Formal Letter – Invitation Tips

FORMAL LETTER INVITATION

TIPS

Formal invitations are of three types

A. Formal invitation for marriage or other auspicious occasion

B. Formal invitation for a school function / other function / event for general public

C. Formal invitation to inaugurate / preside over / be chief guest of a function / event

Each of these types will be explained.

A. Formal invitation for marriage or other auspicious occasion

Following aspects / information need to be included in such invitations

1. Name of people who are inviting

2. Make a request like – request  your company, request your gracious presence, request to grace the occasion etc.

3. Purpose of the event

4. Date, timing and venue

5. For RSVP, address and / or telephone numbers are given at the left bottom side of the invitation card.

6. At the right bottom side, names of other prominent members of host are written below – with best compliments from

7. Dress code or any other information is written in the end.

8. Above will become clear to you after going through solved examples.

B. Formal invitation for a school function / other function / event for general public

1. Designation of people who are inviting

2. Make a request like – request  your company, request your gracious presence, request to grace the occasion etc.

3. Purpose of the event

4. Date, timing and venue

5. For RSVP, address and / or telephone numbers are given at the left bottom side of the invitation card.

6. Any other information like number of people allowed per card, etc is written in the end.

7. Above will become clear to you after going through solved examples.

C. Formal invitation to inaugurate / preside over / be chief guest of a function / event

1. This is written on the pattern of a formal letter

2. Write your name, designation , address and date in left top corner.

(a) The address should be as given in the question. If address is not given in the question write some common address.

(b) While writing date please write 20XX for year unless date is given in the question. You can choose one of the following three formats of date

8^th March, 20XX

March 8, 20XX

8 March 20XX

For example

Principal,

PQR Public School

D 189, Saket,

New Delhi.

8^th March 20XX

3. Write salutation, name and / or designation of the person to whom you need to invite . Use the information given in the question. For example 

To,

Mr. AB Singh,

District Magistrate,

Bhopal,

4. Write subject. For example

Subject: Invitation to be chief guest at our annual day celebration

5. Write salutation as Respected Sir or Respected Madam

6. Para 1 – Make reference to the event, its date, venue and timings if any.

7. Para 2 – Extend the invitation. Specify the role of invitee at the function

8. Para 3 – Express that you are hopeful of acceptance of the invitation. Request confirmation.

10. End your letter by writing

Thanking you.

Yours faithfully or Truly,

Your name as given in the question. If name is not given sign yourself as XYZ

10. Above will become clear to you after going through solved examples.

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