AV 38 – TAM

Invitation Letter
1. What are the basics of an invitation letter?
If you are reading this, then definitely you are here to know basics about writing an
invitation letter. Time is money today, and you cannot afford to waste it by personally
visiting invitees for the sake of giving invitation. In such scenario, the best option you
have is to write an invitation letter.

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.

What to include in your invitation letter? Know some Do’s and Don’ts!
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
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.

Know few invitation etiquettes

 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

2. Sample Invitation letters

2.1 Sample Invitation to attend an Exhibition.
Letter Writing Tips:
 The letter should be concise and clear.
 Grammatical mistakes should be avoided.
 The letter to address the exact person.
 All the information about the event should be relevant and clear.
 The letter should be in simple style and tone.
 The letter should have no place for misunderstandings.
 The letter should be typed and not handwritten.

 
From:

_______________ (Address and name of the person/company sending letter)

________________
________________
________________

To:

_______________ (name and address of recipient)

_______________
_______________
________________
 

Date_____________

Dear ___________, (name of recipient)

It is an honour for us to have a privilege to invite you at_____________________ (state

about your exhibition). The venue of the exhibition is ______________ (provide the
venue). The exhibition will be held on _______________ (date of exhibition). The
timings for the exhibition are_________________________ (provide the timings of the
exhibition).

This exhibition will surely benefit the visitors who want a _______________ (benefits of
attending the event).

We will be pleased to see your presence at the exhibition.

Respectfully Yours,
___________________

(name of the sender).

Sample Invitation to attend an Exhibition Letter

Sample, Email and Example/Format
Sample
From:
Operation Head
Style Ltd.
US

To:

Senior Sales Officer

Decor Style Ltd.
ABC Park Avenue
US

Sept 09, 2013

Dear Mr. Robert,

It is an honor for us to have a privilege to invite you to Home Style and Decor Exhibition.
The venue for the exhibition is the Expo house. The show will be held on September 15
to20, 2013. The timings for the show are from 9:00 in the morning till 8:00 in the
evening.

This exhibition will surely benefit the visitors who want a unique style and decor of their
home.

We will be pleased to see your presence in the exhibition.

Respectfully Yours,

__________
Thomas Mint

 
Email Format
Whenever you are holding an exhibition, it is essential to let people know about it. The
invitation to attend the exhibition letter is the best way to invite people relating to the
same industry. This letter acts as a personal request to others and is an affectionate
way to enhance your contacts and business.

One should keep in mind that all the essential information regarding the exhibition
should be provide, including the date, timings, and venue of the event. One should be
very attentive while writing this invitation to attend an exhibition letter. There should be
no space for grammatical or spelling errors.

The invitation to attend an exhibition letter should not be handwritten. These letters
should be in a humble tone and should show gratitude. The letter should be clear and
concise, and there should be no space for misunderstanding.

Dear Mr. Robert,

It is an honor for us to have a privilege to invite you to Home Style and Decor Exhibition.
The venue for the exhibition is the Expo house. The show will be held on September 15
to20, 2013. The timings for the exhibition are from 9:00 in the morning till 8:00 in the
evening.

This exhibition will surely benefit the visitors who want a unique style and decor of their
home.

We will be pleased to see your presence in the exhibition.

Respectfully Yours,

_________
Thomas Mint
2.2 Sample of Wedding Invitation Letter
Template
From,
__________
__________
__________
__________

Date: _____ (Date on Which Letter is Written)

To,
__________
__________
__________
__________

Subject: Wedding Invitation Letter

Dear _____ (name of the guest)

It is indeed a great pleasure to inform you that my ______ (daughter/son) is getting

married on ______ (date of wedding). We request the honour of your company on this
particular occasion because your blessings would be a great gift for him/her.

The date of the wedding is fixed on _____ (date of the wedding) and will be organised
at _______ (the venue of the wedding). You request you to remain present at least
before two days of the marriage.
We invite you to share our happiness and celebrate the union and the beginning of their
new lives. We would be obliged to get a favourable reply from your side, and we would
be expecting your presence at the wedding.

Thanking You,
Yours Truly,

_____________
Name and Signature

Sample of Wedding Invitation Letter Sample,

Email and Example/Format
Check out the sample letter mentioned below.

Sample
From,
Smt. Ramola Jaiswal & Sri Rajeev Jaiswal
45 Breeze Towers,
M.P.Vaidya Marg,
Kolkatta

Date: October 10, 2010

To,

Smitha Shah,
A-23 Silvora Bhavan,
Gandhi Market,
Kolkatta.

Subject: Invitation letter for wedding

Dear Mr. / Mrs.

We request the pleasure of your presence at the wedding of my daughter Ms.Shruti
Jaiswal. It is a very auspicious occasion for us because she is our one and only child.
She is getting married to Mr Dr Ranjit Chamaria, and they would be obliged if they get
your blessings at their wedding.

Please join us on this memorable occasion to give your blessings to the new couple on
Sunday, October 10, 2010, at 10.00 AM at 10, Trivoli Court, Kolkata. We are expecting
your presence at least a couple of days before the wedding.

We hope we would get a favourable reply from your side and we would be very much
happy if you remain present for this special occasion.

Thanking You,
Yours Truly,

_____________
Name and Signature

Email Format
Summary: This invitation letter is being sent to the invitees towards the marriage of their
daughter. The invitation should contain all details like the name of the couple getting
married, including their parents’ names, the place and date of marriage and the time of
the wedding. A response from the invitees is being requested, which helps in ensuring
the number of guests that are likely to attend so that arrangements can be made
accordingly.

to: email of the receiver

from the email of the sender

Subject: Wedding invitation

We request the pleasure of your presence at the wedding of my daughter Ms.Shruti
Jaiswal. It is a very auspicious occasion for us because she is our one and only child.
She is getting married to Mr Dr Ranjit Chamaria, and they would be obliged if they get
your blessings at their wedding.

Please join us on this memorable occasion to give your blessings to the new couple on
Sunday, October 10, 2010, at 10.00 AM at 10, Trivoli Court, Kolkata. We are expecting
your presence at least a couple of days before the wedding.

We hope we would get a favourable reply from your side and we would be very much
happy if you remain present for this special occasion.

Thanking You,
Yours Truly,

_____________
Name and Signature

2.3 Birthday Party Invitation Letter

Writing Tips
 Address the person to whom you are writing the letter.
 Mention the name, place, and date of the event well.
 Avoid making any spelling and grammatical mistakes.
 Invite the person along with his family for the birthday party.
 Keep the tone of the letter friendly and informal.
 Lastly, emphasise more on the person coming to the party.

Birthday Party Invitation Letter Template

Use our free Birthday Party Invitation Letter to help you get started. If you need
additional help or more examples, check out some of the sample letters below.

From,
__________

__________

__________

__________

Date: _____ (Date on Which Letter is Written)

To,

__________

__________

__________

__________

Subject:  Birthday Party Invitation Letter

Dear _____(Sir or Madam),

I ……………(name of the person) the HR manager of Xyz company am inviting you

along with your family for the birthday party celebration of our managing director Mr
……….(name of the director) on the……….(date of the party) at ……..…….(party
venue). I am writing this letter to personally invite you all for this grand celebration.

As it is the 50th birthday of our MD, we are planning to celebrate it grandly. Kindly bring
your family along for the celebration. We would be delighted to see all of you. 

Yours Truly,
______________

Name of the Hr manager

Sign of the Hr manager

Sample Letter
Following is an example of a letter.

From,
HR Manager
Achieve Consultancy

Date: 25th February 2017

To,
Sales Manager
Achieve Consultancy

Subject: Birthday Party Invitation Letter

Dear Sir,

I on behalf of our company invite you along with your family to attend the 50th birthday
party celebration of our managing director Mr XYZ on the 27th of August at Crystal
Moon restaurant hall from 6 pm onwards. The party has been arranged by the
management team of our company and you are invited along with your family for the
same.

As being the HR manager, I have been given the responsibility of inviting each one of
you. Hope to see you all at the party, and as it is our company’s party, I expect every
employee to be present there.
Once again inviting you all for this grand birthday party celebration will be awaiting your
presence there.

Thanking You.

Yours truly,

_____________

Name and Signature