Letter of Invitation

Letters of invitation can be difficult to write only because there are so many possible types. The format of your letter will depend on the type of affair for which the invitation is being extended.

For example, if you are inviting someone to a memorial service for a recently departed colleague or friend, you will want the invitation to be understated and free of frills. Provide the basic information necessary and leave off the colorful card that often accompanies an invitation to a more upbeat event.

With a letter of invitation, you want to include the facts. For example:

“You are invited to a retirement party for John Green that will be held on the 14th of April, beginning at 6:00 p.m., at the Rolling Green Country Club of Lancaster. Gifts of a humorous nature are requested rather than anything with a high monetary value. Gifts should reflect your fondest memories of John and be reflective of humorous times that were shared. A buffet dinner will be served and a cash bar will be available throughout the evening. Dress is casual and you can RSVP at 999-999-9999. This dinner is a surprise, so please don’t make mention of it to John.”

The above paragraph gives all of the necessary information including time, place, and the person being honored. It tells guests that a buffet dinner will be served but they will have to pay for their own alcoholic beverages. It also provides guidance as to the dress code and gift giving. Finally, it provides an RSVP phone number and informs guests the event is being hosted as a surprise to the guest of honor.

The invitation could also be accompanied by a nice card that could be as colorful and decorative as the occasion warrants. Graphics can be included to symbolize the occasion, such as storks for a baby shower or balloons for a birthday party. If the event were something somber, such as a memorial service, then the graphics would be kept to a minimum, if included at all.

As always, avail yourself of the latest in online editing and business writing software. You want all of your correspondence to reflect a high degree of professionalism on the part of the sender. Never hesitate to seek help if you struggle with letter writing or if English is not your native language.