An invitation letter is a formal or informal request for someone to attend an event or occasion. You can use it to invite someone to a wedding, graduation ceremony, business meeting, seminar, or other engagement. When written to a school principal, an invitation letter should be formal and professional.
There are many reasons to send an invitation letter to the principal. You could need them to attend your graduation or officiate a school event. In your letter, you should include the type, date, venue, and purpose of the event.
Do you wish to have your former or current principal join you for n an occasion? Here is all you need to know to write an invitation letter to the principal.
Tips for Writing an Invitation Letter to the Principal
An invitation letter to principal is a formal document. However, this can vary depending on your relationship with the principal. Keep in mind how you relate with them and draft your letter accordingly. Other tips to guide you include:
- Address the letter appropriately – Use the principal’s official name, title, and address. If you do not have this information, call the principal’s school and request for it.
- Mention your reason for writing in the introductory paragraph – Make it clear from the word go that you are extending an invitation.
- Provide the event’s details – Mention specific information about the event or occasion such as the date, venue, purpose, and the number of attendees. Leave no question, unanswered.
- Extend a formal invitation – Use words such as ‘I am formally inviting you to…’ or ‘your presence will be highly appreciated at…’ This will make your intentions clear.
- Explain the event’s purpose – Help the principal understand why you are holding this event and what their role is in it.
- Use polite and professional language
- Request a confirmation of attendance
- Be brief and to the point
- Provide your contact information
- Send out the invitation letter in good time.
Invitation Letter to Principal (Format)
{Date}
{Principal’s Name}
{School/ Institution Name}
{School/Institution Address}
{City, State, Zip Code}
Re: Invitation to {Name of Event}
Dear {Mr./Mrs./Ms. Last Name},
I am writing this to invite you to the upcoming {event name}. {Host’s name e.g. name of school} will be holding a {type of event} to {purpose of event}. We would highly appreciate your {presence/participation} in this event in the {time of day} of {event date}.
The event will include a total of {number} invitees. As our chief guest, your duties on this day will consist of {mention specific tasks e.g., officiating or presenting the awards}. Kindly confirm your attendance by {date} for easy planning.
If you have any questions regarding this matter, you can reach me at {contact information}.
Thank you for your time and consideration.
Sincerely,
{Your Name}
{Job Title}
{Institution Name}
Sample Invitation Letter to Principal
29 August 2030
Melissa McCartney
School Principal
Highrise Secondary School
543 Main St.
Jersey City, NJ 34567
Re: Invitation to Senior Prom
Dear Mrs. McCartney,
Highrise school will be staging a senior prom in the school gym on 4 September 2030. The event is set to mark the closing of the school year and involve 345 students. As the chair of the planning committee, I take this chance to invite you to the event. It would be an honor to us if you would award Mr. and Ms. Highrise 2030.
The program is scheduled to start at 6 PM Friday and run till midnight. I apologize for any inconvenience this might cause, but the student body highly requested your participation.
Other teachers who will be in attendance include Ms. Mary Margaret and Mr. Scoresby. Refreshments and snacks will be provided to you and the attending teachers at a reserved high table.
If you have any questions regarding this matter, I will be glad to discuss them with you in person.
Thank you for your time and consideration.
Sincerely,
Hannah Mills
School Captain
Invitation Letter to Principal (Word Template)
- MS Word
Conclusion
An invitation letter to principal is a formal document. It should be drafted in courteous and professional language. It should also be short and to the point. When formulating it, make sure to mention why you are writing in the introductory paragraph. This will help your principal get the gist of the letter from the word go.
To avoid any back and forth, include the details of the event in the subsequent paragraph. Mention an exact location, date, and purpose. If you expect the principal to participate in the event in any capacity, make it clear in the letter. Finally, always mention that their presence will be appreciated.
