How to Write an Event Invitation Letter

Invitations allow people to join in on the celebrations and major events in our lives. Sending an invitation to a friend or a business acquaintance informs them you would enjoy their company at a special event. Invitations can be formal or casual and can be used for any event. Some typical uses for invitations are company events, weddings, and personal parties. Invitations can be sent via e-mail, e-vite, or letter.

Birthday and graduation party invitations are usually informal and celebratory. Wedding invitations can be formal or casual, depending on the couple’s personalities and preferences. Business invitations to corporate hosted events are written in a formal business tone that still maintains a sense of excitement. A brochure or flyer with the event details may be mailed with or electronically attached to a business invitation.

All invitations have one thing in common. The sender of the invitation is referred to in the third person, while the recipient of the invitation is referred to in the second person. The actual words vary, but the format works something like this: “Mr. John Doe requests your presence…” The sample formats later in this article will demonstrate how this works in an actual invitation.

All invitations begin with the name of the event’s host. The invitation then displays the name of the person or company that is being invited. The body of the invitation describes the nature of the event. They can be simple or elaborate, serious, or exciting. Invitations should provide event details as well as create a desire to attend the event.

For example, children’s birthday parties are often themed, and this theme can be included as a headline in an invitation. An invitation to a girl’s birthday party might read: “Her Royal Highness Princess Anna requests your presence in her court.” An invitation for a boy’s birthday party might display the headline: “World-Famous Superhero Liam is Meeting with Fellow Superheroes.” Date, time, location, and activities are included next, as well as information on how to respond.

What to Include in an Event Invitation Letter

The primary function of an invitation is to request the presence of another person or business at an event. The most important part of an invitation is the pieces of information it contains. This is what an invitation should include:

  • The date of the event
  • The time of the event
  • The location of the event
  • The purpose of the event
  • The activities at the event
  • How to respond to the invitation
  • The deadline for responding to the invitation

Easy to Use Basic Formats

Here is a simple format of an invitation to a child’s party that can be used to create fun and imaginative invitations for birthday or graduation parties.

{Child’s Name} would like you to join {him or her} to celebrate {his or her} {birthday/graduation} on {date} at {time}. We will be {activities} The party is at {address}. {Child’s Name} is hoping to see you there.

Please let {him or her} know if you can attend by calling {contact} at {phone number} by {deadline for response}.

A formal wedding invitation letter can be written using ideas from this simple wedding invitation format. If a wedding reception is planned, the invitation may include a response request and deadline.

{host name(s)}

request the pleasure of your company

at the marriage of their daughter

{bride’s name}

to

{grooms’ name}

{date, with the day of the week first and year in text}

at {time}.

{contact details}

Event Invitation Letter (Format)

Here is the basic format of a business invitation to an event that can be adapted by adding or omitting details.

{Host Name}

{Host Logo}

{Host Address}

To: {Invitee Name or Company}

Dear {recipient}:

It is our great pleasure to invite you to the {name of event}. This event is scheduled on {date} at {time} at {location of event}. We are hosting this event to allow our high-profile clients and our business partners the opportunity to {primary purpose of event} and to {other reasons for event}.

The {event} will begin with {program details} and will build momentum to {entertainment highlights}. We hope to {accomplish the stated purposes} at the {event}.

This {event} will also give our guests the opportunity to network with colleagues in {their field}. Your presence will bring depth to interactions and encourage colleagues who can benefit from the example of {invitee quality} your experience offers.

Please confirm your attendance with {contact} at {phone number} by {deadline}.

We sincerely look forward to seeing you at {event}.

Best regards,

{host name}

{host title}

{host signature}

Promethean Marketing Consultants

{Promethean’s logo is inserted here}

8765 Capital Lane

Washington, DC 12345

To: Mr. William Smith

Dear Mr. Smith,

It is our great pleasure to invite you to Promethean’s Annual Marketing conference. This year’s conference is scheduled on September 22 at 3:00 p.m. at Capital City Civic Center. We are hosting this event to allow our high-profile clients and our business partners the opportunity to share in our latest marketing ideas and to deepen relationships while building new ones.

The conference will begin with speeches from our leading experts and will build momentum to an extraordinary dinner catered by Washington’s Best. We hope to provide insight into our exciting new ideas at the conference.

This conference will also give our guests the opportunity to network with colleagues in the marketing field. Your presence will bring depth to interactions and encourage colleagues who can benefit from the example of marketing entrepreneurship your experience offers.

Please confirm your attendance with Jennifer at 123-456-7891 by September 2.

We sincerely look forward to seeing you at the conference.

Best regards,

Liam Carpenter

Vice President of Marketing

Liam Carpenter