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Formal invitation response

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Formal invitation response
May 13, 2019 1st Anniversary Wishes 3 comments

CBSE English Writing Skills - Invitation and reply writing for class Here is how to write invitation and reply, examples, format, tips, topics, samples and more.

How To Write Invitations And RSVPs

Today, many events come together through word of mouth, but certain occasions still call for written invitations and replies. Written invitations signal to guests that the occasion is special, not just a routine gathering. And replying in kind is a great way to express your gratitude for your host's forethought and hospitality.

This page includes guidelines for writing and replying to invitations, along with examples.

Sending invitations

Most invitations are sent out as cards, but writing your invitation in letter format often adds a more personal touch and allows you to add more detail about the event. This page offers examples of invitations in both card and letter format. If you opt to use letter format, follow the standard formatting guidelines for how to lay out a letter.

Is the event formal or informal?

Formal invitations are standard for events that call for formal or cocktail dress, such as weddings. Addresses, dates, and times are typically spelled out. A formal invitation card should use third person (e.g., they, their) rather than first (e.g., I, we, my, our) and include the full names of the event's hosts. Letters may use first person, typically we, but should still maintain a formal tone. For social invitations, you may follow modified block format and omit the recipient’s address.

Informal invitations are appropriate for more casual events, such as a picnic or a baby shower. They are usually written in a conversational tone. Informal invitation cards may be written in first person.

What information do I need to include?

When you send an invitation, state the purpose, location, date, and time of the event, and include the host's contact information (address and phone number; email optional) in order for guests to RSVP. You should also indicate any information that guests need to be aware of in advance, such as suggested attire or items to bring (e.g., for a BYOB event).

Finally, you may wish to provide a reply card and envelope for guests to RSVP. If so, you do not need to include RSVP information on the invitation itself. On the reply card, you may note a suggested RSVP date in order to ensure that you have an accurate head count before finalizing your preparation for the event.

Replying to invitations

Some invitations have enclosed cards for guests to reply. If your invitation includes a reply card, use it to RSVP rather than composing your own letter. If your invitation does not include a reply card, write a brief note that follows the same style and tone as the invitation. If possible, write a handwritten response using stationery rather than typing a letter.

For formal invitation cards, you may reply using a similar structure as the invitation. If the invitation is written in the third person, your reply should be written accordingly. Otherwise, follow the standard guidelines for how to lay out a letter, according to the formality of the invitation. For replies to social invitations, you may follow modified block format and omit the recipient's address.

Whether you plan to attend the event or not, be sure to thank the host for inviting you. If you must decline the invitation, you may include a brief explanation of why you may not attend (e.g., a previous commitment, death in the family), but keep it short. It's courteous to respond promptly to invitations, so that the host will know well in advance how many guests to expect.

Examples of invitations

See an example of a formal invitation card and letter.

See an example of an informal invitation card and letter.

See an example of a reply card.

 

Back toLetters and invitations.

See more from Tips For Letters And Invitations

Whether the answer is yes or no, writing an RSVP is the polite thing to do, but most To write a formal RSVP to any invitation it is important to choose nice.

Wedding RSVP Wording: How to Respond to a Wedding Invitation

formal invitation response

Traditional Invitations

A traditional wedding invitation is made of card and measures 8 x 6 inches (20.3 x 15.2cm) folded in half with the text on the first (outer) page. This would usually be in black copperplate script, on a cream or white matt background.

The name of the guest is traditionally handwritten in ink in the top left-hand corner. A calligrapher can be hired to address the invitations and envelopes, but a more practical option may be to enlist the help of a friend or family member who has attractive handwriting.

On formal invitations, guests should be addressed by their full title, for example, Mr and Mrs Aaron Williams, Miss Eleanor Copcutt, the Lady Alice Torstenson. For less formal invitations it is acceptable to use only first names.

The traditional format for a wedding invitation where both parents are married is as follows:

Mr and Mrs John Standish
request the pleasure of
your company at the marriage
of their daughter
Caroline
to
Mr Christopher John Herbert
At St Paul’s Church, Knightsbridge
On Saturday 15th March 2016
at 3 o’clock
and afterwards at
The Hyde Park Hotel, London SW1

The RSVP address is then included in the bottom left hand corner of the invitation.

Many families, however, will not fit into this pattern, and there are a number of alternative styles of wording for different circumstances.

Invitations to the marriage of a same-sex couple can be altered depending on which, if either, parent or set of parents is hosting (see below for the wording where the couple is hosting the wedding themselves).

Note: the couple’s middle names may also be included.

If the bride’s mother is the hostess:

Mrs John Standish
requests the pleasure of
your company at the marriage
of her daughter
Caroline

If the bride’s father is the host:

Mr John Standish
requests the pleasure of
your company at the marriage
of his daughter
Caroline

If the bride’s mother and stepfather are the joint host/hostess:

Mr and Mrs Edgar Forsythe
request the pleasure of
your company at the marriage
of her daughter
Caroline

If the bride’s father and stepmother are the joint host/hostess:

Mr and Mrs John Standish
request the pleasure of
your company at the marriage
of his daughter
Caroline

Where the bride’s stepmother is the hostess:

Mrs John Standish
requests the pleasure of
your company at the marriage
of her stepdaughter
Caroline

If the bride’s parents are divorced, but are nevertheless co-hosting the wedding:

Mr John Standish and Mrs Edgar Forsythe*
request the pleasure of
your company at the marriage
of their daughter
Caroline

*Mrs Jane Standish if she has not remarried

If the hosts are the bride’s relatives, guardians or godparents:

Mr and Mrs Robert Newton
request the pleasure of
your company at the marriage
of their ward Caroline Standish*

*The bride’s surname may be included if it is different from the host’s/hostess’s

If the bride is the hostess:

Miss Caroline Standish
requests the pleasure of your company
at her marriage to
Mr Christopher Herbert

Where the bride and groom are the host and hostess:

Mr Christopher Herbert and Miss Caroline Standish
request the pleasure of
your company at their marriage

Where a same-sex couple are hosting:

Miss Sophie McMillan and Miss Lucy Brightman
request the pleasure of
your company at their marriage

In certain circumstances an invitation may be sent to the reception only – the same rules relating to the naming of the hosts will apply:

Mr and Mrs James Burton
request the pleasure of
your company at the reception following the marriage
of their daughter
Beatrice Jane

A note should be placed inside the envelope with the invitation to give a good reason, for example:

Owing to the small size of St John’s Church it is possible to ask only very few guests to the service. We hope you will forgive this invitation being to the reception only.

Second and subsequent marriages

In the case of a divorced bride embarking on a second marriage, whichever example above is applicable to the bride should be used. If the bride’s marriage has been dissolved, she is described as ‘Mrs Catriona Short’. If she has reverted to her maiden name, it is only necessary to list her forename, as in the standard invitations above.

If the bride is the hostess, the examples above should be followed, with her name as ‘Mrs Joseph Short’ or ‘Mrs Catriona Short’, as applicable. If the bride is a widow, she is described as ‘Catriona, widow of Mr Joseph Short’.

Mr and Mrs Hugh Berkeley and Mrs Catherine Berkeley
request the pleasure of
your company at the marriage of
Charlotte

If the bride’s divorced parents co-hosting:

Mr Hugh Berkeley and Mrs Edgar Forsythe*
request the pleasure of
your company at the marriage
of their daughter
Charlotte

* ‘Mrs Catherine Berkeley’ if she has not remarried

If the bridegroom’s parents are hosting:

Mr and Mrs George Debrett
request the pleasure of
your company at the marriage of
Charlotte Berkeley to their son John

If the hosts are the bride’s relations, guardians or godparents:

Mr and Mrs Gregory Hill
request the pleasure of
your company at the marriage
of [their ward] Charlotte Berkeley*

* The bride’s surname may be included if it is different from the host’s/hostess’s. The phrase ‘their ward’ is considered very formal.

If the bride is the hostess:

Miss Charlotte Berkeley
requests the pleasure of your company
at her marriage to
Mr John Debrett

Useful Forms of Address

Forms of Address
It is important to style guests correctly on both the invitation and the envelope, and there are a number of guidelines to follow. Here are some useful, and commonly used, forms of address:
It is important to style guests correctly on both the invitation and the envelope, and there are a number of guidelines to follow. Here are some useful, and commonly used, forms of address:

Name on the InvitationName on the Envelope
Married couple where both are well knownMr and Mrs Graham Barlow[Mr and] Mrs Graham Barlow (envelope)
Married couple with invited childrenMr and Mrs Graham Barlow, Adam and Claire[Mr and] Mrs Graham Barlow
Married couple where only the husband is known wellMr and Mrs Graham BarlowMr Graham Barlow
A medical doctorDr and Mrs Graham Barlow[Dr and] Mrs Graham Barlow
Single manMr Mark BarlowMr Mark Barlow
Single womanMiss Miriam BarlowMiss Miriam Barlow
Widowed womanMrs Graham BarlowMrs Graham Barlow
Divorced womanMrs Janet BarlowMrs Janet Barlow
Unmarried coupleMiss Miriam Barlow and Mr Patrick GrantMiss Miriam Barlow and Mr Patrick Grant
Same sex coupleMr Edgar Wall and Mr Jon BatesMr Edgar Wall and Mr Jon Bates
Single woman and guest where the guest is not known wellMiss Miriam Barlow and Mr Philip WrightMiss Miriam Barlow
Church of England vicar where the spouse is not known wellReverend and Mrs Anthony LambertThe Reverend Anthony Lambert
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Here’s Exactly How to RSVP to a Wedding Invitation

formal invitation response

Good etiquette dictates that when accepting an invitation, a note announcing your acceptance should be written, especially if the event is formal. This note should be handwritten, formal and gracious in tone, and must be sent within a few days of receiving the invitation. If a RSVP card is provided, a few succinct lines can be written on the other side of the card, otherwise, you can use your own stationary, or purchase a set from local office supply store. Do not use printer paper!

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As with all social writings, the acceptance letter must have correct grammar and spelling, and be punctuated correctly. It is essential to keep the content short and sweet. Here's a quick guide to help you write a great note to accept an invitation.

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A: Acceptance Letter to a Lunch Meeting Invitation

Dear Ms. Prince,

In reply to your lunch meeting invitation received May 29, 2013, I would be delighted to meet with you on Friday, May 31st. I will be ready at 10:00 A.M to be picked up in front of my house.

I look forward to joining you and your group for what promises to be a productive and enjoyable lunch.

Sincerely,

Professor Ian Blight

B. Acceptance Letter to a Wedding Invitation

Dear Mr. and Mrs. Smith,

It is with great pleasure that I received your invitation to the wedding of your son, Roger to Catherine Myers, on January 30, 2014, at the Saint Alphonsus Church.

We are looking forward to being a part of this beautiful celebration of the happy couple.

Please advise if a wedding gift registry is available.

Yours,

David and Elizabeth Fulton

Example Letter to Accept a Birthday Party Invitation

Here is a sample letter for accepting a birthday party invitation. You can also write about a fun memory you both share to make the letter more personal.

Dear Mike,

Thank you so much for inviting me to your birthday party. I'd like to take this opportunity to accept the invitation. I look forward to catching up, and celebrating your birthday with you!

Yours truly,

Jake

Example Letter to Accept and RSVP an Invitation to a Business Meeting

Here is one example. Note that your response should sound professional.

Mr, Moore,

Thank you for the invitation to meet with you in your office on _____ (date) at _____ (time). I am writing you to accept your invitation and look forward to hearing your thoughts on _____ (subject of meeting).

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Sincerely,

Jane Doe

I want to send an email of accepting an invitation as the chief guest?

How to accept an invitation as the chief guest?

In your letter, you first have to express your appreciation for the invitation. Then, accept the invitation. You can also reiterate some of the information that was included in the original invitation to show the host that you understand the event. It's also important to ask if there's anything you need to prepare before you show up to the event.

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Letters like this do not have to be lengthy; you just want to make sure that you understand what is required of you for the event and what you can expect when you arrive.

See more questions like this: Hi, actually we are going to go to another country for a meeting and the host declared: " We will arrange the transportation and accommodation accordingly. " Now how can I accept it by email?

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Do you think that can help me now?

You have received an invitation to a birthday party. Write a letter (120-180 words) accepting the invitation and suggesting that you organize the music"

Dear Anne,

I was thrilled to get your birthday party invitation. I would love to attend the event. I would also like to offer my services as a music organizer since I have some experience in that area (and know all your favorite music!). Please get in touch if you would be interested in my help organizing the music.

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Your friend,

Sammie (555) 555-5555 [email protected]

There is an invite to our general secretary, I need to accept the letter and accept our participation in the event?

Acceptance letter for an invitation.

To write a proper acceptance letter, make sure you cover the following points:

  • Your appreciation of the invitation.
  • Your understanding of the event.
  • Your acceptance and confirmation of attendance to the event.
  • Ask if anything needs to be prepared prior to the event.

The letter does not have to be long. As long as you confirm that you are indeed attending, your letter is good enough to send.

Well I'm looking for more examples from native speakers -- not only invitations but also postcards, short notes, messages?

Hope you can help me, please? Thank you. More samples of different types of letters.

Keep in mind that letters, especially those for invitations, should never be too long. All you need to do is state the purpose of the letter and include the corresponding details. You also have to indicate what type of response you are expecting from the person you are writing to. Most letters are expected to be that way unless it's a very personal letter.

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See more questions like this: Three paragraphed acceptance/refusal of attendance for a birthday party letter sample

Good Morning I just want to reply to a message from my friend inviting me for her daughter's birthday 3 years old. A simple way to confirm our attendance?

I just want to reply to a message from my friend inviting me for her daughter's birthday 3 years old. A simple way to confirm our attendance.

Hi (Friend's name),

I got your invitation for (daughter's name)'s birthday party, and I would be glad to attend. I can't believe she's 3 already! Seems like just yesterday you were bringing her home. I will definitely be at (location) on (date).

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See you then!

(Your name)

Simple Text Message informing guests of their seat/table number?

I wish to write a text message to the guest accepting the invitation to our company's anniversary dinner and inform them their seat/table no.

Text messages have a 160 character limit, so your response should be particularly short and to the point. Here is one possibility:

Thanks for your confirmation for the anniversary dinner on (date). You will be seated at table #, seat #. See you there!

How do you write a letter given this scenario: You work for the Dean of the School of Business at UVU. You received the following letter from a local high school teacher, Karen Swenson. Send her a "yes" reply?

Do you offer tours of the business school on the UVU campus? If so, may I arrange a tour for 45 members of the Future Business Leaders of America at our high school for some afternoon the first week in December? This tour will be one of several the chapter is making to compare colleges in the area.

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So that I can better prepare our FBLA members, please explain in your reply the advantages of attending UVU.

We will appreciate hearing from you in the next week so that we can complete our schedule.

Yes, you would send her a "yes" reply with details of what a campus visit to your institution would entail. You can leave the date and time open so that she may choose what works best for her, or try to give her at least three dates and times that you have open in the schedule.

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Hi, I got an SMS from another organization for induction program at their organization?

I just want to reply to the SMS professionally

Many company SMS programs do not receive responses back via SMS. You should reply with a formal letter using the format above for accepting an invitation.

Acknowledgement of one day trip?

I have an invitation of one day trip arranged by office HR. How can I acknowledge my confirmation for the trip?

If there are R.S.V.P. details, you should use those details to thank them for the invite and make them aware you will be attending. You also could send an email to the H.R. department as well, using the format above in the body of your email.

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How to postpone the proposed time of the appointment?

I received the invitation for a job interview in the morning, but I am only available in the afternoon.

Dear (Their Name),

Can we possibly delay the interview to later in the afternoon? I have a previous engagement at the time that you have suggested, and unavailable. I am free after 1 p.m. so please let me know if you can also reschedule during that time.

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Sincerely,

Your Name

Although you are requesting that the time is changed because of a previous engagement, this reschedule may take you out of the running for the position. No employer wants to be told they are not a priority, including future employers. It would be best for you to reschedule your morning appointment if you really want this job opportunity.

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Hello, sure I need wording for an invitation my boss received saying thank you for the invite, and that my staff will check my availability?

We receive lots of invites for events and want to send our thank you letters for inviting, and that my staff will check my availability

Thank them for considering to invite and then give a date such as we will check our availability and let you know by (Date). Just be sure to not put a date that is past the response date of an invitation.

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Need help on how to write effective emails on any topic?

I am facing problems writing emails to my manager with regard to any issues or process.They say grammatically incorrect and wrong punctuation.

Use a program like Grammarly which you can add as an extension to your browser. It will help with punctuation and grammar errors that you make. It even gives options of the correct phrasing or punctuation.

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Write an email accepting the invitation to a birthday party and suggesting that you organize the music?

120-180 words I need but I'm not too good in English and I can't write it. I have problems because I need 120-180 words to access a birthday party. I have tried: I don't know I was in school for 8 hours. I think it was caused by: You could write for me the email

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How to invite my senior colleagues by email to joint in a proposal discussions?

I have proposals assessment committee I want to invite my colleagues to this committee by email, please instruct me how should I write a professional email to them

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How do I write a rsvp old man or I will beat the cheese out of you papi sanko ooooo?

Yo how do I write rsvp I'm a tenth grader and I'm sad so help me papi sanko o my freaking gosh this thing won't let me submit my question what the freak man I just want to ask you a question

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Comments

In accepting a formal invitation, it is important to respond appropriately. An invite to the wedding of your best friend's child, or the graduation ceremony of a family member, for example, requires an acceptance letter that is both formal and succinct. There are some important.

How to RSVP by Post to a Wedding Invitation

formal invitation response

Someone you know is getting married—so exciting! But you had no clue you’d have to do a little internet research before saying yes to the invite, did you? Don’t sweat it—we know the language and etiquette can be a bit tricky to decipher, but responding to a formal wedding invitation is actually way easier than you think. Here’s exactly how to handle it, step by step.

Reply On Time

First things first: Reply as soon as possible. The invitation will include an RSVP-by date, which you should absolutely follow. Mail your response by the given date (or well before, if you can). Essentially all of the couple’s other wedding details depend on the head count, so be an A-plus guest and let them know your status as promptly as you can.

Invitation Language, Decoded

Many formal, mailed invitations, along with the ceremony and reception information, will include a separate RSVP card with its own prestamped and addressed envelope. All you need to do is fill it out, slip it in the provided envelope and pop it in the mail. Here are a few examples.

RSVP Cards With a Preprinted Response

Your response may vary based on the format of the invitation. If there’s a preprinted template on the response card, your job is simply to fill in the blanks. A typical formal response card looks something like this:

The favor of a reply is requested by the first of June

M _____________________

_ accepts with pleasure

_ declines with regret

The “M” stands for the first letter of your title(s), such as Mr., Mrs., Ms. or Miss, followed by your name(s). Depending on your marital status, write on the designated line:

  • Married couple: “Mr. and Mrs. John Doe” or “Mr. John and Mrs. Jane Doe”
  • Married couple with different last names: “Mrs. Kim Williams and Mr. John Doe” (or vice versa)
  • Single man: “Mr. John Doe
  • Single woman: “Miss Jane Doe”
  • Unmarried couple: “Miss Kim Williams and Mr. John Doe” (or vice versa)

Next, indicate whether or not you will or will not attend beside the options below. If you’re the only one to whom the invitation is addressed, you may put a check mark or write a number one on the space beside the proper response option. If you and your partner are both invited and both attending (or both declining) write the number two on the space beside the proper response option. If one of you is attending, but the other cannot, write a number one beside both options. The same format applies if your family is invited on one invitation. Write the number of people who accept and decline respectively.

RSVP Cards Without a Preprinted Response

Not every response card will have a preprinted template to fill in the blanks. In these cases, beneath the respond by date, you should write a brief note expressing your pleasure to attend (or regrets to decline) the event. For example:

"Ms. Kim Williams and Mr. John Doe will" (or "will not") attend...” (and editorialize a bit if you like or are especially close to the couple and their families: "will happily attend”).

If you haven't spoken to the to-be-weds recently, feel free to write your congratulations and how excited you are to celebrate along with your response.

Invitations With No Response Card

If the invitation doesn’t come with a response card, write your reply on nice stationery and use the same wording as the invitation. For example:

To accept:

"Ms. Kim Williams and Mr. John Doe accept with pleasure/the invitation of/Mr. and Mrs. Michael Livingston/for Saturday, the second of August/at five o'clock in the evening."

To decline:

"Ms. Kim Williams/regrets that she is unable to accept/the kind invitation of/Mr. and Mrs. Michael Livingston/for Saturday, the second of August." (No need to include the time on a regret, only the date).

If the invitation is more casual, but doesn't include a response card, write a warm, informal note accepting or declining.

Response Card Etiquette to Remember

Don't Forget Your Menu Preference

Some response cards also provide menu choices below the attendance options. If it’s just you, check off the dish you want. If you’re responding for your plus-one, family or partner, write everyone’s respective initials next to their preferred meals. This is important to do as the couple will use these numbers to account for everyone’s prefered meal and inform the caterer. (Plus, you’ll end up with the food actually like.)

You Can't Add Extras

You should only RSVP for those to whom the invitation is specifically addressed. Do not RSVP for your children unless the envelope is addressed to “The Doe Family” or your children’s names are included on the inner invitation. The same goes for plus-ones. In addition, you may not bring a plus-one even if you were given the chance to bring one, but originally declined the option to do so on your response card.

You Can't Swap Plus-Ones

Finally, remember that wedding invitations are non-transferable (these aren’t theater tickets). If you’re given a plus-one in an invitation addressed to “Miss Kim Williams and Guest,” you’re free to invite whomever you’d like as your date. However, if you and a specific plus-one are invited, (as in, the envelope addressed to “Miss Kim Williams and Mr. John Doe”), but your plus-one cannot attend (maybe they’re out of town that day, or you break up between receiving the invitation and going to the wedding), you can’t just invite someone else in their place. Everyone’s circumstances are different, so if you’re close to the couple, they might understand the situation and let bring you a date regardless—but let them make the first move in offering (aka don’t ask or assume). Otherwise, simply RSVP for one.

Read more handy guest etiquette and advice right here.

And find the couple’s registry here.

Don't know the etiquette to respond to wedding invitations? How to's on responses to formal, informal and personal invitations to weddings.

formal invitation response
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