2.invitations and Replies

FORMAL & INFORMAL INVITATIONS
Extending invitations to relatives and friends or official associates on occasions such as weddings, birthdays,
public functions, inaugurations, or informal gatherings is an essential part of social etiquette.
Invitations Replies
Formal Informal Formal Informal
Card Letter Letter Letter Letter

POINTS TO REMEMBER:
☺ A formal card is sent as a mass invitation, where a large gathering is expected. For example, concerts,
school functions, weddings and receptions, etc.
☺ A formal letter is sent to the individual who is being invited as the Chief Guest / Guest of Honour,
keynote speaker, etc.
☺ Informal letters are often sent with formal invitations (cards) to make it more personal and cordial as is
appropriate to the relationship.
☺ Answering invitations is a necessary part of social etiquette as it not only appreciates the host’s / hostess’
kindness in inviting one but also lets him / her know if one is accepting or declining the invitation.
CHARACTERISTIC FEATURES OF FORMAL INVITATIONS:

1. Card is drafted for mass invitation, and letter when inviting an individual.
2. Generally, written in the Third Person. However, when mass invitation cards are to be sent, use of the
Second Person is acceptable.
3. Avoid using initials for the names of host(s) / guests or abbreviations for the days and months.
4. When drafting a card, most of the subject matter is placed / aligned in the centre. Details like R.S.V.P
[Repondez s’il vous plait] and the address may be placed in the bottom left-hand corner, and the dress
code or any other instruction in the centre (bottom) or the bottom right-hand corner.
5. Include the following:
a) Name(s) of the host(s) and the guest(s)
b) Occasion / Function
c) Day, date, time, and venue of the function
d) Address for a reply, if different from the venue of the function
e) Any other relevant details or specific instructions [dress code, if any / Admits two only / Kindly be
seated by 9:30 a.m.]
SAMPLE I: Draft an invitation card to be sent to the parents of the students in your school on the
occasion of the Annual Day. Provide all the necessary details:
The Principal, Staff & Students

of
Rosewood School, Gurgaon
Note: When sending out mass invitation cards for birthdays, engagements, weddings, receptions,
anniversaries, housewarming, etc., one may use the expression ‘Family & Friends’ [instead of ‘you’]
while referring to the invitees.
SAMPLE II: Draft an invitation from the Principal of your school inviting a well-known
sportsperson to be the Chief Guest at your Sports Day. Provide the necessary details.
Birla Public School

Sector 22, Dwarka
New Delhi – 110075
15 November 20**
Mr. Rahul Dravid
House No. 5
5th Cross, 13th Main, Indira Nagar
Bangalore – 560038
Dear Sir
Subject: Invitation to be the Chief Guest
Birla Public School is organising its Annual Sports Day on Saturday, 15 December 20**, at 10:00 a.m. in
the school playground. We would be deeply honoured if you would consent to be the Chief Guest at the
function.
Your presence and thought-provoking words will be a source of motivation for our students.
We would be grateful for your confirmation by 20 November 20**. We look forward to receiving you.
Yours sincerely
Jayesh Sengupta
[Principal]
Note: When invited to speak at / judge / preside over an event, the reply (of acceptance or refusal) is also in
the form of a letter.
If the invitee is a well-known personality, then the reply is written in the Third Person only as the
response may be written by the celebrity’s manager, assistant, etc.
SAMPLE III [Reply of Acceptance — well-known person]:

House No. 5
17 November 20**
The Principal
Birla Public School
Sector 22, Dwarka
Dear sir
Subject: Acceptance of Invitation or Letter of Acceptance
Rahul Dravid thanks you for your kind invitation to be the Chief Guest at the Annual Sports Day of your
school on Saturday, 15 December 20**, at 10:00 a.m. in the playground.
He is very happy to accept the same, and will be there at the scheduled date and time. He is looking
forward to having a fruitful interaction with the students.
Yours sincerely
Vivek Krishnan
(P.A. to Rahul Dravid)
SAMPLE IV:
1, Hamilton House
Kasauli
Himachal Pradesh – 173202
10 November 20**
The Principal
The Lawrence School
Sanawar, Kasauli, Solan
Himachal Pradesh – 173202
Dear sir
Subject: Acceptance of Invitation or Letter of Acceptance
Thank you for your kind invitation to be the guest speaker / to speak at the seminar on ‘Fundamental
Rights of Children’ on Friday, 17 November 20** at 10:00 a.m. in the school auditorium.
I am happy to accept the same, and will be there at the scheduled date and time. I am looking forward to
having a fruitful interaction with the students.
Yours sincerely
Aniket Verma
SAMPLE V [Reply of Refusal]:
House No. 5
17 November 20**
The Principal
Birla Public School
Sector 22, Dwarka
Dear sir
Subject: Inability to Accept Invitation or Inability to Attend the Function
Rahul Dravid thanks you for your kind invitation to be the Chief Guest at the Annual Sports Day of your
school on Saturday, 15 December 20**, at 10:00 a.m. in the playground. Regretfully, he will not be able
to attend the same as he will be out of town that day. OR Sadly, owing to a previous engagement / prior
commitment, he will not be able to attend the same.
Please accept his heartfelt wishes on the successful conduct of the school’s Sports Day.
Yours sincerely
Vivek Krishnan
(P.A. to Rahul Dravid)
CHARACTERISTIC FEATURES OF INFORMAL INVITATIONS:

1. Generally, written in the First and Second Person.
2. The format is similar to that of an informal letter, but much shorter.
3. Day, date, time, and venue as well as the reason for the invitation must be mentioned.
Draft an invitation from Nupur Sharma to Asha Menon inviting her to dinner to celebrate her
eighteenth birthday. Also, draft replies of acceptance and refusal to the same.
SAMPLE VI:
A-104, Greenwood City
Gurgaon
16 May 20**
Dear Asha
I am hosting a dinner on Saturday, 21 May 20**, at 8:00 p.m. at my residence, to celebrate my eighteenth
birthday. I shall be extremely happy if you would join my family and friends in making it memorable.
Yours lovingly
Nupur
SAMPLE VII [Reply of Acceptance]:
205 B, Rosewood City
Gurgaon
17 May 20**
Dear Nupur
Thank you for your kind invitation to dinner on Saturday, 21 May 20**, at 8:00 p.m. at your residence, on
the occasion of your eighteenth birthday. Looking forward to joining you in your celebration / having a fun-
filled time with you all.
Yours affectionately
Asha
SAMPLE VIII [Reply of Refusal]:
205 B, Rosewood City

Gurgaon
17 May 20**
Dear Nupur
Thank you for your kind invitation to dinner on Saturday, 21 May 20**, at 8:00 p.m. at your residence, on
the occasion of your eighteenth birthday. I would have loved to accept the same, but a prior commitment
prevents me from doing so. Please accept my heartfelt wishes on your birthday.
Yours lovingly
Asha

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FORMAL & INFORMAL INVITATIONS

Formal Informal Formal Informal

Card Letter Letter Letter Letter

CHARACTERISTIC FEATURES OF FORMAL INVITATIONS:

The Principal, Staff & Students

Birla Public School

SAMPLE III [Reply of Acceptance — well-known person]:

CHARACTERISTIC FEATURES OF INFORMAL INVITATIONS:

SAMPLE VIII [Reply of Refusal]:

205 B, Rosewood City

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