FORMAL INVITATION
There are two types of formal invitations:
➢ Printed invitation card inviting guests to be present on a particular occasion. Such invitations do not include the name of the addressee.
➢ Handwritten letter addressed to a VIP invited to preside over a social, cultural, and educational function. In such invitations the name of the addressee (VIP) appears prominently.
BASIC STRUCTURE OF A FORMAL LETTER OF INVITATION
Sender's
address
Date
Receiver's
Address
Subject
(in one line)
Sir
or Madam (You already know who you are inviting)
Content
Body,
paragraph 1 (the invitation): Open with a formal expression such as "It
gives us immense pleasure to inform you…" or "We cordially invite
you…". Then state the purpose of the event and give the day, date, time
and venue.
Body,
paragraph 2 (request and RSVP): Say why the person is being invited, for
example as chief guest. Ask them to confirm by a date: "Kindly confirm
your presence by 20th December so that necessary arrangements can be
made."
▪ cordially request the pleasure of your
company…
▪ solicit your gracious presence…
▪ request your benign presence…
▪ invite you to join…
▪ cordially invite you to…
▪ request the pleasure of your company…
▪ seek the pleasure of your company/
presence…
▪ cordially request the honour of your presence…
Complimentary
Close Yours sincerely (or Yours faithfully)
A few points to remember:
Language:
Use formal, polite language and the first person ("we",
"I").
Word
limit: The limit of the content is usually 50
words for the body, so state who,
what, when, where and why briefly.
SAMPLE:
Question 1:
You are inviting the District Commissioner of
Police as a chief guest for your school annual day function. Draft an
invitation.
Answer:
Kamala
Nehru School Cantonment
Bangalore
17 December 2023
Mr. K. J. Singh
District Commissioner
of Police
Police Lines
Bangalore
Subject: Invitation for ‘Annual Day Function
Sir
It gives us immense
pleasure to inform you that we are celebrating our school’s Annual Day function
on 4th January 2024 at 5.30 p.m. in the Activity Hall of the school.
We shall consider it a great honour if you could grace the occasion and preside
over the function as the Chief Guest and give away the prizes.
Kindly confirm your
presence by 20th December, so that necessary arrangements can be
made.
Yours sincerely
singhaniak
K SINGHANIA
(Principal)
Question 2:
You are the Secretary of the Ritz Students’ Association, St. Peters School, Nainital. The 20th Alumni Meet will be held on Sunday, the 28th of January 2023 at 8.00 p.m. at Plaza Hotel. Write an invitation letter to all the old students at the school to attend the meeting.
Answer:
Ritz Students’
Association
St. Peters School
Nainital
17 December 2023
The Alumnus
Ex-St. Peters Student
Nainital
Subject: Invitation
to Attend an Alumni Meet
Dear Alumnus
The 20th
Alumni Meet of St. Peters School, Nainital will be held on Sunday, 28th
January 2023 at 8pm at ‘The Plaza Hotel’. Old Students, along with their
spouses will be our guests of honour.
Kindly assemble at
8pm in the banquet hall for a get-together, dance, and dinner party.
Please confirm your
seats by sending ₹700/- to the undersigned.
Yours sincerely
Meenakshi
Meenakshi
(Secretary)
SOME
PREVIOUS YEAR CBSE QUESTIONS
1. You are the Secretary, Student Council, Holy Mother Convent School, Barakhamba Road, New Delhi. Your school is organizing a Diwali Mela. Draft a formal invitation letter in about 50 words to be sent to the Chairman of your school, inviting him to inaugurate the Mela. You are Amita/Amit. Mention day, date, time, and venue. (2023 SET 1-1-1)
2. As the Naina/Niraj Gupta, Principal of
Harmony Public School, draft a formal invitation to parents in 50 words,
inviting them to attend an orientation workshop on Effective Parenting by Dr.
S.K. Hridhay. Mention day, date, time, and venue. (2023 SET 1-1-2)
3. As Dr. Sinha, Secretary of Army Wives
Welfare Association, draft a formal letter of invitation in 50 words for the
members to attend a lecture on ‘Yoga and its Benefits’ to be delivered by an
eminent Yoga guru. Mention day, date, time, and venue. (2023 SET 1-1-3)
4. Your school has invited a group of
foreign students to attend your Annual Day function. Draft an invitation in 50
words to the guests and parents of the students. Also state the day, date, and
time of the function. You are Dr. Ahluwalia, Principal, Rohtak Public School.
(2023 SET 1-2-1)
5. Send a formal letter of invitation in
50 words to Dr. Mehra, noted novelist and educationist, to speak on ‘The
Importance of Books’. You are Lena/Sanjay, Secretary Literary Club, S.S. Public
School. Mention day, date, time, and venue. (2023 SET 1-2-3)
---:The End:---