Extend a Formal Invitation • Example Letters, Guides and Samples
Guides
Formal invitations have a fixed format. They may be handwritten or printed, but never on business letterhead stationery. The invitation is centered on the paper. A stamped, self-addressed response card will frequently accompany the invitation.
How to write this invitation letter:
- First announce the name of the host.
- The second section presents the invitation.
- The third section names or describes the event.
- The fourth section gives the date and time of day.
- The fifth section gives the place. Give the full address if there may be any doubt about the location.
- Place a request for response (R.S.V.P.) below and to the left of the body of the invitation. If you request a specific mode of dress, place that information on the same line as the R.S.V.P., but on the right-hand side. If it is a "black tie" occasion, meaning tuxedos for men and evening gowns for women, say so, in order to avoid confusion.
Example Letter #1
The Springfield Arts Council
requests the pleasure of your company
at a reception in honor of
Dr. John Doe
on the occasion of his retirement
on Friday, August fifth
from 7:00 to 8:30 p.m.
at The Springfield Hotel
1600 Main Street
R.S.V.P. 555-5555 by June 2
Example Letter #2
Mr. John Doe
requests the pleasure of your company
at a dinner in honor of his daughter
Jane Doe
on the occasion of her graduation
on Tuesday, March eighth
at seven o'clock
at his home
648 Maple Lane
Centerville, Kansas 12346
R.S.V.P. 555-5555 by March 2
Example Letter #3
The children of Mr. and Mrs. John Doe
extend to you an invitation to attend
an open house in celebration of
the Doe's Golden Anniversary
on Saturday, May 16, at 6:00 p.m.
at the Elk's Lodge
1555 Center Street
Springfield, Kansas
R.S.V.P. by May 2
Write Your Letter Step-by-Step
1 First announce the name of the host.
Sample Sentences for Step 1
- The Springfield Arts Council
- Mrs. Jane Doe
- Mr. and Mrs. John Doe
- John and Jane Doe
- The Doe Corporation
- Jane Doe
- The President and The Board of Trustees
of
Springfield University - Mr. John Doe and Mrs. Jane Doe
(on a wedding invitation, for example, where the parents have been divorced but are co-hosting) - Ashley Johnson
and
Eric Doe
2 The second section presents the invitation.
Sample Sentences for Step 2
- cordially invites you to
- cordially invites you to attend the
- request the pleasure of your company
- invite you to attend
- request the honor of your presence
- invite you to join them
3 The third section names or describes the event.
Sample Sentences for Step 3
- Annual General Meeting
- Awards Banquet
- a reception in honor of
Dr. Robert Johnson
on the occasion of his retirement - a party
to celebrate our Fifteenth Anniversary - at dinner
- at the marriage of their daughter
Mary Elizabeth
to
Michael Ryan
son of Michael and Beth Luthy - at the marriage of their daughter
Mary
to
Paul Luthy - at the celebration of their marriage
- at the rehearsal dinner for
Ashley Johnson and Eric Doe - at an open house
honoring their mother, Jane Doe,
on her 85th birthday - a dinner party
- Cocktails and a Buffet
4 The fourth section gives the date and time of day.
Sample Sentences for Step 4
- on Saturday, June 16, at 6:30 p.m.
- on Friday, August fifth,
from 7:00 to 8:30 p.m. - Thursday, May 2,
at 7:30 p.m. - Saturday, the fourteenth of August
at half past six o'clock - Friday evening, July 10,
at seven o'clock - Saturday, the nineteenth of September
Nineteen hundred and ninety-seven
at half after ten in the morning
5 The fifth section gives the place. Give the full address if there may be any doubt about the location.
Sample Sentences for Step 5
- at the Springfield Country Club
1600 Main Street
Springfield, Kansas - at The Springfield Hotel
648 Maple Lane - 648 Maple Lane
Centerville - 648 Maple Lane
Centerville, Kansas 12346
555-5555 - in the Alumni House on Campus
- at Trinity Church
1600 Main Street
Springfield, Kansas - The Springfield Inn
Springfield, Kansas - in the Springfield Hotel
Garden Ballroom
1600 Main Street
Springfield, KA 12346
6 Place a request for response (R.S.V.P.) below and to the left of the body of the invitation. If you request a specific mode of dress, place that information on the same line as the R.S.V.P., but on the right-hand side. If it is a "black tie" occasion, meaning tuxedos for men and evening gowns for women, say so, in order to avoid confusion.
Sample Sentences for Step 6
- R.S.V.P.
555-5555 - R.S.V.P. Black Tie
- R.S.V.P. card enclosed
- The favor of a reply is requested
- R.S.V.P.
Jane Doe
555-5555 - R.S.V.P. Black tie requested
- R.S.V.P. The Does
648 Maple Lane
Centerville, KA 12346
555-5555 - R.S.V.P. 555-5555 by June 2
