line

The primary objective or essence of the letter should be clearly stated in the subject line.

For instance, you can write to invite the most valued business associates to the anniversary celebration of a corporation. The subject line could look like “Invitation for the Anniversary Celebration of COMPANY NAME.”

2. Add your letterhead

Adding your company letterhead at the top of the letter is crucial in writing a formal invitation. This is to impart a positive impression on the person you’re inviting to the event.

In a professional sense, letterheads help maintain your company’s reputation and are just as important as the brand.

3. Mention the Sender’s Address

The sender’s address is the first information you should include after adding your letterhead. This is only true for formal invitation letters.

4. Write the Date

After the sender’s address, the next thing to mention is the date for sending the invitations. The date could be in any format you like, such as 7/5/2022, 5th July 2022, or July 5, 2022.

5. Mention the Recipient’s Address

Write the recipient’s name and address clearly to avoid any confusion later on. The letter should clearly state who the invitation is for.

6. Include the Salutation

Make sure to start your letter with an appropriate salutation. You can begin by writing “Dear Sir/Madam” in case you don’t know the recipient’s name.

However, if you know who you’re writing to, include their first and last name with the greeting.

For instance, ‘Dear David Smith.’ Don’t forget to put a comma at the end of the salutation and skip a line. It’s always best if you can find the full name of the recipient you are writing the letter to.

7. Write the Main Body of the Letter

Make sure to start the invitation letter with a polite and inviting phrase. For instance, “We’re pleased to invite you, “It would be a pleasure for us if you could attend,” and such. These statements at the start of the letter show your appreciation and delight in inviting someone to the event.

After you’ve done it, state the event’s purpose in the opening paragraph. Then mention important details like the date, time, and location. This information should be readily available at the start of the letter.

You must then explain the goal of the event and why you believe the receiver should attend. Finally, list out the important events and request a reply.

8. Include the closing and signature

Conclude the letter by expressing your gratitude to the recipient for taking the time to read your invitation. If you want the confirmation of their presence, mention a deadline by which you expect them to confirm.

Finally, write your contact details, and if you’re writing on behalf of a business corporation, include your designation.

9. Proofread your Letter

Before you send your letter out, proofread it. Ensure that there are no jargon words, colloquial language, or sentence fragments. There should be no punctuation, grammar, or spelling errors in your writing since it is a formal invitation.

Wrapping Up

There are many reasons why you should establish an invitation letter when inviting someone to an event. But the most important reason is to express your interest in the occasion and your sincere hope that the guest will attend.

Invitation letters are sometimes the deciding factor for whether you will actually be the guest at the event. With that in mind, it is vital to show your professionalism when writing an invitation letter to ensure your invitation is convincing.

Pam is an expert grammarian with years of experience teaching English, writing and ESL Grammar courses at the university level. She is enamored with all things language and fascinated with how we use words to shape our world.

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