Writing an Invitation Letter

As its name suggests, an invitation letter is a kind of humble request extended to an individual for his/her presence or participation in an event, meeting, social function, or any formal occasion. It is always sent ahead of the day or time of the event so that the invitee can make the necessary preparation to show their presence in the event. The occasion can be official or personal. An invitation letter concerning official purpose is known as “official invitation letter” whereas concerned with the personal requirement is known as “personal invitation letter”. An official invitation letter is a formal letter that always follows a certain acceptable format to write in confirming an official etiquette. On the other hand, a personal invitation letter does not need any fixed format. Its format/style solely depends on a personal choice that the host prefers; and hence, it is an informal letter written in an informal style.

A personal invitation letter is written to request friends, relatives, family members, neighbours, and others for any social occasion or event, and therefore, its tone is usually persuasive to have a 100% attendance of the invitees. A personal invitation letter is written to request the honour of an individual’s presence to grace the auspicious occasion of the wedding ceremony, anniversary, birthday, baby showers (baptism), or other social occasions and activities. This letter is sent either personally, by mail/email or over the phone depending on the event.

Let us have an example of an Invitation Letter for marriage ceremony:

The above example of an invitation card is a mere sample that can be modified as per the individual purpose. In the card, R.S.V.P. is a short form of Respondez Sil Vou Plait (French term) which means "Please reply".

While writing an invitation letter, the following things should be kept in mind.

• Name(s) of the person who is the star of the event (Eg. bride/bridegroom, birthday boy/girl)
• Name(s) of the host (that may be parents or other people)
• Names of parents of the bride/bridegroom
• The venue where the event(s) is to be held
• Day, date and time
• Contact number

There is a bit of change in the information included in the birthday invitation card. Instead of writing the name of the parents of both sides as in the marriage invitation card, there will be the name of the parents of the birthday boy/girl only; but sometimes birthday boy/girl himself/herself is there to invite friends and others. If so, there may not be the parents' names mentioned.

What you should not forget is that after receiving the invitation letter, you must acknowledge and reply as soon as possible. Although a positive reply is anticipated from the invitee, it does not matter whether your response is positive or negative. The response to the invitation confirms the host about your presence or absence. This helps the host to make proper arrangements for the guests so that there could not be any room to raise a finger regarding anything related to the event, for example, receiving and welcoming the guests and the like. The response to it is often simple and sweet with a soft and polite tone.

A Negative Response

Biratnagar

20 Feb 2021

Dear Amit,

Thank you for your invitation letter, and let me congratulate them first. I am so honoured to be included among the people you want to celebrate your son's nuptials with, but I am afraid because I could not attend the nuptials. On the same day, I must go to India to get my daughter enrolled in one of the best universities there.

I am extremely sorry to miss such a joyful occasion; however, my blessings and warm wishes are always with the bride and the bridegroom.

Sincerely,

Archana

A Positive Response

A positive response is usually shorter than the negative one. Unlike the negative response, no reason is required. It simply states that the invitee is happy to attend the function.

Birgunj

20 Feb 2021

Dear Anshika,

First of all, I'd like to thank you from the core of my heart for your invitation letter. I feel fortunate enough to be a part of your son's marriage ceremony. I want to assure you that I'll certainly be there to bless/wish for a better conjugal life ahead and congratulate the bride and the bridegroom.

Frankly speaking, I am going impatient to be an eyewitness of such a joyful occasion. I'll soon see you at the marriage function.

Sincerely,

Sneha

Although these two aforementioned sample responses are of a marriage invitation, this pattern can be followed for the reply of other types of invitation as well.