Invitation Letter

Sukrisno Nino    Oktober 29, 2018    Grammar , Materi Kelas XI   

Invitation Letter

A. What are the basics of an invitation letter?

If you are reading this, then definitely you are here to know basics about writing an invitation letter. Time is money today, and you cannot afford to waste it by personally visiting invitees for the sake of giving invitation. In such scenario, the best option you have is to write an invitation letter.

Invitation letter is usually written to invite someone to an events like family celebration, get-together, party, business or social event. All these types of invitation letters can be divided into two categories:

·         First is, business invitation

·         Second is, friendly invitation

In any of the mention categories format and structure almost remains the same. In both the styles, you need to make use of perfect combination of present and future tense. Whichever type of letter you write, it is important to make use of impressive words.

Why present tense? Present tense represents the given invitation to a person. Why future tense? Future tense represents that an invitee will definitely attend an event.

In business style invitation letter, you should always make use of formal tone because you generally write such letters to business associates or clients.

In friendly style invitation letter, you can make use of informal tone because you generally write such letters to relatives or friends.

The letter you write should show your anticipation and it can be done by writing it using positive perspective. Word framing should be done in such way that readers should get smile on their face. In order to write a letter for an informal occasion you can make use of right phrases or some poetic lines.

Last basic thing you need to know about an invitation letter is that, always send it two to three weeks prior to an event.

B. What to include in your invitation letter? Know some Do’s and Don’ts!

How will you compose a right invitation letter? Writing a correct invitation letter is possible when you know the occasion for which you are planning to write a letter.

Invitation purpose

·         Do include some details related to your occasion

·         It can be a wedding invitation or party invitation or any other event

Honouree name should be included

·         Write the full name of a honouree

·         It can be name of the groom, bride, birthday person etc.

Include day, date and event time

·         It can be any week day or weekend

·         Don’t forget to view your calendar so that you can mention right day and date

·         Enter right event timings and do not forget to mention AM or PM

Include name of the place

·         If an event is organised in your home, then specifically mention your home address

·         If an event is organised at any particular restaurant or an event hall, then specifically mention the respective address

·         While mentioning details about physical address, you should add street name, city name, any landmark details etc.

·         Key point you need to remember is that zip code is not needed in an invitation letter

Mention dress code details

·         It is important to mention appropriate details about the dress code then be it related to any theme, colour combination, style etc.

Proof reading is essential

·         Proof reading is essential to correct mentioned wrong words or any kind of typo error

·         It can also allow you to dig out any kind of information that you have missed out in a letter

Few more things that you should know

·         Phrasing of letter should be done in the third person

·         Don’t make use of abbreviations

·         Spell out day and date, don’t use shortcuts

·         Mention details, whether you are accepting gifts or not

C. Guidelines for mailing invitations

Do you want to mail your invitation letter? If yes, then don’t do it during the last minute of an event. Sending mail invites before 3 to 4 weeks is advisable.

If there is long duration left for your event, then the new trend in market is to send the invitation in the form of SAVE THE DATE CARD. This can help you in notifying guest that you are planning an event on the particular date so that they can keep that date free for you. If the event, you planning to organize is on any of the holiday weekend then mailing such save the date invitation letter is important.

D. Know few invitation etiquettes

·         If you are sending SAVE THE DATE invites, then it is advisable to send them to your complete invite list. It is the best way to cut the cost.

·      If you don’t want to invite children, then never specifically specify this in your invitation letter. Instead, you should always right the name of the invited person on the envelope so that this can give clear message to the invitees.

·         While using humour or creativity in your invitation letter, ensure that it does not hurt any of emotion of the reader.

·         In your printed invitation letter, you should also add some personal touch.

·         Before 3 to 4 days of an event, it is advisable to send electronic copy of your invitation as a reminder to the guests.

E. When to use Apostrophes?

While writing an invitation letter, it is important for you to know some grammar Apostrophe rules:

·         For the plural of a name, you should not make use of apostrophe

·         You can use apostrophe to show plural possession but only when you use noun plural first

·         In order to show singular possession, you can use apostrophe

·         With contractions, you can make use of apostrophe

·         With possessive pronouns, never make use of apostrophe

Useful Phrases and Vocabulary

for Writing Letters in English

A. Useful Phrases for writing formal letters

FORMAL LETTERS

STARTING

·         We are writing you with reference to (the above order).

·         With reference to your advertisement/letter of 10 March……

·         We are pleased to have your inquiry of 25 of July….

·         We acknowledge the receipt of your letter dated 12 April …..

·         With reference to your letter inquiring about…

·         With reference to our telephone conversation yesterday (about…),…

·         We wish to remind you that…..

·         I am writing this letter to request the cancellation of........

·         I am writing this letter to complain in the strongest terms about the poor service that I have received from your company.

 ACTION

·         Please advise us as soon as the…….

·         Please open a ………….in favor of (name of the company)……….

·         Payment can be made on any basis acceptable to you.

·         Could you please supply us with information about the company’s standing?

·         We have been informed (by one of our clients) that……….

·         We regret to inform you, (however,) that….

·         Please accept our apologies for the inconvenience caused.

·         We must insist on…

·         Please note that the closing date/deadline for the ……… is 30 September, so will you please complete the attached forms and return them as soon as possible.

·         Any information you supply will be treated confidentially.

·         May we remind you that your statement is still outstanding.

·         Will you kindly balance your account promptly.

·         We are puzzled to have had no remittance from you.

·         You already have an overdraft of….

·         Please give the matter your immediate attention.

·         We will be left with no alternative but to (take legal action)… unless payment is received within the next seven days.

·         Our circumstances do not allow us to wait/to go on waiting any longer.

·         Please look into the matter.

·         We were dissatisfied to find that….

·         We shall have to terminate the contract.

·         On examination we have found…

·         We greatly appreciated your patience in this matter.

ENCLOSURES AND ATTACHMENT

·         We would be grateful if you could forward/send any further information (you may have) about…. (products and terms of payment/this case)

·         We will be pleased to supply any further information you require.

·         We are sending the herewith the……

·         We look forward to doing business to our mutual advantage.

·         We would like to make a decision on this as soon as possible.

·         In the meantime, we suggest that you call the ………

·         We hope to meet your requirements.

·         Please send us by return the terms and conditions on …………..

·         For purposes of quick contact a reply by telephone would be appreciated.

·         We look forward to the opportunity of being at your service.

·         Could you please let us know in your earliest convenience whether the above terms and conditions are acceptable for you.

·         We hope that the matter will be settled to our mutual satisfaction.

·         We very much hope that you will be able to…..

·         I would be grateful if you could spare me a few minutes.

·         As our demand/request/issue is very urgent, a quick answer would be appreciated.

·         Would you (also forward details of charges)………. at your earliest convenience?

·         I should/would be pleased if you could send me …….

·         We trust/hope you will find this condition acceptable.

·         If there is any other information you need, please do not hesitate to contact us at the above e-mail address.

·         Thanking you in advance.

·         I would be most grateful if you would reply as soon as possible so that this matter can be resolved to everyone's satisfaction.

·         Please find enclosed….

·         I am enclosing…….

·         Please find attached….

B. Useful Phrases and Vocabulary for Writing Business Letter

If writing a business letter in English takes you much longer than in your own language, here are a few guidelines that you may find helpful.

Plan before you write.

·         Look up the words you need before you start.

·         Note the points you want to make, and order them into logical paragraphs.

Tone

Write as you would speak in a business conversation. The tone should be friendly and polite.

Names  

·         Make sure you check the gender of the addressee (the recipient), as well as the correct spelling of the person's name and title.

·         Use Ms. for women and Mr. for men. You can use Mrs. for a women if you are 100% sure that she is married.

Dates

To avoid any confusion, write the month instead of using numbers (e.g. January 15th, 2011, or 15 January 2011)

Be concise and clear.

The easier it is to read a letter, the better.

·         Keep sentences and paragraphs short and simple.

·         Use straightforward vocabulary to avoid any misunderstanding.

·         Ask direct questions.

·         Rewrite any sentence that does not seem perfectly clear.

·         If the recipient is not a native English-speaker, it is preferable to avoid words and expressions

·         that are too technical or complicated.

Remember this word order principle :

Who  -  Does  -  What  -  How  -  Where  -  When

(Subject - Verb - Object - Manner - Place - Time)

Examples :

·         Mr. Brown will travel by plane to London on Monday, June 5th.

·         A technician will install the equipment in your office on Tuesday morning.

·         I will confirm the transport arrangements as soon as possible.

Avoid old-fashioned words

Although they are used in legal documents and contracts, words like 'herewith', 'hereby', 'herein', 'aforementioned', etc are rarely used in letters. The following style of sentence is preferable: "You will find more information on our products in the enclosed brochure." 

C. Useful Phrases for Letter about Employment

Here are a few Useful Phrases for letter about Employment.

Openings:

The standard opening for formal correspondence is Dear.

·         Dear Sir

·         Dear Madam

·         Dear Sir or Madam

·         Dear Sirs

·         Dear Mr.

·         Dear Mrs.

·         Dear Ms.

Useful phrases:

·         I am writing in response to your advertisement in [publication]

·         I am writing to apply for the post of

·         Thank you for your letter of [date] offering me the post of

·         I am delighted to accept the position of [job title]

·         I look forward to starting work with you

Closures:

·         Thank you for considering this application

·         I should be pleased to attend an interview

·         Please do not hesitate to contact me on the above number if you should require further information

·         I look forward to hearing from you

If you know the name of the person use:  Yours sincerely

If you don’t know the name of the person use:  Yours faithfully

D. Useful Phrases for Personal and Social Correspondence

Here are a few Useful Phrases for Personal and Social Correspondence. 

Openings :

The standard opening for personal correspondence is Dear but variations include: 

·         My dear …

·         My dearest …

·         Darling …

Useful phrases:

·         Thank you for your letter [inviting, offering, confirming]

·         I am very grateful to you for [letting me know, offering, writing]

·         It was so kind of you to [write, invite, send]

·         Many thanks for [sending, inviting, enclosing]

·         I am writing to tell you that

·         I am delighted to announce that

·         I was delighted to hear that

·         I am sorry to inform you that

·         I was so sorry to hear that

Closures: For acquaintances and formal situations

·         Best wishes.

·         With best wishes.

·         Kindest regards.

Closures: Affectionate variations for close friends and family

·         All my love

·         All the best

·         Love

·         Lots of love

·         Much love

·         With love

·         Love from us both

·         See you soon

·         Once again many thanks

·         I look forward to seeing you soon

·         With love and best wishes

·         With love to you all

·         Do give my kindest regards to …

If you know the name of the person use: Yours sincerely

If you don’t know the name of the person use: Yours faithfully.

E. The Writing Process

Questions to consider while growing your writing:

I. Pre-writing: Time to think

- What do I want to say?
- How do I want to say it?
- Who will read my writing?
- Who can I talk to about my ideas?
- Where will I record my ideas?

II. Drafting: Time to write it down

- Are my thoughts organized?
- Which ideas do I want to develop?
- In what order do I want to say them?
- Who can read this and offer suggestions?

III. Revising: Time to improve my writing

- Have I read what I’ve written?
- Are my details clear?
- Should I add or take out parts?
- Have I used the best ideas and words?
- Is my writing in a logical order?
- What suggestions have others given me?

IV. Editing: Time to make things correct.

- Have I used complete sentences?
- Are my spelling, capitalization and punctuation correct?
- Have I marked corrections that I need?
- Has someone checked my work?
- Do I have a corrected copy that I can publish?

V. Publishing: Time to share my writing

- How should I publish this writing?
- Should I illustrate and display it?
- Should I make it into a book?
- Should I read it out loud?

Assignment: Please translate into Indonesia.

Sources: https://www.eslbuzz.com/useful-phrases-and-vocabulary-for-writing-letters-in-english/