FORMAL INVITATIONS (cards)

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.

1. You are a student of Sacred Heart Convent School, McLeod Ganj. The school is holding its
Annual Function at 5.00 p.m. on 5 September 20XX. The Education Minister of the state has
consented to be the Chief Guest. Design an invitation card to be sent to the parents and other
invitees. Do not exceed 50 words.
 2. Your school is organizing the Annual Day next month in one of the prestigious auditoriums
of your city. Draft an invitation in not more than 50 words giving all the essential details. Do
not forget to include necessary instructions against mobile phones and cameras.

The Management, Staff and Students

of
Government Model Sr. Sec. School, Chandigarh
cordially invites you to their
ANNUAL FUNCTION
Tarang
at 6.00 p.m.
on 4 December 2OXX
in
The National Auditorium

Shri Pramod Kumar

Secretary, Higher Education, has kindly consented to be the chief guest.

R.S.V.P.
Anika Shaw
Admin. Official
Government Model Sr. Sec. School
Chandigarh
(Instructions-
The card admits two people only.
Please be seated by 5.30 p.m.)

FORMAL INVITES ( PERSONAL – inviting dignitaries as guests to preside/attend a

meeting, seminar, etc)

Follow the conventional method of writing an application, the exception being that the
subject shall precede the main body and not follow the receiver’s address.

1. You are Sachin Bansal, the Head Boy of Springdales Public School, Gurgaon. Your
school is holding an inter-school T-20 cricket championship from 2 Oct. to 8 Oct.,
20XX. Write a formal invitation to Sh. B.S. Bedi, a famous cricketer, to inaugurate the
championship on 2 Oct. 20XX at 10 a.m. at your school grounds.
 Answer:

Springdales Public School

Gurgaon

25 Sept. 20XX

Sh. B.S. Bedi

2/27 Jorbagh
New Delhi

Sir
Sub: Inauguration of Cricket Championship
Our school is holding an inter-school T-20 cricket championship from 2 Oct. to 8 Oct.
20XX. All the schools of the area are likely to participate. Your presence in our midst will
act as a catalyst and inspire us. You are requested to inaugurate the championship on 2
Oct. 20XX at 10 a.m. in our school grounds.
Kindly confirm your availability by 30 Sept.

Thanking you,

Yours faithfully,
Sachin Bansal
Head Boy

2. You are the Secretary of the Old Students’ Association, Mayo School, Ajmer. The 20th
Alumni Meet will be held on Sunday, the 28th Sept. 20XX at 8.00 p.m. at Palace Hotel. Write
invitation letters to ail the old students of the school to attend the meet.

Answer:
Old Students’ Association
Mayo School
Ajmer

Dear Alumna/Alumnus,
Sub: 20th Alumni Meet
The 20th Alumni Meet of Mayo School, Ajmer will be held on Sunday, the 28th Sept. 20XX
at 8 p.m. at The Palace Hotel Ajmer. Old students, along with their spouses will be our
guests of honour.
Kindly assemble at 8.00 p.m. in the banquet hall for a get-together, dance and dinner
party.
Please confirm your seats by sending ₹ 500 to the undersigned.

Ayush K. Joshi
Secretary
 INFORMAL INVITATIONS-

Main Characteristics: Informal invitations follow the pattern of ordinary informal 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 of the addressee’.
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/faithfully.

1. Rohit has got success in CBSE-PMT. He wants to celebrate his admission to Shivaji Medical College,
Nagpur by throwing a party to his friends. Write an informal invitation giving details of venue, time and
date. Do not exceed 50 words.

Answer-

33/427, Priya Vihar

New Delhi

15 July 20XX

Dear Varan .
You will be glad to learn that I have secured 80th rank in the CBSE-PMT competition. I have got
admission in a prestigious institution – Shivaji College, Nagpur. I want to share a few happy moments of
my life in the company of my old Mends at a dinner in the Hotel Kanishka at 9.00 p.m. on 23 July, 20XX.
Please join the celebrations and merry-making.

Yours sincerely,
Rohit

2. Write a letter to your friend inviting him on the house-warming-ceremony of your newly constructed
house.

Answer:

27, Urban Estate

Sector 15
Karnal

25 July, 20XX

Dear Vineet,
I invite you at the house-warming-ceremony of our newly constructed house in Urban Estate. The
‘hawan’ ceremony is at 10 a.m. It will be followed by lunch at 1.00 p.m. Kindly do join us on this auspicious
day. I’ll introduce you to my parents and close relatives.

Yours sincerely,
Arun Gulati
 Replies

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.

Formal Replies

Main characteristics:
• Acknowledge the invitation.
• Express thanks in third person.
• Mention acceptance/regret, followed by a wish or prayer.
• Specify the reason for refusal.
• Be brief and specific.
• Be formal in tone and treatment.
• Do not exceed the word limit (usually 50 words).

Formal replies are of two types;

• one being a formal reply to a formal personal invite, Questions usually
specify whether a formal letter needs to be written or not.

• The other being a reply to a printed invitation card. This must follow the format of
the formal invite.
The entire reply needs to be written in the third person, and in the present
tense. Questions asking for such replies to be written will contain clauses
like “ you have received an invitation”.

Depending on whether the question specifies your ( the sender’s) address,

you will need make some changes.
If yes, proceed with writing your (the sender’s) address, the date, followed by
the main body and the surname.
If the address is not specified, begin directly with the main body, the full
name of the sender and the date.
1. Write a formal reply expressing your inability to attend the birthday celebrations of
your friend Suresh Pradhan of 1235, Vivekananda Marg, Belur. You are Somesh
Basu.
Answer:

Mr and Mrs Somesh Basu wish to thank Mr & Mrs Suresh Pradhan for extending an
invitation to the birthday celebrations of their son Akshay at their residence 1235,
Vivekananda Marg, Belur on 20 March, 20XX and wish the young boy many happy
returns of the day but regret their inability to be present personally on account of
some previous engagements.
Somesh Basu
16 March, 20XX

2. Draft a formal reply expressing your inability to attend the inauguration of the
showroom ‘Regalia’ on Sunday, the 20th July 20XX, at 11 a.m. at B-12, Rohini. You are
Navin Jain of C-5, G.K.J, New Delhi and your friend is G.L. Bansal of 23, Sunder
Nagar, New Delhi.
Answer:

C-5, GK-I,
New Delhi

15 July, 20XX

Mrs & Mr Navin Jain thank Mrs & Mr G.L. Bansal for the invitation to the
inauguration of their showroom ‘Regalia’ on Sunday, the 20th July 20XX, at 11 a.m. at
B-12, Rohini, Delhi. However, they express their inability to be present on the
occasion due to a prior commitment.
Jains

3. You are Akshya / Aakriti. You have been invited to participate in a seminar on
‘Fundamental Rights of Children’, organised by the Lions Club of your distinct.
Respond to the invitation by writing a letter to the Secretary of the club.
Answer:

25, Aram Bagh Road

Meerut

5 May, 20XX

The Secretary
Lions Club, Meerut

Sir

Sub: Acceptance of Invitation

I extend my gratitude for your invitation for a seminar on ‘Fundamental Rights of
Children’, and your concern for the under-privileged children. I would like to utilise
this opportunity to share my experiences with other like-minded enthusiasts and
experts.
I hereby confirm my participation in the seminar.

Yours sincerely.
Akshya

Informal Replies

• Follow the exact same pattern as the informal invite.

• 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).

1. You are Manoj /Mini. You have been invited to attend a birthday party of your
closest friend. Respond to this invitation.

Answer:

217 MIG Flats

Surya Vihar, New Delhi
15 March, 20XX

Dear Shuchi
I acknowledge with thanks your kind invitation to your birthday party on the 25th
March. I regret to inform you that I will not be able to join you in the celebrations
due to some very urgent and unavoidable prior engagements that may keep me
tied down here on that day.
Please accept my heartiest felicitations and love. Kindly accept a small gift that I
am sending through courier.

Wishing you a very happy birthday,

Yours sincerely,
Manoj /Mini

2. You have been invited to an evening bash at the Nirula’s by Vibhu, your close
friend, to celebrate his selection in NDA. Respond to the invitation. You are Nitin
of 56, Gautama Enclave, New Delhi-56. .

Answer:

56, Gautama Enclave

New Delhi-110056

10 May, 20XX

Dear Vibhu
Thank you very much for the pleasant invitation of yours. I’ll join the evening
bash at Nirula’s on 16th May at 6 p.m. I ask you to wait for my arrival before
making your way in.

Yours sincerely,
Nitin.