FORMAL AND INFORMAL INVITATIONS

REPLIES TO FORMAL AND INFORMAL INVITATIONS

Man is social by nature. Hence interaction and communication between human beings is
quite natural. In fact, it has become unavoidable. We may share views either orally or in
writing.
We hold many social functions such as celebrations of birthday, engagement, wedding,
marriage anniversary; appointment, promotion. Invitations form an important part of social
dealings. An invitation is a request to an individual to come or go somewhere, or to do
something.
Invitations can be both formal as well as informal.

Main Characteristics:
An invitation is a complete information. It answers the questions: who, whom, when, where,
what time and for what. The important components of an invitation, therefore, are:

 Occasion
 Name(s) of the invitee(s)
 Name(s) of the host(s)
 Date, time and venue.
 Name(s) of the chief guest or special invitees, in case of an official invitation.

Formal invitations are formal and polite, pleasant and courteous.

Informal invitations generally take the shape and form of personal letters. We use these to
invite our friends, relatives and dear ones with whom we have intimate, personal and friendly
relations.
In informal invitations the tone and treatment is relaxed, informal and friendly.

A. FORMAL INVITATIONS

Main Characteristics:

1. A formal invitation is normally a single sentence presentation in third person.

2. Formal invitations are generally printed invitation cards. We use them to invite guests
on some auspicious occasion like birthdays, weddings, inauguration of shops, houses,
etc.
3. The invitation answers the questions who, whom, when, where, what time and for
what, i.e.,
o the occasion
o name(s) of the invitee
o name(s) of the host
o date, time and venue
4. The other details include name, designation and address of the organiser, sponsor or
host or the name(s) of the chief guest or special invitees, in case of an official
invitation.
5. Printed formal invitations don’t include the name of the addressee.
6. Invitations to VIP to preside over a function do carry the name of VIP prominently.
 7. Length as per CBSE guidelines is limited to 50 words.

Format of Formal Invitations:

In case of formal invitations, each of the following is written in a separate line with fonts of
varying sizes.

 Names of the hosts

 Name of the invitee (in case of a formal letter of invitation)
 Formal phrase of invitation, for example:
Request the pleasure of your benign presence/company seek your auspicious presence
Solicit your gracious presence on the auspicious occasion
 Date, time and venue of the event
 Occasion/ reason of the invitation.

SAMPLE

The literary club of your school is putting up the play ‘Waiting for Godot’. As secretary of
the club, draft an invitation inviting the famous writer Sudeesh Gupta to be the guest of
honour at the function. Write the invitation in not more than 50 words. You are Govind/
Gauri.

INFORMAL INVITATIONS

Main Characteristics:
Informal invitations follow the pattern of ordinary personal letters. These letters are written to
relatives, friends and acquaintances.

1. These letters are first/second person presentations.

2. Personal feelings and emotions find an expression.
3. The writer’s address is given in the usual place.
4. The salutation is usually “Dear’ plus “Name’.
 5. The date of writing is given, but the year is generally omitted.
6. The style and tone are relaxed and informal.
7. Different tenses are used as the sense demands.
8. The complimentary close is: Yours sincerely’.

SAMPLE

You are Leena Sen. The wedding of your elder sister Reena Sen is going to be held on
the 15th May, 20XX at Hotel Lake View, Udaipur. Write out an informal invitation to your
friend Vinnie requesting her to attend the function.

4357, Vasant Kunj

Raj Nagar
1 May, 20XX
Dear Vinnie
You will be pleased to know that the wedding of my elder sister Reena Sen is going to be
held on the 15th May, 20XX at Hotel Lake View, Udaipur. The whole family will move there
in the morning. I invite you to join us at lunch in the hotel on the 15th. The wedding
ceremony will take place at 8 in the evening.
I do hope you will join us on the auspicious occasion.

Yours Sincerely
Leena

Replies

Replies Accepting or Declining

Formal Follow a set formula:

 formal words: ‘kind invitation’, ‘great pleasure’, ‘regret’, etc.

 Use third person (‘they’) instead of first person (I, ‘We’)
 Address of the writer and the date to be written.

♦ Informal – Accepting or Declining

 Like an ordinary letter

 Do not use any formal expressions, but use informal words and expressions
 Use first person (‘I’, ‘We’).

WRITING REPLIES
(FORMAL AND INFORMAL)
OR
RESPONDING TO INVITATIONS
A formal reply is usually very short. It is brief and to the point. The quality of a good reply is
that it must always be pleasant. Even while declining the invitation or expressing inability to
attend one must be polite and courteous. Formal replies demand a formal tone and treatment.
There is no room for unnecessary details or superfluous matter in them.
An informal reply or private letter may, however, express personal feelings or desires in an
intimate style and informal tone.

Main characteristics:
(a) Formal Replies

 Acknowledge the invitation.

 Express thanks in third person.
 Mention acceptance/regret.
 Specify the reason for refusal.
 Be brief and specific.
 Be formal in tone and treatment.
 Do not exceed the word limit (usually 50 words).

SAMPLE

You are Abhay Minocha, the captain of your school cricket team. You have received an
invitation from the St. Thomas Public School, Lucknow to play a friendly exhibition match at
their playground. Respond to this invitation.

The undersigned thanks the captain of the Cricket Eleven of St. Thomas Public School,
Lucknow for his invitation to play a friendly exhibition match on their playground on the
24th October. He cordially accepts the invitation and hopes to reach Lucknow with his team
on 23rd October by evening.

Abhay Minocha
Captain ABC School Team, Kanpur

(b) Informal Replies

 Acknowledge the invitation in first person.

 Use second person for the sender of invitation.
 Mention acceptance/regret.
 Specify the reason in case of refusal.
 Use warm and simple language.
 Do not exceed the word limit (usually 50 words).

SAMPLE

You are Aakash/Varsha. You have been invited to attend the wedding of your friend’s
sister during summer vacation. Respond to the invitation, regretting your inability to
attend it.
205 Vasant Kunj
New Delhi
4 March 2023

Dear Neha

Thank you for your cordial invitation on the occasion of your sister’s wedding. I,
however, regret my inability to be with you on this happy occasion as we shall be
leaving for Shimla for summer holidays on 1 May, 20XX. Please excuse my absence.
Do convey my regards and best wishes to the couple.

Yours Sincerely
Varsha/Aakash