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.

Quick Reads

• What Is an Invitation Letter for Events?
• What’s the Purpose of an Event Invitation Letter?
• The Different Types of Event Invitations
• 4 Key Elements to Include in Your Event Invitation Email Template
• Invitation Letter for Business/Corporate/Formal Events
• Invitation Letter for Personal/Casual/Social Events
• Tips for writing an invitation letter to a business event
• Invitation Letters for Events: Real-Life Examples to Inspire You

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.

Are you planning an event anytime soon? Book a demo of Glue Up’s Event Management Software now to create and promote online and offline events efficiently with ease. The-all-in one event management software has features like event page builder, custom registration forms, online ticketing & payments.

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.

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.

Meeting invitation

SOURCE: Docformats

Business invitation

SOURCE: Docformats

Guest speaker invitation

SOURCE: Docformats