Content

• Steps
• Method 1 of 1: Writing a formal invitation
• Tips

An invitation is an important part of organizing an event or a party because it helps set the overall tone of the evening and the number of guests. And asking to respond to the invitation will help to identify those who will definitely come, as well as allocate seats, pick up food and service. Learn how to write a formal invitation and adhere to specific formats and guidelines to keep you and your guests well informed about the event.

Steps

Method 1 of 1: Writing a formal invitation

1. 1 At the top of the invitation, include an organization, host logo, or graphic sign.
2. 2 The host's full name must be used in the invitation without respectful words (Doctor / Mr. / Mrs.), unless it is an official title.
   • Full names must be used for all hosts if the event is run by 2 or more hosts. Enter the title of the host under his or her name. The name of the senior owner must be first. An exception to the rule is when the president and his spouse are hosting guests, where the title "President" precedes the host's name. In this case, the title string is not needed.
3. 3 Compose your invitation. You can choose formal wording such as “I have the honor to invite” or less formal high-flown speeches such as “You are welcome to attend.”
4. 4 Clarify the essence of the event. For example, "breakfast", "awards ceremony" or "reception".
5. 5 Indicate the purpose of the admission. For example, "in honor of the fact that ...".
6. 6 Indicate the date of the event. Depending on how formal the invitation is, you can write the date in full, for example "Thursday, the eleventh day of May", or briefly, for example, "Thursday 11 May". Writing the date in full is a more formal way for an invitation.
7. 7 Complete the time of the event. Include words such as "mornings" or "evenings" if the purpose of the activity does not make it clear. For example, if the event starts at 8 pm, write "at 8 pm". If the event is, in fact, breakfast or lunch, then the additional words "in the morning" or "in the evening" will not be needed.
8. 8 Indicate the venue and street address.
9. 9 Include some directions if needed. For example, if you are including a referral to an event location, include “attached referrals”.
10. 10 Include a request to respond to the invitation. This request came from the French language "Respondez, s'il vous plat", which translates to "Please answer." It is designed for parties and events where you have to know exactly who is coming so that you can allocate seats, choose food and other services. If you are inserting a Reply Postcard, replace the name and phone number with “Suggested Reply Postcard”. Indicate the deadline for the reply to the postcard. This can be a date that you personally set. Usually the final date is 2 weeks before the event. Include an envelope with a postcard and a return address in your invitation so guests can easily send a reply to you by mail. You can also ask about the guest's personal preference for food and seating in the reply card. The reply card should be designed in the same style as the invitation. An electronic reply is perfectly acceptable, in this case the guest does not need to send a postcard to reply by mail.
    • If the invitation does not have a reply card attached, include the name and phone number of the person responsible for answering. Do not provide a final date for your reply.

Tips

• Each person over the age of 16 must receive an individual invitation separately.
• Include an envelope in case the person wants to bring a guest with them.
• If you follow the tradition, then send the invitation 8 weeks before the event.
• You don't need to use punctuation at the end of each line.
• All expressions must be worded in a third person. For example, "John and Jane Doe invite you ..." instead of "We invite you to our ...".
• Try to give the invitation a formality and special form.
• To write a short invitation, you need to be specific and understandable.
• Do not type the postal code on the invitation next to the address.
• Traditionally, specifying where you are registered for gifts is socially unacceptable when writing a wedding invitation.
• Abbreviations cannot be used in official invitations.