Invitation & Replies writing

Invitation & Replies- Formal & Informal with format, tips & samples Card & letter format
Replies Formal & Informal Acceptance and decline with sample

1. INVITATION & REPLIES WRITING Raksha Soni PGT English KV No.1 Ajmer

2. GENERAL INFORMATION Definition A verbal or written request to an individual or a group of people to come or go somewhere or to do something. Invitations or invites are the sweetest kinds of letters. We write invitations on a number of occasions – formal and informal. Need for an invitation Man a social being. Sharing joys and sorrows-an integral part of culture. A way of interaction and communication. For inviting people staying far off.

3. General Features A single sentence presentation. Written in third person.(Formal) Put in a box. It should answer to the 5Ws: WHAT- The occasion WHEN- Date and time WHERE- Venue WHO- Name of the host WHOM- Name of the person being invited

4. Types of invitation for different Occasions Meaning Formal - Occasions which require a formal dress code, with an array of fixed events. E.g. Weddings, Annual Day Celebrations, Inauguration of shop, house etc. Informal - occasions which are more relaxed and with no fixed sequence of events. E.g. Informal birthdays, get together etc.

5. Types of Invitations

6. OCCASIONS FOR WRITING FORMAL INVITATIONS Inviting a dignitary to preside over a function.(Letter) Inviting a celebrity to inaugurate your new showroom. (Letter) Inviting people to attend marriage. (Card) Inviting people/ masses to witness function. (Card) Inviting public on inauguration. (Card)

7. Characteristics of Formal Invitation

8. Continued… Formal Invitation are generally sent on occasions such as grand weddings, anniversaries and mass functions involving a big crowd of invitees. Formal Invitations are sent to individuals for a less grand function such as a formal wedding anniversary, formal alumni meeting, etc. In this kind of invitation, we write, “ Mr. Arvind Malhotra cordially seeks the pleasure of Mr. and Mrs. Singh, on the auspicious occasion of….” Write as if it is written by a third person. It is not, “I and my wife invite you to our son’s wedding” but, “Mrs and Mr Malhotra cordially solicit the presence of Mrs and Mr….” Do not use I, we, and you and their other forms. Follow the letter format with from address and date but no need to write salutation such as, dear, sir, etc. Begin with the host’s name, such as, “ Mr. Peter is glad to invite Mr. Alexander…” For invitations inviting dignitaries as judges or chief guests, it is just a single paragraph. No I, We, You. Only Third Persons Write inside a box.

9. Format of Printed card form Name of the host Request line (E.g., request the pleasure of your company, solicit your gracious presence) Purpose of the invitation. Day, date and time of the event. Name of the honouree (if any) & designation. Name of the place, location with complete address. Route map enclosed for outsiders. RSVP- Répondez s'il vous plait ("Please respond" ) Telephone or mobile number or address of the host Any other relevant details

10. School Functions The Principal, staff and students of Don Bosco Public School cordially invite your presence on the occasion of the   Golden Jubilee Celebrations of the school on December 21, 2020, Monday, from 05.00 pm to 09.00 pm at King’s Stadium, Pune   Mr. Piyush Goyal ( Hon’ble Minister for Railways) will be our proud Guest of Honour for the day. Kindly be seated before 4.50. This invitation admits only three people. A detailed route map is overleaf. RSVP Charles Frost Asst. Principal 077-22-13-5654 Name of the Host Request line Occasion / Purpose Date, Time & Venue Name of the Honouree Designation General Instructions / Route Map

11. Wedding Invitation Mrs and Mr Jain cordially solicit your benign presence on the auspicious occasion of the Wedding of their son ROHIT JAIN with SUJATHA JAIN (D/o Mrs and Mr Lala Jain) on Tuesday, October 06, 2020, from 7:30pm onwards at Rajouri Park Hotel, Rajouri Garden, Delhi. RSVP Best Compliments from 011-223344 Friends & Relatives

12. Inauguration

13. Format of Formal Letter Sender’s address Date Receiver’s address Salutation Subject Body (information about occasion, day, date, time & venue) Subscription Signature Name Designation

14. Inviting dignitaries Question Your school, Lord Buddha School, Gaya, is celebrating its 300th Anniversary in the month of December. The program is expected to last a week. To this, invite Mr. A. K. Antony, Honorable Minister of Education to precede over the occasion of the closing day programs. You are Ms. Sukanya , Principal.

15. Lord Buddha School Gaya – 112233 October 09, 2020 Mr. A.K. Antonty Minister of Education New Delhi Subject: Invitation to precede over the Closing Day of 300th Anniversary Celebrations The Principal of Lord Buddha School, Gaya, cordially invites Mr A. K. Antony, Honourable Minister of Education to the Closing Day celebrations of the school’s 300th Anniversary on December 26, 2020 at King’s Stadium, Gaya. The programme will commence from 6:30pm. The entire school hopes that the honourable Minister would definitely keep a part of his very precious time for this noble cause and appreciates an early reply from his office. Yours sincerely Ms. Sukanya Principal.

16. INFORMAL INVITATIONS Informal invitations are drafted for the following occasions: On the occasion of a birthday On the occasion of your parents’ wedding anniversary On the occasion of your sister’s engagement/ring ceremony/wedding On the occasion of a party that you throw to welcome your old friends home

17. Format Sender’s address, Date, Salutation of your choice with Name of the receiver. Body (information about occasion, day, date, time & venue) Subscription Name Write the content loosely but be precise. Invitation is shorter than a letter. (a simple note / message) Make the invitee feel the warmth of the invitation so use words from the core of heart. You can even draw a route map.

18. Informal Invitation 12/C, Palace Road New York – 11 March 12, 2020 Dear Frank, Emily and I are throwing a party on the occasion our parents’ 39th wedding anniversary that falls on this Saturday, the 25th of this month at our residence at 6 pm. It will be a pleasure if you would join us with family for the celebrations. Hope to see you soon. Yours sincerely Peter

19. WRITING REPLIES/RESPONDING TO INVITATIONS Main characteristics: (a) Formal Replies Acknowledge the invitation in third person. Express thanks in third person to the sender. Mention acceptance/regret. Specify the reason for refusal. Be brief and specific Be formal in tone and treatment. Do not exceed the word limit (usually 50 words). (b) Informal Replies Acknowledge the invitation in first person. Use second person for the sender of invitation. Mention acceptance/regret. Specify the reason in case of refusal. Be brief and specific Use warm and simple language. Do not exceed the word limit (usually 50 words).

20. (i) FORMAL REPLIES (ACCEPTING) Question 1: Draft a formal reply accepting an invitation to be present on the occasion of the wedding of Ankush S/o Mr & Mrs Shankar of 24, Green Park Road, Kanpur. You are Vikram Gaur of Raja Ki Mandi, Agra. Formal Acceptance May 05, 20XX Mrs and Mr Vikram Gaur thank Mrs and Mr. Shankar for inviting them on the occasion of the wedding of their son Ankush at 24, Green Park Road, Kanpur on May 25, 20XX and assure them that they will be present on the occasion to wish the newly weds a very happy married life. Mrs and Mr Gaur will reach Kanpur by the Agra Mail which leaves Agra at 8.00 a.m. Regards Vikram Gaur

21. DECLINING Question: Write a formal reply expressing your inability to attend the birthday celebrations of your friend Suresh Pradhan of 1235, Vivekananda Marg , Belur . You are Somesh Basu . Formal Decline March 16, 20XX Mrs and Mr. Somesh Basu wish to thank Mrs & Mr Suresh Pradhan for extending an invitation to the birthday celebrations of their son Akshay at their residence 1235, Vivekananda Marg, Belur on March 20, 20XX and wish the young boy many happy returns of the day but regret their inability to be present personally on account of some previous engagements. Regards Somesh Basu

22. (ii) INFORMAL REPLIES(ACCEPTING) Question: You have been invited to an evening bash at the Nirula’s by Vibhu , your close friend, to celebrate his selection in NDA. Respond to the invitation. You are Nitin of 56, Gautama Enclave, New Delhi-56. . Informal Acceptance 56, Gautama Enclave New Delhi-110056 May 10, 20XX Dear Vibhu Thank you very much for your pleasant invitation . I’ll join the evening bash at Nirula’s on May 16 at 6 p.m. With best wishes. Yours lovingly Raman

23. DECLINING Question: You are Prem Shankar Jha , eminent economist. You have received an invitation from the Lion’s Club to speak on the salient features of the latest budget. Regret your inability due to previous commitments in an informal reply. Informal Decline 27 Ashoka Road New Delhi October 03, 20XX The Secretary Lion’s Club Agra Dear Sir Thanks for sending me an invitation to speak on the salient features of the latest union budget on October 09,2020 at 7pm at Lion’s Club, Delhi. I regret my inability to join you on the date suggested by you due to heavy and unavoidable prior commitments. Yours faithfully Prem Shankar

24. Thank You Raksha Soni PGT English KV No.1 Ajmer