Invitation Letter Perfectly part 2

 

Step 5. Mention the Recipient’s Address

The next step is to mention the recipient’s address, along with writing their names. This step ensures that the recipient can be sure that it’s them who’s been invited to the event. (We’re just kidding, obviously.)

Step 6. Include the Salutation

Always begin your letter with a greeting. You may write – Dear Madam/Sir if you do not know the recipient’s name. If you do know the name of the recipient, write down their first and last name, and add a salutation in front of it. For example, ‘Dear Elizabeth Brown’. End the salutation with a comma and skip a line. You must always try to find out the full name of the individual that you’re sending the letter.

Step 7. Write the Main Body of the Letter

You should always start your invitation letter with phrases like…

• We’re pleased to welcome you…
• Our organization will be venerated to welcome you as a guest…
• It would be a pleasure for us if you could come…
• We would be glad if you could come to…
• On behalf of our organization, we would like to welcome you…

Writing phrases like these at the beginning of the letter demonstrates your respect and happiness towards inviting an individual to the event. After you’ve written that, specify the intent of the event clearly in the first paragraph itself.

Mention the most important details like the date, time, and venue in the first paragraph itself. This information should be accessible at the very beginning of the letter as it would be convenient for the recipient to find these important details without reading the entire letter again.

In the second paragraph, you should mark yourself as the host of the event. You must describe the event’s purpose and why you believe it needs to be attended by the recipient.

In addition to all of that, more information can be attached related to the event. For instance, if there is a program for the event, it is better to mention it in the text itself. Additionally, if some special guests or events have been planned for the event, they can be listed in the letter as well.

You can provide additional instructions for the event as some events require special actions from all guests. For instance…

• Guests may be required to fill up a registration form
• They may be required to get a copy of the invitation letter
• They may be required to bring in certain objects or documents
• Guests may be expected to show up in a certain dress code

If your event is such that it implies that guests should bring a gift, but you don’t want to receive any, you should just mention, “No gifts please”. In other cases, don’t mention anything at all.

That’s mostly everything on how to write a perfect main body of an invitation letter. In conclusion, your invitation MUST contain the following important details:

• Reason for the event
• Venue
• The date and day on which the event is taking place
• Time for Arrival
• List of the special programs and events
• Request for a reply (RSVP)
• A map (Optional)

Step 8. Include the closing and signature

Express your gratitude towards the recipient for considering your invitation. Mention that you’re looking forward o seeing them at the event. In case you’re going to call the person to get a response from them, mention the date on which you’re planning to make that call.

In case you want the recipient to confirm their presence via email or by filling in a form, indicate the deadline by which you expect them to confirm their presence.

After writing all of this, write your contact information (email, phone number, etc.). Mention your designation if you writing a formal invitation letter on behalf of the company. This way any individual can easily contact you if they have any questions related to your event.

Step 9. Proofread your Letter

Have a final look at your letter before you send it out! Make sure that the grammar is correct, the punctuations are okay, and that there are no spelling errors. Also, ensure that your text doesn’t include incomplete sentences or jargon words.