GUIDELINES

  1. Some invitations, like the formal ones, follow a specific format. It can be computerized or handwritten but avoid writing it on business letterhead stationery. The letter is at the center of the paper. You might also include a stamp and a self-addressed reply card which frequently accompany the invitation letter.
  2. You should first write the name of the one presenter.
  3. The second part shows the invitation proper.
  4. The third part shows the names and some information about the event.
  5. The fourth part shows the date and time of the activity.
  6. The fifth part shows the place. Provide the full address, especially if the location is confusing.
  7. Include a request for response (R.S.V.P.) on the invitation, put it under and on the left of the body of the letter. On the other side of the letter, put the specific dress code for the event, for example, tuxedos for men and evening gowns for women. Clearly write it to avoid confusion.

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],

The Lancaster Arts Council

would like the pleasure of your company

at a banquet in honor of

Dr. Janet Collins

on the occasion of her retirement

on Saturday, October Fifth

from 6:00pm to 9:00pm

at the Lancaster Central Hotel

213 East Street

R.S.V.P 442-4432 by August 18

Sincerely,

[Senders Name]
[Senders Title] -Optional-

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

Invitation to a retirement party letter sample.

Further things to consider when writing invitation letters to colleagues

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 Colleagues

Letters to colleagues are, simply, letters written to coworkers. These letters are written in a business or professional setting for different purposes. Maybe you want to thank a coworker for doing you a favor - write a thank-you letter. You want to congratulate him/her for a promotion - write a congratulation letter. Perhaps you want to apologize for doing something wrong - write an apology letter, or may be you have found a new job, and it's time to say goodbye - write a farewell letter. Although some colleagues may find writing letters a tedious process, it is a great way to maintain a strong working relationship.

Most letters to colleagues are informal. You really don't need to use all that formal jargon to people you know pretty well ? do you? Begin your letter with a warm and friendly salutation and the proper name of the recipient. Clearly state the purpose of your letter. Be specific and know exactly what you are talking about. Use clear language which the recipient can easily understand. Maintain a friendly and pleasant tone. Close the letter positively and with a note of anticipation that the recipient will take the necessary action.

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