An invitation letter is a kind of formal letter, through which we invite guest for party, event, celebration while giving more information than usual invitation cards. Invitation cards serve two purposes; first is to invite a person for any event or party, and the second is to make sure that the person who got the invitation card will attend the event.
The invitation letter generally includes two tenses, present tense and future tense. The present tense is to pass on the message and the future tense is to confirm that the person is going to be present at event. An invitation letter expresses volumes about the event; your invites convey the correct message before you send you invitations. A professional invites can encourage the invitee to attend the event, even if they want to skip it. If you want to write an invitation letter, then just follow the procedure mentioned below.
Procedure:
- Before you begin with the invitation letter, settle on a tone, voice and stage of formality, depending on the occasion itself. This will explain whether you need to write the invitation or have to print them, or whether you should select the preprinted or modified invitation.
- Select the style for your invites, and get more letters than you think you will require. This will allow you to invite some more guests for your party at the last minute, if required. You can make hand-written summons for small events on blank cards. For big occasion, you will have to order printed invitations.
- The language of the invitation is dependent on the stage of formality. An official invitation might state, ‘Mr. and Mrs. David appeal the pleasure of your company’, while an informal invitation might state, ‘please join us’.
- Write the name of the host of the party, address, date, time, and purpose of the party, even if you are organizing a small get-together.
- Write the RSVP details at the bottom of the invitation card, for example, ‘RSVP’ followed by host’s contact detail.
- Insert a respond-by date on the official invitation, so that you can receive a correct head count in time to regulate the quantity of food, place orders for the arrangement and the size of room. If you are making an invitation for a wedding, charity, or other official events, then include a reply card and a stamped; mention your address on the envelope of the invitation.
- Send your invitations at least four weeks before the event, five weeks before for some official occasion and two month before a wedding ceremony, so that the guests get their reservation ticket easily. If you are organizing some event in the December vacations, then mail your invitations before Thanksgiving.
Tips and Warnings:
- Employ the type of RSVP technique, which suits the event best, a reply card for a head count, contact details or your e-mail id, if your invitees have e-mail addresses.
- If you are organizing a big event, then be ready to welcome the guest who didn’t respond to your invitation. Some non-responders might turn up for event.
- If you are throwing a formal party, then it is suggested that you use printed invitation letter. They can save your time and will give a good impression about your event to your guests. For casual events, you can use social planning Web sites like www.evite.com, to send online invitations.
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