An invitation letter is evidently a formal, informal or official letter that is designed for informing or notifying the guests about the special function or event, for example, a business meeting, party or a conference. The letter is to present a request for the certain person or organization to attend the specified ceremony or event.
The document is commonly used for inviting people to various events such as graduation ceremonies, official dinners, wedding and anniversary parties. However, a business invitation letter is commonly sent or given for the company employee or manager to attend the certain business meeting, conference of ceremony. Sometimes, the representatives are to play an important role in the given event that is to make a report or represent the company innovations, products or developments.
Basic Invitation Letters’ Types
The documents are commonly classified into 3 basic groups:
Personal letters aim to invite the important individuals for a dinner, wedding or birthday party. An informal email message can be unconventional, written in conversational style. But it certainly contains the essential information about the date, exact time and purpose of the ceremony. An invitation is occasionally sent through social media, blog posts or asking the people to attend the social events that are festivals, dance parties or conferences.
Formal letters that are intended to business purposes use the generally accepted format and structure. Some personal touches are possible to impress the reader. An invitation letter aimed to get an official visa is notarized and translated to the language of the authorizing country embassy. This official document is addressed to the foreign organizations and their employees. The copies are faxed to the consulates, containing the official invitation, its reason and the contact information of the company or the person that invites the guests.
Essential Business Invitation Letter Parts
The document that is designed for business purpose is to be short, official and strict by style. It clearly determines the event’s purpose, place, time, providers and participants.
Thus, a good, example business letter structure certainly includes:
- a convincing subject line;
- a compellation and opening;
- the meeting reason;
- the event location, time and duration;
- an RSVP (répondez, s'il vous plait) request and template;
- a professional, impressive email signature.
Writing the business meeting invitation email, you are to address the person using the polite form, specify the date, place and time of the meeting or ask to pick the date within the busy boss’s schedule. The event reason is to be clearly indicated, allowing the employee to be prepared for it. Finally, ask the recipient to reply, making it easy and intuitive.
Tips for Writing the Informative Letter
Sending messages to extremely busy people, do your best to save their precious time. Making the managers that receive hundreds of emails every day open and read your letter is a daunting task.
Quite naturally, it’s pleasant to receive invitations, even if the purpose is an exhibition, official ceremony or a conference. Meanwhile, a good invitation email is to be:
- well-formed and error-free;
- clear and informative.
Personalize the business meeting invitation email, specifying the reader’s name in the opening and short subject line. Create an impressive email signature with your formal photo and the company logo. Specify only the essentials, including a link to check the details.
The contact information: the addresses, phones and websites is to be updated and relevant. Any mistakes or inaccuracies are not possible as they would discredit your professionalism and the company image. So, spellcheck and proofread the letter or email carefully before forwarding it, send some trial copies to your friends or colleagues to check their impressions.
An example invitation letter is successfully used to meet and focus on the message structure and the format. Additionally, short, follow-up reminders are sent to the busy professionals and business owners.
Thus, building an impressive, informative and convincing invitation letter is difficult, but with professional management tools and email signature generators, the daunting task can be solved fast and efficiently.