Whether you are hosting a corporate event or a small party, you will need an invitation letter for events. Sometimes the invitation email should be more formal or more detailed.
Knowing how to write an invitation letter will encourage people to participate in the event. Also, producing a well-crafted invitation letter will help you get in direct contact with potential future clients, which can give you the opportunity to promote your company and build new connections.
If you are looking for ways to create an efficient one for important business or social events, you’ve come to the right place. In this article, you will find an in-depth guide that can help you get started.
Key Takeaways
- Invitation letters serve the important purpose of formally inviting guests to events, providing essential details like date, time, venue, and event purpose to encourage attendance.
- Different types of invitation letters exist, including handwritten (for exclusive formal events), printed (for larger formal events), and digital (casual, cost-effective, easy to send). Choose the format best suited to your event.
- Key elements to include in an invitation email are specific event details, appealing invitation phrases, on-brand visual design, and an attention-grabbing subject line.
- Formal business/corporate event invitations should use professional language, clearly state the event purpose and benefits for guests, include an event schedule, and request RSVP confirmation. Unique invitation card designs can make them more impressive.
- Personal/social event invitations to friends and family can use a more informal, friendly tone and simpler format, while still providing the essential event details guests need. Address guests properly and send invites from a recognizable company/brand name.
What Is an Invitation Letter for Events?
A letter of invitation for events is something you send to people to attend a specific event or party.
Invitation letters are of many different types that you can use depending on the occasion: a graduation party, a wedding, or a launch business party. You can use a formal or an informal tone when writing them, and you can send them through mail or e-mail.
You should choose a formal letter when you are hosting an exclusive event like a graduation ceremony or a big corporate event.
On the other hand, you should opt for an informal letter when you are launching a small gathering party or dinner with your friends or family.
What’s the Purpose of an Event Invitation Letter?
You might be asking yourself about the main purpose of sending invitation letters.
As previously said, you usually send them when you are planning an event, whether formal or informal, to inform your guests that you encourage and value their participation at that specific event.
It’s also essential because it includes all information about the venue, the date, and the event time, but most importantly, it talks about the event’s goal.
To wrap it up, the whole purpose of sending an event invitation letter would be to formally invite your guests to social events like weddings, send invitations to few people to ask them to join a business meeting.
The Different Types of Event Invitations
Do you want to create and send a creative invitation letter?
Here you will find a list of different invitation letter formats that you can choose for future events.
Handwritten
Handwritten invitation letters are usually sent for specific and formal occasions like weddings or business dinners. They are unique and authentic and take a lot of time and effort to prepare.
A handwritten letter is a better option when there isn’t a large pool of participants because it would be impractical to write hundreds of letters by hand.
In addition, if you are hosting a small event and want guests to associate your party with something exclusive and unique, you should go for this one.
Printed
Even though handwritten invitation letters are unique and special, you can always choose printed invitation letters when hosting a bigger event.
If you are afraid that your invitation won't be as exciting as the handwritten one, you can implement many different kinds of creative designs in your invites that will make them equally special.
These business invitations are cheaper than handwritten ones but still not as cheap as the electronic ones. Also, they are more exclusive than regular e-mail invitations.
Digital
Digital invitations are probably the most used invitations since they are fast, cheap, and effective. Sending a digital invitation doesn’t cost anything, and it’s super easy. All you need to do is click the ‘’send’’ button of the e-mail.
You can request the honor of your guests' presence through digital invites by creating a facebook event. All they will need to do is confirm it or reject it.
Digital invitations are more casual, and they are not exclusive at all. Using this type of invitation allows you to track how many people confirmed to join the event and how many won’t make it. You could also send reminders and keep people motivated to join the event.
4 Key Elements to Include in Your Event Invitation Email Template
If you want to build the perfect event invitation email, below are some important elements that can inspire you in the process, which can surely surprise your guests.
The Template Must Include Details: Date, Time, Duration and Location
Whether online or in-person events, you will need to include the event date and time. Adding more details about the event venue and a list of planned events that are expected to take place on a particular date.
To be more specific, you should include information about the location, the link to the address, and the dress code policy.
On the other hand, if you are hosting an online event, you should include all the essential links to join virtually. Mentioning the different time zones for guests worldwide is crucial to avoid confusing your audience and guests.
Use Invitation Phrases that are Appealing and Memorable
Originality is your best weapon when creating an event invitation. Be creative, and you can generate more clicks.
Be as welcoming and friendly as possible to encourage guests to participate. We suggest catchy sentences like “we would love to have you at [name of the event] and enjoy a wonderful time together’’. This will make your guests feel welcome and inspire action from them.
Design the Email Invitation that is Appealing to the Brand
An invitation email should have a design that is visually appealing to readers. It should also reflect a company’s strong event branding.
Keep it simple to drive the readers’ attention and not get them confused about what the event is all about. To be more creative and entertaining, insert some photos and videos of your company events.
Use an Attention-grabbing Email Subject Line
Choosing the right, catchy email subject line for the invite letter can be a bit complicated. The most challenging part is to get the readers’ attention and to engage with them.
To create a successful subject line, you need to consider the focus on the personalization of the message to create curiosity.
In addition, a great subject line has to be simple and clear. Therefore, select only the most relevant words and state if you need a response. Keep in mind that writing a good subject line will also be fundamental to make a good impression on the recipients.
Invitation Letter for Business/Corporate/Formal Events
Below you will find event invitation letter samples and templates that work best for business and social events. They are suitable for corporate events, wedding invitations, or big ceremonies.
Keep in mind that your main goal should always be to engage with your guests and encourage them to participate.
For a formal letter invitation, it’s best to explicitly point out the purpose, event goals, and the value it can bring to participants.
The letter should keep a consistent tone: formal, concise, and intriguing. End it with an appropriate closing, and you are ready to send it! Of course, don’t forget to check if all essential details like time, venue, and event duration are mentioned.
Sample
From Date:__( on which the letter is written )
To, Subject: Invitation letter
Dear___( name of the recipient),
I am writing this letter to inform you about the upcoming__( mention the occasion or the event) It has been a while since we all have met up.
And I feel that this is a great opportunity for all us family members to come together and celebrate.
It was a long time ago that all of us met. And each one of us had enjoyed it thoroughly. Hence, on behalf of everyone, I am taking the initiative to bring everyone under one roof.
Also, I am going to be needing your help for the preparations of ( mention the event or the occasion) Let us work together to make this a grand success.
Do revert back your confirmation.
I am waiting to hear from you.
Kind Regards, (name and signature)
SOURCE: Letters.org
Format
In this kind of invitation letter, the format includes some important elements. You should include the name of the host, formal expression, the event purpose, date, time, and venue, contact details, and RSVP.
Invitation Letter for Personal/Casual/Social Events
Invitation letters can be informal as well. In this case, the target audience is usually family or close friends. You would usually opt for this kind of letter when hosting an informal dinner party or a small anniversary celebration.
The tone and the language set this kind of invitation letter apart from others. When writing one, you should use informal and friendly language. This doesn’t mean that your letter shouldn’t be detailed and elaborated. You only need to keep it simple and less complex.
Template
From,
Date:__( on which the letter is written )
To,
Subject: Invitation letter Dear___( name of the recipient),
I am writing this letter to inform you about the upcoming__( mention the occasion or the event) It has been a while since we all have met up. And I feel that this is a great opportunity for all us family members to come together and celebrate.
It was a long time ago that all of us met. And each one of us had enjoyed it thoroughly. Hence, on behalf of everyone, I am taking the initiative to bring everyone under one roof.
Also, I am going to be needing your help for the preparations of ( mention the event or the occasion) Let us work together to make this a grand success.
Do revert back your confirmation.
I am waiting to hear from you.
Kind Regards, ( name and signature)
SOURCE: Letters.org
Format
Since you will be writing to friends or relatives, you can easily follow the same format of personal letters.
You should address them in the second person. For example, you can write in a relaxed and informal tone: ‘’You will be more than welcome…’’
Don’t forget to include other relevant information about the event. Even if it’s an informal letter, your guests should still be able to get detailed information about the event as well.
Tips for writing an invitation letter to a business event
The whole purpose of invitation letters is to make guests aware of the party and get their attention. Most events have a purpose, and with these kinds of letters, you should be creative and concise. Below are some tips that will help you to achieve this goal.
Always Address and Communicate with the Guests Professionally
One of the most important things to do when writing a formal invitation letter would be to address the guests correctly. Keep it formal! You should write the invitation using the third person instead of the first person and keep the same continuous verb tense.
Also, always remember to address people properly. Sometimes it isn’t easy to get the other person to provide their status or position.
This could involve age, job, education, and even marital status. If you don’t want to go wrong, you could always go for the names Sir, ma’am, madam, Mr, Mrs, Ms, Miss, Doctor or Professor.
Calling someone by the right name is always a polite way to show respect to the person in front of you.
Write the invitation letters in formal language content and tone
When hosting a formal event, you should engage with guests formally and in a courteous tone. Keep the same verb tense throughout your letter. Avoid using abbreviations, and don’t add a signature ad the end.
Mention precisely the details of the event including date, time, venue, and purpose
Be very specific about the event date, the time, and the duration. Keep guests well informed. Give as many specific details as you can, like the location map, the dress code, event venue type, among others.
Clearly state the purpose of your event and what's in it in terms of benefits for the guests
Why should your guests attend your event? This is probably the main question that your attendees could ask you. Be proud of your celebration and explicitly state the main purpose of the event, saying that you will ‘’celebrate’’ or ‘’honor’’ something or someone in that specific event.
Remember that your goal is to bring value to your event and your guests. Transfer the passion you have for your business to your attendees, explaining that this event would be meaningful to the company and them as well.
It's always beneficial to include the event schedule
If you want your guests to be prepared and get an idea of what will happen at your event, be sure to include the event schedule in the invitation. In this way, your guests will know what to expect and won’t be surprised when they get there.
Request your guests to confirm their attendance
Before hosting an event, you need to know how many attendees have confirmed to plan the event catering , the venue, and the whole event. Give guests enough time to respond to the invite as you move forward with organizing the event.
You can use special invitation cards that look more impressive
Formal doesn’t mean boring. Use unique invitation card designs to impress your guests Nowadays, we live in a digitalized world, and choosing personalized invitation cards is a great way to stand out and be memorable.
Receiving a personalized invitation will always feel special. Anyone can keep the invitation card as a souvenir of a memorable event. It adds a touch of exclusivity that a digital invitation cannot give.
To make your invitation card even more unique, you could play with illustration and colors, or you could keep it simple and elegant with few neutral colors and simple designs. Create contrast, make it tactile, use patterns, or personalize it to make it authentic and memorable.
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Send invitations from a recognizable source like your event brand or company name
If you don’t want your guests to be confused about the invitation’s recipient, always include your company logo in the invitation letter. In this way, your guests will immediately recognize your organization and get an initial idea of what to expect.
Highlight a special guest or speaker
If your event features a keynote speaker, guest of honor, or another prominent figure, mentioning them in the invitation can add intrigue and incentivize attendance. Briefly describe their achievements, qualifications, or expertise to pique the guests' interest and demonstrate the value they will bring to the event. This can help attract attendees who are eager to learn from or engage with the featured speaker.
For example: "We are thrilled to have industry leader, Ms. Sarah Jones, deliver a keynote address on the future of marketing strategies. With over 15 years of experience and numerous accolades, Ms. Jones will share her insights on emerging trends and best practices in the field."
Offer an incentive for early RSVPs
Encouraging a prompt response can be helpful for planning purposes, as it allows organizers to gauge attendance, plan logistics, and allocate resources effectively. Consider offering a small incentive for guests who confirm their attendance by a specific date. This could be a discount on the event registration fee, a chance to win a valuable door prize, early access to preferred seating, or exclusive access to event materials or resources.
By providing an incentive, you create a sense of urgency and reward guests for their timely response. Example: "The first 50 guests to RSVP will receive a complimentary copy of our new industry report, valued at $99. Don't miss out on this exclusive offer and secure your spot at the event today!"
Invitation Letters for Events: Real-Life Examples to Inspire You
Still unsure on how to write an invitation letter? Don’t worry, here will find a list of examples that will inspire your next invitation letter for different kinds of occasions.
1. Meeting invitation
Template 1: Invitation
Dear [Recipient's Name],
I hope this email finds you well.
We are pleased to invite you to attend the upcoming [Event Name] meeting, scheduled to take place on [Date] at [Time]. The meeting will be held at [Location/Online Platform], and we would be honored to have your presence and participation.
The agenda for the meeting includes:
- [Agenda Point 1]
- [Agenda Point 2]
- [Agenda Point 3]
- [Agenda Point 4]
Your insights and contributions will be invaluable as we discuss these important topics. We aim to foster a collaborative environment where we can share ideas, address challenges, and explore new opportunities.
Please confirm your attendance by [RSVP Date] by responding to this email or contacting [Contact Person] at [Contact Information]. If you have any questions or require further information, do not hesitate to reach out.
We look forward to your positive response and to seeing you at the meeting.
Warm regards,
[Your Full Name]
[Your Position]
[Your Organization]
[Contact Information]
[Website URL]
Template 2: Follow Up
SOURCE: Docformats
Hey Wilson,
I was checking the stats and noticed you registered for the webinar a few hours ago but didn't attend.
On the webinar, I spent about 45 minutes teaching the specific strategy we've been using to get a 336% return from our online marketing.
I then walked everyone on the webinar through a case study showing screenshots and reports for one of our companies where we're spending $1,778 per day in online marketing to make back $5,988 - that's $3.36 for every $1 we spent.
The feedback that's coming in since the webinar finished has been incredible, so I thought I'd send you a recording of yesterday's webinar so you can watch it now.
Click here to watch the recorded replay
Enjoy!
Mitch
2, Business invitation
Template 1: Invitation
Dear [Recipient's Name],
I hope this message finds you well.
We are pleased to extend an invitation to you for an upcoming business meeting organized by [Your
Company/Organization's Name]. This meeting will focus on [main topic or agenda], and it promises to be a valuable opportunity for networking, collaboration, and sharing insights.
Details of the Meeting:
Date: [Meeting Date]
Time: [Meeting Time]
Venue: [Meeting Location]
Agenda:
- [Agenda Item 1]
- [Agenda Item 2]
- [Agenda Item 3]
Your presence and participation would be highly valued, as we believe your expertise and perspective would contribute significantly to the discussion. This meeting will also provide an excellent platform to explore potential collaborations and strengthen our professional relationships.
Kindly confirm your attendance by [RSVP Date] by replying to this email or contacting [Contact Person's Name] at [Contact Person's Email/Phone Number].
We look forward to your positive response and to welcoming you at the event.
Thank you for considering our invitation.
Best regards,
[Your Full Name]
[Your Job Title]
[Your Company/Organization's Name]
[Your Contact Information]
Template 2: Follow Up
SOURCE: Docformats
Hello [Name],
Yesterday, I conducted a live webinar on Digital Freelancing and we had more than 1700 live attendees.
If you were not able to attend the webinar, you can watch the recording of the webinar here:
[Video: Digital Freelancing Opportunities in [Location]]
Looking forward to seeing you in the next webinar.
Cheers,
[Name]
3. Guest speaker invitation Template
Dear [Recipient's Name],
I hope this email finds you well.
On behalf of [Your Organization's Name], I am delighted to extend an invitation to you to be a guest speaker at our upcoming event, [Event Name], which will be held on [Event Date] at [Event Venue/Online Platform].
Given your distinguished expertise and substantial contributions to [specific field or industry], we believe that your presence and insights would greatly enrich the experience for our attendees. Your keynote speech on [specific topic or theme] would provide valuable perspectives and inspire our diverse audience.
The event will bring together professionals, enthusiasts, and industry leaders from various backgrounds to discuss and explore [briefly describe the event's purpose or theme]. We are confident that your participation will add immense value to the discourse and encourage meaningful engagement among the participants.
Here are the key details of the event:
Date: [Event Date]
Time: [Event Time]
Venue: [Event Venue/Online Platform]
Topic: [Specific topic or theme for the speech]
Audience: [Brief description of the expected audience]
We would be honored to have you join us and share your knowledge. Additionally, we would be happy to accommodate any specific requirements you might have for your presentation. Please let us know if there is any way we can assist in making your participation smooth and enjoyable.
Kindly confirm your availability at your earliest convenience, and feel free to contact us if you have any questions or need further information. You can reach me directly at [Your Phone Number] or [Your Email Address].
Thank you for considering our invitation. We look forward to the possibility of having you as a part of [Event Name] and benefiting from your valuable insights.
Warm regards,
[Your Full Name]
[Your Position]
[Your Organization's Name]
[Your Phone Number]
[Your Email Address]
[Your Organization's Website]
4. Sample Invitation Letter for a Charitable Event
Subject: You’re Invited: [Organization Name] Annual Charity Gala
Dear [Recipient's Name],
I hope this message finds you well.
We are thrilled to extend an invitation to you for our Annual Charity Gala, taking place on [Event Date] at [Event Venue]. This special evening is dedicated to supporting [specific cause or charity], and we would be honored to have you join us in making a difference.
Event Details:Date: [Event Date]
Time: [Event Time]
Venue: [Event Venue]
Dress Code: Formal/Black Tie
The gala will feature a co*cktail reception, gourmet dinner, live entertainment, and a silent auction, with all proceeds going towards [specific cause or charity]. Your presence and support would mean a great deal to us and those who benefit from our initiatives.
We are excited to celebrate the impact of our collective efforts and share inspiring stories of those whose lives have been touched by our work. It will be an evening of elegance, compassion, and community spirit.
Please RSVP by [RSVP Date] to confirm your attendance. If you have any questions or need further information, please feel free to contact me at [Your Phone Number] or [Your Email Address].
Thank you for your continued support and generosity. We look forward to welcoming you to an unforgettable evening.
Warm regards,
[Your Full Name]
[Your Position]
[Organization Name]
[Your Phone Number]
[Your Email Address]
[Organization Website]
5. Invitation Letter Template for Special Events
a.Invitation to Corporate Annual Gala
Subject: You’re Invited: [Company Name] Annual Gala Event
Dear [Recipient's Name],
I hope this message finds you in good health and high spirits.
We are thrilled to invite you to our prestigious Annual Gala Event, which will be held on [Event Date] at [Event Venue]. This elegant evening will be a celebration of our milestones and an opportunity to honor our valued partners, clients, and employees.
Event Details:Date: [Event Date]
Time: [Event Time]
Venue: [Event Venue]
Dress Code: Formal/Black Tie
The event will feature a delightful dinner, live entertainment, and an awards ceremony to recognize exceptional contributions. Your presence would be a great honor to us as we reflect on the past year and look forward to future successes.
Please RSVP by [RSVP Date] to confirm your attendance. Should you have any questions or need further assistance, feel free to contact me at [Your Phone Number] or [Your Email Address].
We look forward to celebrating with you.
Best regards,
[Your Full Name]
[Your Position]
[Your Company Name]
[Your Phone Number]
[Your Email Address]
[Your Company Website]
b.Invitation to Corporate Innovation Summit
Subject: Join Us at the [Company Name] Innovation Summit 2024
Dear [Recipient's Name],
We are excited to invite you to the [Company Name] Innovation Summit 2024, a gathering of industry leaders, innovators, and thought leaders. The summit will be held on [Event Date] at [Event Venue] and will feature insightful sessions on the latest trends and breakthroughs in our field.
Event Details:Date: [Event Date]
Time: [Event Time]
Venue: [Event Venue]
Theme: Innovating for the Future
The summit will include keynote speeches, panel discussions, and interactive workshops designed to inspire and equip attendees with cutting-edge knowledge and tools. We are particularly excited to have you join us and share your perspectives on [specific topic or industry trend].
Please RSVP by [RSVP Date] to secure your spot. If you have any questions or require additional information, do not hesitate to reach out to me at [Your Phone Number] or [Your Email Address].
Best regards,
[Your Full Name]
[Your Position]
[Your Company Name]
[Your Phone Number]
[Your Email Address]
[Your Company Website]
c. Invitation to Corporate Leadership Retreat
Subject: Exclusive Invitation: [Company Name] Leadership Retreat 2024
Dear [Recipient's Name],
I hope this message finds you well.
We are delighted to invite you to our exclusive Leadership Retreat, scheduled to take place on [Event Date] at [Event Venue]. This retreat is designed for top executives and leaders to engage in strategic discussions, leadership training, and networking opportunities.
Event Details:Date: [Event Date]
Time: [Event Time]
Venue: [Event Venue]
Focus: Leadership Development and Strategic Planning
The retreat will include inspiring keynote sessions, interactive workshops, and team-building activities, all aimed at enhancing leadership skills and fostering collaboration among our leaders. Your expertise and insights would be invaluable to the discussions, and we are eager to have you join us.
Please RSVP by [RSVP Date] to confirm your attendance. If you have any questions or need additional information, please feel free to contact me at [Your Phone Number] or [Your Email Address].
We look forward to your participation in what promises to be a transformative experience.
Warm regards,
[Your Full Name]
[Your Position]
[Your Company Name]
[Your Phone Number]
[Your Email Address]
[Your Company Website]
