INVITATION WRITING
An Invitation is a written or spoken request to invite someone to an event. Invitations can be
formal or informal depending on the occasion and the relationship between the sender and
the recipient.
TYPES OF INVITATIONS
1. Formal Invitations: These are structured, official, and used for formal events like
weddings, inaugurations, school functions, etc.
2. Informal Invitations: These are casual and used for informal occasions like birthday
parties, family get-togethers, etc.
FORMAT OF FORMAL INVITATIONS
Formal invitations are brief, to the point, and contain essential details. They are usually
written in third person.
1. Formal Invitation (Printed Type) (Card Format):
➢ The invitation is generally written in third person.
➢ No personal pronouns such as "I," "We," or "You" are used.
➢ It includes:
• Name of the host/hosts
o (Mrs and Mr. Ram Sharma)
• Standard Formal Expressions
o request the pleasure of your benign presence
o seek your auspicious presence
o solicit your gracious presence on the auspicious occasion of
• Name and Purpose of the invitation
• Honouree / Name of the invitee
• Day, date, time, and venue of the event
• RSVP (Please respond)
➢ Must be in Simple Present Tense
➢ The tone is formal and polite.
➢ Highlight and emphasize the key points like Name of the Honouree, Chief Guest,
Day, Date, Time, and Venue, using different fonts and sizes. The name of the VIP
should appear prominently.
➢ Special Instructions (if any): Include details like dress code, RSVP, or parking
instructions, etc.
➢ RSVP: For formal invitations, include a line to ask for a response (Répondez s'il vous
plaît).
➢ To be enclosed in a box.
2. Formal Invitation (Non-Printed Type) (Letter Format):
➢ The invitation is generally written in first/third person as situation demands.
➢ It includes:
• Sender’s Address
• Date in Full form
• Receiver’s Address
• Salutation (Dear + Mr./Mrs. Name)
• Body: Mention the event, day, date, time, and venue. Keep it concise. (Single
para)
• Complimentary Close (Yours sincerely)
• Sender’s Signature/Name (if applicable)
➢ Various forms of tense can be used to suit the sense.
➢ The tone is formal and polite.
➢ Special Instructions (if any): Include details like dress code, RSVP, or parking
instructions, etc.
➢ RSVP: For formal invitations, include a line to ask for a response (Répondez s'il vous
plaît).
FORMAT OF INFORMAL INVITATIONS (LETTER FORMAT)
➢ Informal invitations are personal, written in first person (such as "I," "We," or "You"
are used) and are more casual in nature.
➢ It includes:
• Sender’s Address
• Date
• Salutation (Dear + Name)
• Body: Write the invitation in a friendly tone, mentioning the event, date, time, and
venue.
• Complimentary Close (Yours lovingly)
• Sender’s Name & Signature
➢ Do not write Subject
SAMPLE FORMAL INVITATIONS
1. Formal Invitation (Card Format) for a Wedding
Mrs. & Mr. Rajeev Gupta
request the pleasure of your company
at the wedding of their daughter
Naina Gupta
with
Aditya Malhotra
(Son of Mrs. & Mr. S.K. Malhotra)
on Saturday, 25th September 2024
at 5:00 PM
Venue: The Leela Palace, New Delhi
RSVP Best Compliments from
9876xxxxxx Friends and Family
2. Formal Invitation (Letter Format) for a School Function
The Principal
St. Mary’s School
Noida
12th August, 2024
Mr. and Mrs. Sharma
Sector-15
Noida
Dear Mrs. and Mr. Sharma,
We are pleased to invite you as the Guest of Honour for our school’s Annual Day Function,
to be held on 20th August 2024 at 5:00 PM in the school auditorium. Your esteemed presence
will grace the occasion and inspire our students and staff.
We look forward to welcoming you.
Yours sincerely,
(Signature)
The Principal
St. Mary’s School
(The content of the letter can also be written like “I take the opportunity to inform you that
our school is planning to organize its Annual Function on 20th August, 2024 in the school
auditorium from 5:00 PM to 8:00 PM. On behalf of the school, I would like to extend a cordial
Invitation to you to be the guest of honour at the Function. It would be our privilege if you
consent to grace this occasion with your esteemed presence.”)
SAMPLE INFORMAL INVITATION
3. Informal Invitation (Letter Format) for a Birthday Party
A-15, Green Park
New Delhi
20th September, 2024
Dear Anjali,
I hope you are doing well! I am writing to invite you to my birthday party on Saturday, 25th
September 2024 at 6:00 PM at my house. It would be wonderful to have you there!
Looking forward to celebrating with you!
Yours lovingly,
Reema
REPLYING TO INVITATIONS
FORMAL INVITATION REPLIES
❖ Acknowledge the invitation – Expression of gratitude for the invite (could include
appreciation of the initiative)
❖ Use 3rd Person
❖ Be brief and specific
❖ Conclude with Yours sincerely + Name (Mention the host’s full name along with title)
1. Accepting a Formal Invitation
➢ Affirm your participation
➢ Confirm the relevant information. (Venue need not be confirmed)
➢ Express anticipation
2. Declining a Formal Invitation
➢ Politely express your inability to attend the event with a valid reason.
➢ Convey your best wishes for the function
INFORMAL INVITATION REPLIES
❖ Acknowledge the invitation in an informal tone– Expression of gratitude for the invite
(could include the appreciation of the initiative)
❖ Use 1st Person
❖ Be brief and specific
❖ Conclude with Yours lovingly + Name/Sign
3. Accepting an Informal Invitation
➢ Confirm attendance in a friendly tone.
➢ Show enthusiasm
4. Declining an Informal Invitation
➢ Express regret for not being able to attend
➢ Offer a brief reason
➢ Share best wishes for the event.
SAMPLE REPLIES
1. Reply (Accepting Formal Invitation):
The Principal,
St. Mary’s School
Noida
Dear Sir/Madam,
Thank you for inviting us to the Annual Day Function. We will be delighted to attend the
event on 20th August 2024.
Yours sincerely,
Mr. and Mrs. Sharma
2. Reply (Declining Formal Invitation):
The Principal,
St. Mary’s School
Noida
12th September, 2024
Dear Sir/Madam,
Thank you for the kind invitation to the Annual Day Function. Unfortunately, we will not be
able to attend due to prior commitments.
Best wishes for a successful event.
Yours sincerely,
Mr. and Mrs. Sharma
Formal Invitation Writing vs. Informal Invitation Writing
Invitation Writing
SRL TOPIC FORMAL INVITATION INFORMAL
No INVITATION
1. Purpose Used for official or significant Used for casual or personal
events such as weddings, official events like birthday parties,
functions, business events, or casual gatherings, or friendly
public ceremonies. get-togethers.
2. Tone Professional, polite, and Friendly, casual, and personal.
respectful. Avoids casual Written in the first person and
language and uses a third-person often includes colloquial
perspective. expressions.
3. Structure Card Format: Includes the names Letter Format: Includes
of the host and invitee, event sender’s address, date,
details (occasion, date, time, salutation, body of the letter,
venue), and RSVP. and complimentary close.
Letter Format: Includes sender’s
address, date, receiver’s address,
salutation, body, and
complimentary close.
4. Language Uses formal language, complete Uses conversational language,
sentences, and a structured contractions, and casual
format. Avoids contractions and expressions.
slang.
5. Details Specific details about the event Basic details about the event
Included (occasion, date, time, venue) and and a friendly invitation, often
may include RSVP instructions. omitting RSVP details.
6. Signature Typically includes the host’s full Includes the sender’s first name
name or title. or nickname.
Replies to Invitations
1. Accepting Structure: Start with thanks, Structure: Express gratitude,
confirm attendance, and express confirm attendance, and show
anticipation. enthusiasm.
Language: Formal, polite, and Language: Casual, friendly, and
respectful. personal.
Declining Structure: Start with thanks, Structure: Express regret, offer
express regret, and provide a brief a brief reason, and send best
reason if appropriate. wishes.
Language: Formal, polite, and Language: Casual, friendly, and
courteous. considerate.
Samples
Formal Invitation
1. Formal Invitation Letter for a Wedding:
The Gupta Family
C-12, Green Street
Delhi
15th September 2024
Mr. and Mrs. Rajesh Mehta
B-45, Red Lane
Delhi
Dear Mr. and Mrs. Mehta,
We are delighted to invite you to the wedding of our daughter, Naina Gupta, to Aditya
Malhotra, which will take place on 5th October 2024 at 7:00 PM at The Grand Hotel, Delhi.
We look forward to your gracious presence at this joyous occasion.
Yours sincerely,
The Gupta Family
Formal Invitation Reply
2. Reply to Formal Invitation (Accepting):
The Mehta Family
B-45, Red Lane
Delhi
20th September 2024
Mr. and Mrs. Gupta
C-12, Green Street
Delhi
Dear Mr. and Mrs. Gupta,
Thank you for your kind invitation to the wedding of your daughter, Naina Gupta. We are
pleased to confirm our attendance on 5th October 2024.
We look forward to celebrating this special day with you.
Yours sincerely,
Mr. and Mrs. Rajesh Mehta
3. Reply to Formal Invitation (Declining):
The Mehta Family
B-45, Red Lane
Delhi
20th September 2024
Mr. and Mrs. Gupta
C-12, Green Street
Delhi
Dear Mr. and Mrs. Gupta,
Thank you for your kind invitation to the wedding of your daughter, Naina Gupta.
Unfortunately, due to prior commitments, we regret that we will be unable to attend the
ceremony on 5th October 2024.
We wish you and your family all the very best for this joyous occasion.
Yours sincerely,
Mr. and Mrs. Rajesh Mehta
Informal Invitation
3. Informal Invitation Letter for a Birthday Party:
123, Happy Lane
Delhi
20th September 2024
Dear Rahul,
I’m throwing a birthday party on 30th September at my place, and I’d love for you to join us!
The party starts at 6:00 PM. We’ll have games, music, and lots of fun!
Hope you can make it!
Lovingly,
Amit
Informal Invitation Reply
4. Reply to Informal Invitation (Accepting):
123, Happy Lane
Delhi
25th September 2024
Dear Amit,
Thanks for the invite! I’d love to come to your birthday party on 30th September. Looking
forward to the fun!
See you there!
Cheers,
Rahul
5. Reply to Informal Invitation (Declining):
123, Happy Lane
Delhi
25th September 2024
Dear Amit,
Thanks so much for inviting me to your birthday party. Unfortunately, I won’t be able to
make it this time due to prior commitments. I hope you have an amazing time and we’ll
catch up soon!
Cheers,
Rahul
