GUIDELINES
- Present the invitation by stating the name of the host, time, date, and location. State the reason for the event.
- Mention a little bit of what the recipient can expect from the event.
- You may include directions to the venue.
- Request for RSVP on a specified date.
- Mention other details such as a required dress code.
- Express anticipation of the recipient's attendance.
SAMPLE LETTER
[Address line]
[State, ZIP Code]
[Letter Date]
[Address line]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
The New York Theater Guild invites you to the reception in honor of Sir Randolph Art on his 75th birthday.
The event will be on December 2, 2015, seven in the evening, at 1234 Artsy Avenue Hotel.
The event will kick off with a fireworks display at six in the evening.
Please find the directions to the venue, should you have trouble finding your way.
We enclosed a response card to confirm your attendance to the invitation. You can send it to [insert address or email] on or before November 22nd.
We appreciate a formal dress code for this event.
On behalf of the Theater Guild, we look forward to seeing you.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample of a formal invitation 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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