An invitation letter can be official or personal depending on the occasion. These occasions include meetings, conferences, weddings, parties, exhibitions, sales or shows. Such a letter is written by the person or organization that is hosting a particular event. It is addressed to a guest person or organization.
Invitation letters are important to notify a person or organization that you are hosting a particular function. It is also a formal invitation to demonstrate that you would like the guest to attend the event.
Organizers mainly host a function with a specific target group in mind, invitation letters ensures that the objectives of the event will be met by inviting relevant guests. Additionally, it is used for logistics purposes to estimate the number of attendees.
Tips for writing sample invitation letters
- Address the guest in a polite and professional manner
- Make a pleasant invitation to the guest
- Mention precisely details of the function like purpose, venue, date, and time
- Extend a warm welcome to the guest
- Tailor the letter to formal or informal depending on the function
- Tailor the tone of the letters based on the type of occasion
- Close the letter with a proper note of thanks
- Keep the letter brief and concise
Sample Invitation Letters Templates
When hosting a party, invitation letters mean a lot to the guest. Have a look at the sample invitation letter template for your reference, see the sample letters below for more information.
Date (date on which letter is written)
It is with great pleasure that I write this letter to invite you to my ____________ wedding day. You have been his mentor in the ____________ profession and we would be happy if you came to celebrate with us. The ceremony will take place on ____________ at ____________ (time) in the ____________ Church. A reception will follow at ____________ Gardens at ____________ (time).
I invite you to come and stay at my home on the eve of the wedding. If this is not okay with you, please let me know so that I can make the hotel reservation. The dress code will be a combination of ____________and ____________ colors.
I also wish to extend an invitation to a dinner on the same day at ____________. I will communicate about the time in due course. Please also provide your contact details where I can reach you in case of any changes or additional information.
Please come celebrate with us as we see ____________ into the next phase of life. Kindly confirm your attendance soonest.
Thank you in advance.
Sample Invitation Letters Samples
An invitation letter should demonstrate politeness and professionalism. Check out our free sample invitation letters that you can use to help you write a polite and concise letter to your guests.
50 Lake View Circle
Massillon, OH 44646
Date:____________ (Date on which letter is written)
288 East Spring Rd.
Chardon, OH 44024
Sub; Invitation for a party
Dear Ms. Young,
I hereby write this letter to extend an invitation to my fortieth birthday. You have been a good friend and I wish that you will help me celebrate my birthday this year. I will be hosting a party on 13th April 2020, at Eton Hotel from 7 pm. This party will be better with you there.
I will be making preparations for the reservation of your table with your family. Our families have been there for each other in good and bad times, and I wish to humbly invite you to the party. The dress code will be white and blue party formals.
Kindly confirm your attendance to enable me to make the final arrangements. Please share your contact where I can reach you with more details or any changes. I hope that you will come to celebrate with me.
Your presence is highly valued.
Sample Invitation Letters email Formats
When you limited time to write and mail invitation letters to your guests, you can write an email invitation. Check out the sample invitation letter in an email format that will get you started.
Dear Climate Change Committee,
I wish to invite you to the First Expert Group Meeting on Climate Change Reduction and Mitigation. This meeting will be hosted by UNEP in their conference room 2 in Geneva from 3rd March to 5th March 2020. You are invited to attend this meeting with the appointed experts as part of your delegation.
Following the Paris Agreement to have expert group meetings quarterly every year to monitor the implementation of the national goals towards reducing climate change, the purpose of this meeting is to analyze the progress. The experts will also give brief presentations on their analysis of the implementation of the national goals in the respective countries.
Kindly submit the names of the people who will be part of your delegation and copies of their passports by the latest 15th February to enable us to organize travel and entry badges. We would appreciate a confirmation of your attendance as soon as possible. If you would like to make a presentation kindly send it to us by 30th February on firstname.lastname@example.org.
We would highly appreciate to have you at this meeting. Your presence will make this meeting even more successful.
Invitation letters help you select the guests you want to attend a particular occasion you are hosting. It gives you an approximate number of guests and maintains the target group. When writing invitation letters, include all the details of the occasion like purpose, venue, date, and time. Additionally, extend a polite invitation to your guest and write formal or informal content based on the occasion.