Invitations – Tutorial

Be clear and enthusiastic in offering your invitation. Do not write too much. Simply include all the relevant details and end by offering your best wishes and the hope that you will see them at the event.

 THE OPENING LINES

Announce your intention that you are holding a special event to celebrate a particular occasion.

 THE MIDDLE

Express your strong wish that they will attend and include all relevant details. Time, date and location.

 THE END

End by hoping they will attend and wishing them well. If necessary, clarify if the event is formal or informal and if gifts are expected. If they cannot attend include a gentle reminder for them to inform you of this.

What other information could a letter of invitation include?

  • the name of the person sponsoring the event (who is the host/hostess?)
  • exactly who is invited (can someone bring a guest, spouse, child?)
  • directions or a simple map if the location may be difficult to find
  • what type of dress is appropriate or preferred
  • the phone number and deadline to reply; “R.S.V.P.” (French abbreviation for “please reply”).

Try to send your invitation letter two or more weeks in advance!

Study the two samples of a letter of invitation.

SAMPLE 1

Dear Mr. Smith,

The Canadian Evaluation Society (CES) and the American Evaluation Association (AEA) are pleased to invite Dr. Peter Franks to attend our joint CES/AEA Evaluation Conference to be held October 24-30, 2007 in Toronto, Ontario, Canada.

The CES/AEA conference offers a forum for the professional exchange of knowledge and skills related to evaluation. Over 2000 people are expected to be in attendance from over 50 countries. They will have the opportunity to learn from 1300+ speakers via over 450 presentations including workshops, panels, and paper sessions.

If you have any questions, please do not hesitate to contact me.

 Carla Jones
CES Secretariat

SAMPLE 2

Dear Ladies and Gentlemen, It is our great pleasure to inform you that our new e-learning tool has been launched. We are holding a special party on 28 September for our business partners. We would like to present the e-learning’s new features. We believe that you will be surprised to see some of our latest innovations in both concept and design. The business presentation starts at 7 pm. It will be followed by a party.  Please RSVP your attendance to help@learningsystems.com

We look forward to seeing you.

Your Learning Systems Team