An invitation letter can come in many formats and instances, and it is one of the many letter formats that we should be familiar with. At some point in your life or career, you’re going to need to send an invitation letter.
In this article, we’re going to discuss everything associated with an invitation letter, and round it off with some samples to serve as pointers to help you write your invitation letters.
Without further ado, let’s start by answering the question right off the bat, what is an invitation letter?
What is an Invitation Letter?
As the name depicts, an invitation letter is a letter written to invite you to a particular event. An invitation letter can come in various forms for various events ranging from ceremonies, job events, visa invitations, exhibitions, etc. The list of events that require an invitation letter is inexhaustible.
An invitation letter is essential for a myriad of purposes. Some of these include ensuring you have the right amount of guests in your event (guests who RSVP your invitation letter), making sure information doesn’t fall through the cracks and the invitees know they’re expected to accept or decline your invitation.
Key Points to take note of When Writing an Invitation Letter
Before proceeding to write your invitation letters, there are some key points you must ensure you take note of, they are:
- Who? This answers the question of who the invitation letter is addressed to.
- Why? This answers the question of why the invitation letter is written, and what the invitee is to expect.
- Where? Is the invitation for a virtual event? Is it restricted to a particular location? All of these are questions that should be answered in this section of the invitation letter.
- When? This answers the question of time. Is the event slated for a particular time, are there any special information in regards to the time? All of this information should be provided in this section of the article.
- The action they must take. With every invitation, there should be a necessary action for the invitee to take. For example, is the recipient supposed to RSVP, should they relate their response? Including this information in the email makes it easier for the recipient to know the best way to respond.
How to Write Your Invitation Letter
Like all letter types, invitation letters also have a structure they must follow to ensure the message is passed across effectively. In this section of this article, we’re going to discuss everything you need to know when writing your invitation letter.
An effective subject line: When it comes to writing an effective letter, the subject line is easily the most important part. This determines whether the recipient will give your letter the attention it deserves. So, when writing the subject line of your invitation letter, be sure to include the reason for the letter right there in the subject.
An opening: There’s no straight rule when it comes to writing the opening of your invitation letter. The opening of your letter can take various forms, all of them depending on your relationship with the recipient. If you’re familiar with the recipient, you can decide to take an informal tone. But if you’re not familiar with the recipient, it is advised you don’t include any informality in your letter.
Reason for the invitation: This is the most important part of your letter and as such, it should be given the most attention. This doesn’t mean stretching it out longer than it has to be, no. The reason for an invitation can be as short as two sentences long.
If there are specific things you’d like the recipient to know about or points you want them to research, this is the section where you list out these points to ensure you play your part in ensuring they’re prepared.
Details: When writing an invitation letter, it is important to ensure nothing is lost in the cracks. In this section of the letter, you make sure you include all the necessary information concerning venue, time, duration, etc.
When sending invitations, make sure to include multiple dates at different times. This shows the recipient that you value their time and are open to a meeting whenever is most convenient for them.
Also, note that this is not the case for all invitations letters as some events have specified times.
Necessary action: As said earlier in this article, the necessary action refers to the action the invitee must take to confirm their attendance and receipt. For events, it can be sent requesting an RSVP, for online meetings it can be something as simple as ticking “yes”.
The necessary action that must be taken depends on the kind of event they’re being invited for. If you’re unsure how to proceed with this, a simple, “Acknowledge receipt” or “looking forward to your reply” is enough to do the trick.
Closing: Following up on the last point, using closing remarks that encourages the recipient to respond to the invitation letter also doubles as a great way to close your invitation letter. When closing the letter, also remember to include your closing signature.
Invitation Letter Sample and Templates
In this section of this article, we’re going to offer some samples that would serve as guides when you’re writing your invitation letters.
Invitation Letter Template One
(Recipient's name) (Company name) (Recipient's address) (City, State Zip Code) (Date) Dear (Insert recipient's name) This letter is an invitation to attend (name of the event), an event hosted by (name of company) yearly. It will be held on (date) at (Location of the event) from (start time) to (end time). Please RSVP with a response on or before (response date) You're receiving this invitation because you've been a loyal customer to (name of company) and this is our way to show our appreciation. Kindly get back to us if you have any questions or inquiries. Regards, (Your name and signature)
Invitation Letter Template Two
Company's name Address Location Date Dear (recipient's name) Ref: Invitation for a conference Warm greetings to you. You are cordially invited to our (event information) that will take place on (time and date of event). This event will be to discuss (matters to be discussed). You are being invited as you are a well-respected member of our company and we value your insight and contributions as we discuss ways to grow our company. Kindly RSVP your response as soon as possible. If you need any information or have any requests, please do not hesitate to reach out to us. Regards, (Signature)
Invitation Letter Sample One
Dear Jane, This letter is an invitation to our annual workforce event, this event is hosted by Woculus yearly to celebrate the amazing people behind all the work we do. It will be held on the 12th of June at the metro museum, Times Square from 12 PM to 4 PM. Please RSVP with a response on or before 8th June. You're receiving this invitation because you've been a loyal customer of Woculus, and this is our way to show our appreciation. Kindly get back to us if you have any questions or inquiries. Regards, Jim Blessed Head of Partnership Woculus
Invitation Letter Sample Two
Woculus Inc, Edward Jefferson 188 Times Square 10 January 2070 Dear Jane, Ref: Invitation for a conference Warm greetings to you. You are cordially invited to our Annual business conference that will take place on 30th of January at 12 PM. This event will be to discuss: The introduction of the new product. Unveiling plans for expansion. Series D Funding You are being invited as you are a well-respected member of our company and we value your insight and contributions as we discuss ways to grow our company. Kindly RSVP your response as soon as possible. If you need any information or have any requests, please do not hesitate to reach out to us. Regards, Bob Walt CEO Walt Media
We have discussed everything that goes into writing an invitation letter. To make sure you don’t leave out any important bit, it is advised you jot down your thoughts on your notepad before actually writing the letter. We’ve also included some samples to give you a head start when you need to write your invitation letter.