An invitation letter is a formal, informal, or official letter designed to inform or notify the guests about a special function or event, for example, a business meeting, party, or conference. In addition, the letter presents a request for a certain person or organization to attend the specified ceremony or event.
The document is commonly used to invite people to events such as graduation ceremonies, official dinners, and wedding and anniversary parties. In addition, a business invitation letter is commonly sent or given to the company employee or manager to attend certain business meetings, conferences, or ceremonies. Sometimes, the representatives play an important role in the given event, making a report or representing the company's innovations, products, or developments.
Basic Invitation Letters’ Types
The documents are commonly classified into 3 basic groups:
Personal letters aim to invite important individuals for a dinner, wedding, or birthday party. An informal email message can be unconventional and written in a conversational style.
But it contains essential information about the date, exact time, and purpose of the ceremony. In addition, an invitation is occasionally sent through social media, blog posts, or asking the people to attend the social events, which are festivals, dance parties, or conferences.
Formal letters intended for business purposes use the generally accepted format and structure. Some personal touches are possible to impress the reader. An invitation letter to get an official visa is notarized and translated into the language of the authorizing country's embassy. This official document is addressed to foreign organizations and their employees. The copies are faxed to the consulates, containing the official invitation, its reason, and the company's contact information or the person that invites the guests.
Essential Business Invitation Letter Parts
The document designed for business purposes is short, official, and strictly by style. It determines the event's purpose, place, time, providers, and participants.
Thus, a good example of 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. Next, the event reason is 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. However, making the managers that receive hundreds of emails daily open and read your letter is daunting.
Naturally, receiving invitations is pleasant, 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 a unique 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 must be updated and relevant. Mistakes or inaccuracies are impossible 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 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.