CONTENTS

1. Introduction
2. Writing Invitations
3. Formal Invitations
4. Replies to Formal Invitations
5. Informal Invitations
6. Replies to Informal Invitations
7. Let Us Sum Up
8. References
9. Practice Questions

INTRODUCTION

As a student, you may have to organise events at your school such as cricket tournament, sports
day, annual day or hold functions such as celebrations of birthday, wedding, house warming, etc.
Several times in your career, you will either write invitations or reply to them. Writing invitation
is an important form of communication you will need to learn. In this module, we will discuss
how to write invitations and reply to them. Let’s first understand what an invitation is and why
we write it.

WRITING INVITATIONS

Invitation is a form of communication either printed on a card or written in the form of a letter.
Through invitations, we invite a guest on some auspicious occasions or request him/her to do
something, i.e., inaugurate a function.

Activity-1

Invitations are extended to people for various occasions. Make a list of occasions where you
think an invitation is required. One example is given for you.

a. Marriage Anniversary e. ………………………………….

b. …………………………………. f. …………………………………
 c. ………………………………….. g. ………………………………….
d. ………………………………….. h. ………………………………….

There are two types of invitations: formal and informal. There is a difference between the two
in terms of their format, characteristics, tone, choice of words, etc.

FORMAL INVITATIONS

Formal invitations are both printed and in the form of a letter. Printed formal invitations are
generally sent to friends, relatives, acquaintances on social occasions.

Format of Formal Invitations

In the case of a formal invitation, each of the following details is written in a separate line with
fonts of varying sizes.

• Name(s) of the host(s)

• Name of the invitee(s), if the invitation is in a letter form
• Formal phrase of invitation, for example:
o Solicit your gracious presence on the auspicious occasion
o Request the pleasure of your benign presence/company
o Request the honour of your presence
o You are cordially invited to
• Occasion, the reason for the invitation
• Date, time and venue of the occasion

Features of Formal Invitations

1. A formal invitation is generally written in the third person.

2. It is meant for both: the masses and an individual. In the case of an invitation to the
masses, the name of the invitee is not included. The invitee’s address is written only on
the envelope. Whereas, in case of the invitation to an individual, the name of the invitee
 is included. The invitation is written on run-on lines in a formal letter format where the
sentences are not broken into words or phrases.
3. If a VIP is invited as a chief guest to preside over a function, the name of the VIP must
appear prominently.
4. The tone of formal invitation is polite, pleasant and courteous.
5. The simple present tense is used.
6. The date of writing is not mentioned. The signature of the host is not important.
7. The abbreviation RSVP (derived from the French phrase répondez s'il vous plaît,
meaning ‘Please respond’) is written below on the left side with the name(s), address and
phone number of the host(s).
8. The suggested word limit is 50 words.

Look at an example of a formal invitation on a printed card given below:

Mrs. and Mr. Sujoy Das

solicit your gracious presence
on the auspicious occasion
of their son’s marriage
ROHIT
with
RAJNI
(daughter of Mrs. & Mr. Ankit Arora)
on 18th October 2020
at 7.30 pm
at Abhinandan Hotel, Nayagarh

RSVP With Best Compliments

280018 from
All relatives
Activity-2

What information do you need to write on a formal invitation to the annual function of your
school? Tick all the relevant information given below.

1. The place where the function will be held ( )

2. How to get there ( )
3. The date and time the function will be held ( )
4. Instruction to the invitee for what to bring with them ( )
5. The name of the host(s) ( )
6. The chief guest of the function( )
7. Your passport number ( )
8. The hard work you are putting in organising the event ( )

As we discussed earlier, a formal invitation is written in the form of a letter in case it is meant for
an individual. Look at an example below:

Sagar Public School

Bhopal
10th October 2020

The Deputy Commissioner

CBSE Delhi Region

Subject: Invitation for “Children’s Day Celebration”.

Sir/Madam,

We are pleased to inform you that our school is celebrating ‘Children’s Day’ on 20th
October 2020 at 10 a.m. in the Academic Hall.
 We shall consider it a great honour and a favour, if you could grace the occasion as
the Chief Guest.

Kindly confirm your availability by 15th October 2020.

Yours faithfully
Rohit Mehra
Head Boy

Activity-3

You are a student of Sagar Public School, Bhopal. The school is going to hold Children’s Day
celebrations on 26th October 2020. Draft an invitation on behalf of the Principal of your school
inviting Mr. Ajit Pradhan, I.A.S, to be the Chief Guest of the function.

REPLIES TO FORMAL INVITATIONS

Replying to the invitations is a minimum courtesy you should have. The reply to formal
invitations is usually very short, brief and to the point. The characteristic of a good formal reply
is that it must have a pleasant and formal tone. Even while declining the invitation or expressing
the inability to attend, you must be polite and courteous.

Characteristics of Formal Replies

• Acknowledge the invitation.

• Express thanks in the third person.
• Mention acceptance/refusal (specify the reason in case of refusal).
• Be specific and brief

Look at an example of the acceptance reply to a formal invitation below:

Link Road Bhopal
15th October 2020

Mrs. and Mr. Sharma have great pleasure in receiving the invitation from Mrs. & Mr. Sujoy
Das for their son’s marriage with the daughter of Mrs. & Mr. Bora on 18th October 2020 at
Abhinandan Hotel, Nayagarh. They confirm their presence on the occasion.

With thanks
Mrs. & Mr. Sharma

Look at an example of the refusal reply to a formal invitation below:

Link Road Bhopal

15th October 2020

Mrs. & Mr. Sharma thank Mrs. & Mr. Sujoy Das for the invitation to their son’s marriage on
18th October 2020 at Abhinandan Hotel, Nayagarh.
However, they express their inability to be present on the occasion due to a prior engagement.

With best wishes,

Mrs. & Mr. Sharma

Activity-4

As you see in the above-given refusal reply, the reason for declining the invitation is given. Can
you think of any other polite excuses/reasons for not attending the marriage ceremony? Make a
list of those reasons. Remember, there are no right or wrong answers. Think and write at least
five.
INFORMAL INVITATIONS

Informal invitations follow the pattern of personal letters. Such letters are written to friends,
relatives, and the ones with whom we have intimate relationship.

Features of Informal Invitations

1. An informal invitation is written in the first or second person.

2. It follows the pattern of personal letters. It is written to relatives, friends and
acquaintances inviting them to attend an occasion, like birthday celebration, wedding
anniversary, etc.
3. It has a salutation like “Dear XYZ” and a complimentary close like “yours sincerely”.
4. Sender’s address appears on the left-hand side
5. The tone of an informal invitation is informal, friendly and relaxed. Personal feelings and
emotions find an expression.
6. Various tenses are used to suit the sense of the invitation.
7. The host’s address is given in the usual place.
8. Do not exceed the word limit of 50 words.

Look at an example of an informal invitation below written by Aniket inviting his friend to
celebrate his success.

House 6/4, Link road

New Bhopal
26th August 2020

Dear Akash
Do join me for an Evening Bash at my residence D-6/4, Link Road, Bhopal on
Sunday, 30th August at 5 p.m. This is to celebrate my success in the IIT
entrance examination. You will meet a lot of our school friends also. Looking
forward to seeing you in the evening.
Aniket
Replies to Informal Invitations

The reply to an informal invitation includes casual words and expressions. It expresses personal
feelings or desires in a friendly and intimate style.

Characteristics of Informal Replies

• Acknowledge the invitation in the first person.

• Mention acceptance/regret (specify the reason in case of refusal).
• Do not use formal expressions. Write like an ordinary letter.
• Use friendly and simple language

Look at an example of the acceptance reply to an informal invitation below:

House-74, New Market

Bhopal
26th August 2020

Dear Aniket
Many thanks for the invitation to the success party of your IIT entrance
examination at your residence on Sunday, 30th August 2020. I will be delighted
to enjoy the moment of your success celebration by joining you that day. In case
I can be of any help to you in arranging the party, do write to me unhesitatingly.

Yours sincerely
Akash
Look at an example of the refusal reply to an informal invitation below:

House-74, New Market

Bhopal
26th August 2020

Dear Aniket
Congratulations on getting success in the IIT entrance examination. I would have
loved to join the success party at your residence on Sunday, 30th August 2020 but I
will not be able to attend the moment of celebration due to my pre-occupied
engagement.

Best wishes
Yours sincerely
Akash

Activity-5

Match the phrases on Column A with the definitions Column B.

Column A-Phrases Column B- Definitions

(a) Write a reply (i) Tell me
(b) Let me know (ii) Collect someone from somewhere in your car
(c) Pick somebody up (iii) Visit someone and live in his/her house for
some days
(d) Hear from somebody (iv) Get a letter, email or message from somebody
(e) Come/go to stay with (iv) Write a letter, email or message back to
somebody somebody
LET US SUM UP

This module has focused on the discussion of drafting invitations. In this module, we have
introduced you to the different forms, format and characteristics of invitations. We have also
taken you through various types of activities to check your understanding of the module and
finally to help you learn to draft invitations for different occasions. We hope you find the module
useful and interesting.

ANSWERS

Activity-1

1. Birthdays 2. Weddings 3. Farewells 4. Achievements

5. Engagements 6. Festivals 7. Inaugurations

Activity-2

1. The place where the function will be held

2. The date and time the function will be held
3. The name of the host(s)
4. The chief guest of the function

Activity-3

The Principal, Staff and Students

of
Sagar Public School, Bhopal
invite you on the occasion of
CHILDREN’S DAY CELEBRATION
of their school
on
SUNDAY, THE 26TH OCTOBER, 2020
at 10 a.m.