Invitations – Tutorial
Writing a letter of invitation to your customers, potential customers, or colleagues to attend important business-related events requires attention. A well written letter will get you the contact or meeting, but if done improperly, it can cause undesired results that it would be wise to avoid. When you are planning a launch, a professional conference, or even an Open Day at the office, you want to make it special; you also know that its success and effectiveness can also depend on how many guests show up. Most of your guests who receive your invitation will attend your business event. A professional, attractive, and effective invitation will bring more guests, while a poorly worded, dull, or confusing invitation will miss its mark, and could even harm your business reputation. The following guidelines will help you make your business invitation letter professional and effective:
When writing a business invitation letter, it is usual to use the company letterhead and follow the standard letter writing format.
Here's the minimum information to include on your next written invitation:
Names of party hosts or sponsoring organization Type of event (birthday party, business networking meeting, etc.) Place Date Time RSVP date and phone number Any special dress requirements from black-tie to bathing suits Be specific about who is invited, the addressee only, with guest, or with spouse and children
TIPS:
Make it short and clear - People are busy, they prefer a short, effective invitation that quickly answers the following questions: What? Where? When?
Offer an incentive - It shows that you understand that time of your guest is valuable. Invite them to a complimentary luncheon or enter them in a prize drawing. Incentives also serve to keep your guests there until the end.
Set a convenient date - Plan your occasion as far ahead as possible, and you give your guests more opportunity to keep the date open. Make sure there are no conflicting occasions that day (sports events, holidays, etc.).
Deliver a printed invitation - Always send written invitations for formal events such as business gatherings, formal dinners, and special occasions like weddings or events honoring someone.
Give time to plan - Send the invitation anywhere from 8 - 2 weeks in advance, depending on the formality of the occasion. Weddings require the longest lead-time; casual dinners and brunches require the least.
Show them where - If the guests are not from your local area, include a map to the location of the event.
Reminders - People liked your invitation; however, now they’re swamped. Send an electronic copy of your invitation as a reminder seven and three days before the occasion, with the Subject line “Countdown to New Product Launch - only three more days!”.
Proofread it - Recheck your business invitation letter for any grammar or spelling mistakes. Ask one or two other colleagues to read it to find mistakes that you may have missed.