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How to write a letter to invite for an event
October 07, 2018 Wedding Anniversary Wishes 4 comments

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.

15 Practically Useful Tips on Writing a Formal Invitation Letter

Wondering how to word an invitation letter? And do you need to write it really well for some important invitees? Then read on, for here is a list of some tips on writing a formal invitation letter.
Last Updated: May 31, 2018
Informal invitations can be done verbally but formal ones need to be in the written form and should be drafted thoughtfully. While some go with invitation cards, some choose to send out formal invitation letters. You may want to invite the dignitaries of your area for a social event, or invite your clients for a function at your workplace. You may want to invite your business associates to a social gathering, or you might be wanting to invite foreign delegates to your office.
The content in a formal invitation letter varies depending on the occasion for which it is being sent and the guests to be invited. But the way in which they are written is similar - they are formal invitations. Let's look at some tips on writing formal invitation letters.
How to Write a Formal Invitation Letter
✦ While writing a formal invitation letter, do not forget to include the names of the host and the guest, the address for response, and the details of the function being hosted.

✦ Choose a font according to the organization's standards, and of a size that's readable.

✦ The size of your invitation letter should be that of a standard card. As it's a formal invitation, do not choose fancy colors in the font or the paper.

✦ Mention your name if you are the host or the host's name if you are writing on his behalf. As the letter of invitation has a formal nature, you need to make an official address to your invitees. Mention their names along with their designations.
✦ The most important part is the main content of the invitation letter. Start the letter with a small preamble to the actual reason for the invitation.

✦ After the preamble, describe the actual event for which the guest is being invited. Mention the details of the venue and the date and timings of the event. Make a mention of the reason to invite.

✦ If the event has a particular dress code, mention the same in detail, in the invitation letter.

✦ Express your pleasure in inviting the guests. Make them feel that their presence is important.

✦ Furnish the host's address and ask them to confirm their attendance for the event through a letter or a phone call.

✦ You may want to include a special response form with the invitation letter or go with the typical R.S.V.P. format. It may be in the form of a confirmation or may require the guests to post their arrival details in the response.
✦ End the invitation letter with your name and designation and the details of the host (if the host is different and you are writing on his behalf).

✦ Do not forget to thank the guest. Thank him anticipating that he has accepted your invitation.

✦ Phrases like, Looking forward to seeing you, I would be highly honored to have you as my guest, Grace the occasion by..., ...request the pleasure of your company..., The honor of your presence is requested or ...cordially invite you for... can be used in a formal invitation letter.

✦ Use salutations like Dear Mr./Mrs. or Respected Sir/Ma'm depending on the designation of the guest and the kind of rapport the host shares with him/her. Use letter closings like Sincerely, Faithfully or With Regards for the invitation letter.

✦ Be polite and cordial, and maintain a formal tone throughout the letter.
Formal Invitation Card Examples
Formal invitations need to be precise and short. There is not much scope for poetic language or creative writing as such, because it's a formal invitation. So, cards is something many prefer, as they look both formal and classy. Let's look at a few templates for formal invitation cards.
Host/Hosting Organization's name

Request the honor of your presence

For Event Name

On Date

At Time

At Venue
Host's name

Cordially invites you to grace the occasion of
Event Name

On Date
At Time
At Venue

Dress Code: Give the dress code details here
Host's name

Request the pleasure of your company

On Date

From Time To Time

At Venue

R.S.V.P before Date
Formal Invitation Letter Examples
For a letter of invitation, the invitation wording is not as brief as that in cards. The event is described in greater detail. So there is scope for describing why the event is being hosted and the different things planned for the same, the inauguration, the opening speech, the meal, cultural programs (if any), etc. Also, the dress code can be described. It's a good practice to enclose a map to the venue, with the invitation letter. Find two invitation letters here.
Dear Mr./Mrs. 'name(s) of the invitee(s)'

We request you to attend the 'event name' organized on 'day and date' at the 'venue details'. The dress code for the event is 'dress code details'.

The event will commence with an inaugural speech, followed by cocktails and dinner party which will be served in 'location' at 'time'. Looking forward to a positive reply from you. Find a map to the venue enclosed herewith.

R.S.V.P. 'contact details'

Sincerely,
Host's Name
Dear Mr./Mrs. 'name(s) of the invitee(s)'

On account of 'reason for the event', we have planned a dinner party on 'event date'. We request the honor of your presence for the 'event name' on 'day and date' at 'venue details'. The event will start with a formal welcome speech by 'speaker's name' and will be followed by speeches of the dignitaries. A four-course lunch will be served in the banquet hall at 'time'.

Grace the occasion with your presence. We will be glad to have you with us. Please accept our invitation and confirm your attendance.

Sincerely,
Host's Name
While drafting a formal invitation letter, take these three things into account; the occasion, the invitees, and the host's relation with the guests. If the invitation is being sent on behalf of an organization, ensure that it adheres to its standards. Also, take into consideration the social status/designation and age of the invitees and decide your salutation and wording accordingly.

Invitation letters are often required in business to invite clients and/or customers to important events. They need to be short, persuasive, and informative.

Assignment Point - Solution for Best Assignment Paper

how to write a letter to invite for an event

SAMPLE LETTER

[Senders Name]
[Address line]
[State, ZIP Code]

[Letter Date]

[Recipients Name]
[Address line]
[State, ZIP Code]

[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.

Sincerely,

[Senders Name]
[Senders Title] -Optional-

[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -

Invitation letter to a personal social event. Sample letter.

Further things to consider when writing invitation letters to acquaintances

Invitation Letters

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

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.

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Writing invitations – and responding

how to write a letter to invite for an event

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 Anatomy of an Invitation Letter

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:

  • Proper subject line for your event email invitation:

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.

 

  • Classy event email invitation:  

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.

  • The purpose of invitation email:

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.

  • Exact time, date and venue:

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.

  • Request for confirmation:

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.

  • Waiting for reader’s acceptance:

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.

Tips for Writing an Invitation Email

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:

  • Segregate the audience into certain groups according to geographical location or according to their professional qualification. Thereafter, while writing an email event invitation, it will be easier to accomplish personalization.
  • Personalize your subject line in the invitation letter according to your segmented audience. As already stated, it helps to reach out to the attendees more. Of course, individually inviting people to an event is very time-consuming, but it's important to personalize each email.
  • Draw attention to your event - as already stated above, adding in your email invitation event a small text about how will people benefit from such event is a good idea. Also,  you can make a sense of urgency by adding specific subject lines or exclusivity that can raise email open-rates by 20%.
  • An email invitation for event which does not contain incentives, images and offers in the event will definitely not stand out in the eyes of the recipient. The event emails with such details will definitely allure more recipients into the event.
  • Add the CTA (Call-to-action) button to make easier for people to respond to your invitation mail for event. You may add one CTA but not more because it might confuse the recipient and you can lose a potential attendee. Also, remember “less is more”, so when you don’t even add a CTA but your event is exactly what the person has been looking for, then the recipient will already be eager to attend it. So, you need also to pay more attention to the right target audience.
  • You don’t want your email to have typos and grammatical mistakes, such emails will make your audience back off at ones. So, double check all the text including the subject line and body copy.
  • Last but not least, creating follow-up sequences for your event is not an innovative idea. Make sure you create pre-written email sequences for every one of your email lists. Believe, the email automation sequences are a game changer for every business.

6 Great Examples of Invitation Email

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:

      1. SumoCon

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.

      2. Big Sea Breakfast Club

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.

      3. Neil Patel

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.

      4. Working Three

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.

      5. Litmus live

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.

      6. Hidden Dinner

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.

Summary

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.

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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.

How to Write a Letter of Invitation for a Guest Speaker at an Event in Asia

how to write a letter to invite for an event

[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.]

Date…

Journalist/Editor name…

TV/News Media name…

Address…

Sub: Invitation to Media Coverage

Dear Sir,

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.

With regards,

Your name…

Principal, (Job designation)

School/Institute name…

Dear Sir,

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.

Thank you.

Your name…

Public Relations Officer (Job designation),

Company/Institute name…

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.

how to write a letter to invite for an event
Written by Gakazahn
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