how to write a invitation letter

how to write a invitation letter? 

This tutorial will help to write an invitation letter for a business.
What information should I include in an invitation letter?
Read the email below. Which points are included?
To: Staff@PD.INDOGT
From: HR@PD.INDOGT
Subject: Reception for new marketing manager
Dear colleagues,
You are invited to attend a reception to mark the arrival of our new marketing manager, Chris Lambert.
Chris has worked for the past 10 years at our sister school in Phnom Penh, Cambodia. He brings with him a wealth of experience in ELT and business and I am sure he will make a great contribution to the development of our school here in Vietnam. I am sure you will want to join me in welcoming Chris to Vietnam and to our school.
The reception will take place in the teachers’ room at the main campus at 1pm on Friday 25 November. Drinks will be served and there will be a finger buffet.
If you are able to attend, please respond to this email by Wednesday so that we can confirm numbers.
Thank you and I look forward to seeing you on Friday.
Kind regards
Jonny Weissmuller
Human Resources Director
Now complete the following table:

Topic	Information given in the letter
Reason for event	Welcome the new marketing manager
Venue
Date
Time
Details of event
What to do if you want to go

The table shows the essential information for the invitation. This information may vary from event to event. However, the principle is the same:

The recipient needs to have enough information to:
• decide whether to go or not;
• be able to communicate this decision;
• be able to get to the right place at the right time;
• know what to expect when he/she gets there.
So, always think about the people you are inviting. What do they need to know?
How formal should my invitation be?
The level of formality depends on the occasion and who you are writing to. Inviting a close friend for coffee by text message might just be “Coffee?” The language in a wedding invitation is usually very formal and traditional. Typically invitations to company events are written in a neutral to formal business style. A landmark event, such as the opening of a new branch, might have a more formal specially printed invitation.
What are the sections of a letter of invitation?
The format of a letter of invitation will depend very much on the event. Look at the model email above. What sections does it have?
Answer:
The email above has the following paragraphs:
• invitation;
• explanation of reason for the event;
• details of the event;
• how to reply to the invitation (including deadline);
• expression of hope that reader will come;
• sign off.
What language can I use to write the invitation?
You want the language to be polite and clear. Match the following expressions from the letter with their use:

Language	Meaning and use
1. You are invited to attend a reception…	a. How to respond to the invitation.
2. A reception to mark the arrival of our new marketing manager.	b. Expresses hope that the person you are inviting will come.
3. The reception will take place in the teachers’ room at 1pm on Friday.	c. Gives further information about the event (note use of passive).
4. Drinks will be served.	d. Invitation.
5. If you are able to attend, please respond to this email.	e. Gives details of the venue and time (note prepositions).
6. I look forward to seeing you on Friday.	f. Neutral/friendly sign off often used in business letters.
7. Kind regards	g. Explains the purpose of the event.

Answers:

1. d
2. g
3. e
4. c
5. a
6. b
7. f
How can I practice writing a letter of invitation?
Imagine your company is arranging an event for staff (e.g. a leaving party for someone who is retiring, an end of year party before Tet etc.). Make up some details about the event in the table below.

Topic	Information about the event (use your imagination!)
Reason for event
Venue
Date
Time
Details of event
What to do if you want to go

Now use the information in your table to write an email to staff inviting them to the event. Use some of the expressions from the example email above.
Glossary:
• Reception (n): a big formal party to celebrate something or to welcome someone
• Mark something (v): to celebrate an important event
• A wealth of experience (collocation): a lot of good experience
• ELT (abbr): English Language Teaching
• Campus (n): the land and buildings of a college or university
• Finger (food) buffet (n): a buffet with a selection of ‘finger food’: snack food you can eat with your fingers
• Confirm numbers (collocation): to check the number of people who will actually attend an event
• Respond (v): to answer
• Recipient (n): someone who receives something
• Sign off (collocation): closing greeting and signature at the end of a letter
Answers:

Topic	Information given in the email
Reason for event	Welcome the new marketing manager
Venue	Teachers’ room at main campus
Date	Friday 25th November
Time	1 pm
Details of event	Finger buffet and drinks
What to do if you want to go	Reply to the email (by Wednesday)