If you write on behalf of a group, you can mention that your group covers the We warmly welcome you to attend this year's Sanctuary in Parliament event.
Invitation letters are often required in business to invite clients and/or customers to important events. They need to be short, persuasive, and informative.
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
We would like to extend an open invitation to all residents of Carlton Street to the annual street party. Those long time residents will know that every July everyone gets together to have some serious summer fun. This year's event has been scheduled for the evening of Friday, July 16. I know that there are many new residents this year, and it would be a good chance for everyone to get to know each other.
James Roberts will be this year's master of ceremonies and will also be the subject of the Carlton Street Roast. I know I for one of some insults ready, for those that can remember his hideous decorations last Christmas I am sure you know he deserves each and every one of them.
If you could phone Sarah Jones on 887-3983 to pick a food arrangement, it would be appreciated. We hope to see everyone there.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Further things to consider when writing invitation letters to acquaintances
Invitation letters are letters you write to request people to meetings, formal occasions, or events. As the name suggests, the first and primary purpose of invitation letters is to request the presence of the recipient and the second is to confirm that the recipient will be present. Although invitation letters are mostly used to invite people to social events, they can also be used when applying for visas. Depending on the event, these letters can be formal or informal. Regardless, all invitation letters must be sent in advance to give the recipient enough time to respond or plan ahead.
Great invitation letters are brief and easy to understand. Start by introducing yourself and write a sentence or two about the host. Provide the necessary information regarding the event such as the date and time of the event, venue, dress code, how to accept or decline the invitation, etc. Mention some of the activities that would be taking place during the event and which ones the recipient would be taking part in if any. Provide your contact details in case the recipient needs further information. End by expressing anticipation of the recipient's attendance to the event.
Letters to acquaintances are letters you write to people that you know slightly, but who are not close friends. An acquaintance could be a colleague at work but whom you do not interact with on a regular basis, a person you went to school with but know little about him/her, or your Facebook contacts whom you interact with on a minor level. You could write a letter to this person to ask for a favor, invite him/her to a social event, or just pass some information. Although most people would opt for a social media message or text, a well-drafted letter will make the recipient see the seriousness of the matter and feel obliged to return the favor.
The best letters to acquaintances are warm, sweet, and friendly. Begin the letter with a proper salutation, based on your relationship with the recipient. State the purpose of the letter and be clear about what you want from the recipient. If you are asking him/her to do something for you, for instance, mention why you think he/she is the best person to get it done. Make the letter short and only provide the necessary details. Conclude on a positive note.
1. The Anatomy of an Invitation Letter
2. Tips for Writing an Invitation Email
3. 6 Great Examples of Invitation Email
Events that really stand out require good marketing strategy. One of the most effective strategies when planning an event campaign is to write a successful invitation email. If you have been looking for some great tips about such emails, then you may stop searching the whole internet because this is the perfect stop to check the examples and tips on how to write a successful invitation email for your event.
The invitation letter must inspire your audience to attend the event and must include all the details that the attendee needs to know.
The invitation letter must contain a bit of formality along with friendly wordings which gives a feeling of professionalism while inviting your audience. The following are some of the important points you have to keep in mind to create the anatomy of the invitation letter:
Picking up a proper subject line will make your email more appealing to the target audience because that is one of the first things a recipient sees upon receiving the email. The invitation mail for an event must contain a subject line relevant to the body of the email.
For example, a subject line like “a few registrations left“ for an email which talks about registrations just being opened is not appropriate. Such an invitation email makes you look downright unprofessional as a host organization.
A classy invitation email is the most formal way of inviting people to your event. This is the most commonly used option for international events with a large variety of people among the audience.
It’s better to start your email event invitation with greetings that will add a personal touch to your email. The event invitation with a classy format will reach out to many people and personal greeting to your audience will make them feel treasured by the idea that everyone is considered to be important.
After providing greetings at the beginning of the email, provide a short personal intro about the event details. Make sure that this part is a bit informal but at the same time, relevant to the information given in the rest of the email. The personal introduction in the invitation message for event could start something like this:
Hey [Add the name of recipient],
We hope you are having a wonderful day!
We are writing this email to inform you about the online conference for which you registered. We would love to have you with us and make it a success.
However, the payment deadline is coming soon and we haven’t heard from you. The following are the payment details: [include the details, banner or link]
Thanks in advance,
[Name of the host or company]
Or, another example is:
Once, you have provided a short introduction and described your event shortly, it’s time to jump right into the required details in the shortest way possible. Pointing the details in a bulleted format decreases the time to read the full email while getting the required details like date or time.
Another method is to make those data in the bold format to attract the recipient's attention to the email invitation event. An email that will bust out a great event must not contain too much information at once. Try to divide this information into several email sequences.
This part of the email is an extended version of the subject line. You may add this on the personal introduction or at the beginning of the text where you will give details. Keep it brief like one or two sentences maximum.
Do not exaggerate on it, keep it a bit official. Many email writers or companies miss this important part of an event invitation email which provides the essence of the email.
You should explain to your audience in a few words why they should attend this event and what they will gain from it. You don’t need to provide such information in every email you send to one attendee but spread it across two or three emails. You can add the link to the previous information, if you want to remind the details.
The first email when you are asking your participants to register is the email where you need to provide the most significant value propositions and incentives. But not all, you should keep something to surprise them at the event.
For offline events, these three pieces of information are like air, water and land. Just how this stuff is essential for life, providing the exact date, time and location is the lifeline of the event. While sending a reminder email, a few days before the event, provide your guests with the exact details.
For example for online events, you do not need to provide the info about location. Instead, you should include the URL to the event page along with username or password, if any is given in the email. It is better to write time according to military times to prevent confusion between a.m. and p.m. Or, you can indicate the time zone and send the notification before the start.
In order to induce enthusiasm among the registrants and attendees, you may mention the names of some other guests who will be attending the same event and also, the names of oncoming guests who are going to give some lectures. When writing the invitation email with VIP names, do not forget to add some small details also.
After mentioning all the necessary details, the exact information and some incentives, make sure that you ask your audience to confirm their attendance through pressing a button provided at the end/footer or by visiting the website.
Also, it is important to remember not to ask for confirmation too many times. In fact, in the first email, you may not provide the “sign in” or “register here” buttons. Just write something like “Registration starts soon” or “Stay tight for future registration”. This will create greater anticipation among attendees.
If you send an invitation to the event, you have to ask to email a confirmation or acceptance by a certain time. And finally, it would be nice to express excitement for the reader’s acceptance in the last part of invitation letter anatomy. It will help to make your potential registrant feel more passionate about the event.
If you want to attract even more attention to the event, it would be nice to attach the email signature with the banner at the email footer. You can add your name, main contact details and the email address in the signature block.
So, if you have an event to advertise, you can use the NEWOLDSTAMP email signature generator to rock your marketing campaign and make life easier. This service helps to build professional and visually appealing emails in a couple of simple steps.
Now, when you have composed the backbone of the email invitation, it’s time to improvise and write a successful invitation email to burst out a great event. We have brought together some of the great tips to improve the writing style, make the email captivating and increase the opening-rate of the email. Here are some of the tips to check out:
We understand that advising all the above tips is easier than using them in practicality. It could be quite challenging to find the exact right actions and tools. So, we decided to show some examples to inspire you and to help you master the format. Therefore, here we are with the 6 best examples of invitation email:
This example has a professionally made structure that helps recipients to comprehend what the event is all about, where the location is and at the same time, it helps to save readers from having to do the hypothesis of around:
- The dedication of the event and the price,
- The experts who are going to teach tactics,
- What kind of benefits include all of the sessions,
- How to reserve the tickets and much more.
As well, the event email includes the highlighted header area, the large body content that can look quite overwhelming but it shows all necessary information. It gives the participants an opportunity to quickly examine the campaign and all details in one place. It is nice that they have broken the email up into a few smaller segments. Additionally, it's a lovely idea to make an invitation email in the form of the infographic.
We can find here a great and professional content and design. The invitation email structure and imagery are comfortable for reading and the content is welcoming and drawing attention.
It simply compels the viewers to proceed learning the rest part of the invitation to check out more details. It addresses the potential attendees straightly and shows that the event is extremely relevant for anybody looking to grow their web design and digital marketing businesses. The special guest and the invite-nature make to feel the exclusivity around the event and that help to attract participants to visit and discuss the exceptional insights.
The invitation itself is wonderfully designed. You can see a nice usage of CTA that makes the message transparent and clear to potential attendees. It shows what exactly the next steps are. The call-to-action button, as well as links to the next steps and information, make it easier for viewers to RSVP.
Making a value proposition here that briefly shows what the event is all about and what the advantages of visiting are - very helping in a way of grabbing the attention. It helps to get the readers to check the last part of the invitation and persuade them to convert.
The imagery, structure as well as content and the text body of the social event campaign looks light and visually appealing. It inspires to check the whole email and gives a sense of trust and authority in the hosts. Such content and design will definitely help to assure readers that the details they receive are valid and valuable. It will increase the excitement and encourage to participate in the discussion.
The Where?, When? and RSVP parts are greatly used to inform the people about the necessary details. That already helps to get a better grasp about the event. This also shows the authority and reduces anxiety the people may have around the purpose they will gain from visiting.
The CTAs in the invitation email are small text with buttons and look pretty clear - you can save the date, submit proposals and get a customizable template. The email includes the banner in the form of an infographic and it has links to the additional information.
The design and imagery of the invitation are individual and absolutely in line with the company's site and brand. You can see that the invitation has less details about the event than the other ones described in this article. It simply creates a sense of curiosity.
This example definitely attracts participants to click the links and reserve the seats. The CTA text the marketing team uses in the invitation is excellent. ‘See the menu and reserve your seats’ is extremely clear and detailed. It gives the viewer no doubt what is going to be after clicking on the link.
Additionally, after clicking on the link at the end of the email, the potential participants will get to the landing page where they will find more details. Such methods allow attendees to RSVP quickly and reserve the tickets with ease. It also helps boost the sales and the attendance.
All the aforementioned tactics have actually been used and great success has been achieved by various organizations. So, just don’t read to move on, grab a pen and paper to jot down these points. Moreover, you can use the NEWOLDSTAMP service and add email signatures with the banner to your invitation right away.
Furthermore, you can advertise your event on social media to generate buzz. Later, you can send emails to people who are interested in the event. The social media has completely swept away lots of methods of communication, however, emails still remain authentic and formal platform to connect with people. So, keep calm, go ahead and create a successful invitation email to bust out a great event.
Liked? share this post with your friends!
The meeting is at 11 AM on Friday, the 31st, and will be over by 3 PM. Please let me know if you can attend.
[Here briefly focus on Sample Invitation Letter to Media for Coverage of an Event. You can follow these sample letter to media representatives and media organizations to invite them for media coverage of an event, festival, program, sports, exhibition and conference, press conference etc.]
TV/News Media name…
Sub: Invitation to Media Coverage
It gives me pleasure to welcome your representatives for coverage of our annual function (Type of function) on (date: dd/mm/yy) at (School/Institute name). We are striving to educate our children extensively and 20% of the students in our school are acquiring education absolutely free. (Describe in your own words). The main purpose of this coverage will be to promote free education to our children if their families do not afford it. The event will come to an end within two hours and we require full coverage from your cameramen so that it may be run on your channel after getting it for at least 30 minutes (More/less). (Explain all about conditions).
We shall receive the entire team of your channel with open arms and they shall also be served with dinner at the end of the function.
It is therefore requested that invitation from (School/Institute name) may please be accepted for providing coverage to our annual function (Type of function) for print media as well as digital media.
We look forward to a successful working relationship in the future if you require any further information; feel free to contact me any time.
Principal, (Job designation)
It is a great pleasure to cordially invite you to our event. Our company is arranging a small event (Event type) in which we would like to have your media coverage. (Explain on event and arrangement type).
The event consists of various sports activities, speech by chief guest and award distribution ceremony. Well-known personalities are invited as guests. I believe it will make good content for your channel as well. Schedule of the event along with a list of guests is attached to the back of this letter. (Describe in your own words).
Please inform us within three days (More/less) of receiving this letter about your approval. That is to avoid any difficulties before the event.
Public Relations Officer (Job designation),
Writing a letter is one of the best ways to invite other people to a particular event. You can use and download these invitation letters in word.