Invitation letters are written in various settings on formal and informal occasions. Such letters can be for a wedding, business meeting, graduation ceremony, engagement, or other events. It is written when one wants to invite guests to a particular event or occasion. This letter is written by an individual or organization that is hosting an event or occasion. An invitation letter is addressed to a guest person or organization.
The purpose of invitation letters is to reserve positions for the guests prior to the date the occasion is scheduled. Most occasions have a specific purpose and target group, invitation letters enable this objective to be achieved. It is also a document to formally invite a person to an event. With such letters, hosts can also estimate the number of guests they intend to have on their occasion to help them make the necessary arrangements.
Tips for writing an invitation letter
- Address the recipient of the letter politely
- Use formal or informal language depending on the occasion
- Mention the relevant details about the time, venue, and date of the event
- Extend a pleasant and polite invitation
- Mention the purpose of the event
- You may request a confirmation of attendance
- Send out the invitation letters in good time
- Provide contact address where the recipient can reach you
- Be brief and straight to the point
Sample Invitation Letter Templates
Has someone asked you to prepare invitation letters for their guests but no idea where you should start? Check out the free invitation letter template and sample letters for reference.
Date (date on which letter is written)
My name is ____________ and I take this opportunity to invite you to my graduation ceremony. I have graduated from ____________ University where I was pursuing a degree in ____________. It is a moment of celebration for me and my family and I wish to invite you to share this joyful moment with us. Kindly receive this as my invitation to you and your family.
The ceremony will take place at ____________ on ____________ at ____________ (time). There will be a dinner later on the same day at ____________ (time) in ____________ hotel. I have made table reservations for you and your family. The dress code is black and silver party formals.
If you have any inquiries or need additional information please contact me on ____________. I look forward to your confirmation of this invitation. Your presence will crown this ceremony. Please come and celebrate my academic success with me.
I hope to see you on this big day.
Date: _____ (Date on Which Letter is Written)
Subject: Sample Invitation Letter
Dear _____(Sir or Madam),
I, Mrs. …(name of the sender) am writing this letter to Mr. ….(name of the receiver) to invite him and his family personally to attend the engagement function of my granddaughter that is on the ….(date of the engagement). Please take this as my personal invitation to you and your family. I and my family would definitely be glad to see you all there at the function so do come.
Due to some inconvenience, I could not invite you personally to the function. Hence, I am writing this letter to you. Also, please join us for dinner after the function. Would be awaiting you all at the function till then stay fine.
Name of the person
Sign of the person
Sample Invitation Letter Samples
When you want someone to attend an event you are hosting, it is a good gesture to send an invitation. Have a look at the invitation letter sample that you can use to invite guests to your occasion.
773 3rd Ave.
Lawrenceville, GA 30043
Date:____________ (Date on which letter is written)
630 Saxon Street
Jonesboro, GA 30236
Sub; Invitation for a funeral
Dear Ms. Galloway,
It is with great sorrow that I write this letter to inform you of the passing of my father after a fatal accident that took place on 12th January 2020. I hereby write to invite you to the mass at St. Peters Church on 15th January 2020 at 10 am. The funeral service will follow at Oak Field cemetery at noon on the same day.
The funeral services will be restricted to family only and hence the purpose of this invitation. I know that my father was close to you and I wish to invite you to attend this decent send-off ceremony. We are saddened to meet again under such circumstance but we have to be strong in this difficult time.
Please join us for a simple lunch at our home after the funeral. Meanwhile, you can reach me through my mobile 479-639-5976. I would like you to come and celebrate the life of our dear father on this day.
2354 Whaley Lane
Brookfield, WI 53005
Date: 5 September 2011
3417 West Virginia Avenue
Albany, NY 12207
Subject: Sample Invitation Letter
Hello! Hope this letter finds you in good health. I am writing this letter to personally invite you to the engagement ceremony of my granddaughter on the 30th of September 2013 at our residence itself. The program is scheduled to start exactly at 5 p.m..
We all will be happy if you all made it for this function and blessed the couple. Hoping to meet you all at the engagement function until then provide my regards to all out there and I would be eagerly waiting for you all at the function.
Sample Invitation Letter Email Formats
If you have limited time to send invitation letters to all your guests, have a look at the email format of an invitation letter that you can customize to write simple and comprehensive invitations within no time.
Dear Mr. Gentry,
I am glad to invite you to a business meeting to discuss matters of market expansion for our company. Thank you for your company’s cooperation in our business activities for three years. With reference to our telephone conservation yesterday, I wish to extend an invitation to the meeting that will take place in our office plaza Boardroom 5 2nd floor, on 15th March 2020 at 9 am.
The main agenda of this meeting is to expand our business to Europe and Asia and setting up regional offices in these areas. Additionally, we shall discuss the business proposal for the merger of our companies. It is a great pleasure to do business with you and your presence in this meeting is highly valued.
Kindly find the attached agenda for the meeting and the business proposal for your consideration. If you have any matters that you wish to discuss, please include it in the current agenda and share a copy with us at the latest 10th March 2020. Please confirm your attendance soon.
We look forward to taking our business corporation to a higher level.
First, please accept our greetings from our institution.
You are aware, for the last nine years, our institution has been enthusiastically organizing this national level case study competition. Also, we take this opportunity to express our gratitude to institutes like yours for participating in the event and making it a success.
Once again, the time has come when we start organizing the case study contest this year. This year we are inviting around 250 colleges to make the competition more interesting.
Again, this year too, it gives us great pleasure to invite your college to take part in the competition once again. We look forward to your active participation to make the event a memorable one. As with previous years this year, too we have kept the team size as three for the student and 2 for the faculties. You can go through the details in the attached circular.
Eagerly looking forward to your participation.
Thanks and regards,
Invitation letters are essential when you want to achieve the objectives of your event. When writing such letters include essential information like venue, date, time, and purpose of the event. It is appropriate to tailor the content and tone of the invitation based on whether the event is formal or informal. Additionally, extend the invitation in a polite manner to express the value of your guest’s presence in the event.