English Study

How to write an invitation email/letter

Tuoitrenews

Updated : 12/05/2012 16:26 GMT + 7

Level: Pre-intermediate and above

Brief description:

This lesson helps you to write an invitation letter or email suitable for a business event.

 

What information should I include in an invitation letter?

Read the email below. Which points are included?

To: Staff@acet.hcmc

From: HR@acet.hcmc

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 (Tiệc chiêu đãi)

• Mark something (v): to celebrate an important event (Đánh dấu một sự kiện hoặc điều gì đó)

• A wealth of experience (collocation): a lot of good experience (Nhiều kinh nghiệm)

• ELT (abbr): English Language Teaching (Dạy tiếng Anh)

• Campus (n): the land and buildings of a college or university (Khuôn viên trường đại học)

• Finger (food) buffet (n): a buffet with a selection of ‘finger food’: snack food you can eat with your fingers (Tiệc đứng với các món ăn nhẹ, có thể ăn bằng tay)

• Confirm numbers (collocation): to check the number of people who will actually attend an event (Xác nhận số người dự một sự kiện nào đó)

• Respond (v): to answer (Trả lời)

• Recipient (n): someone who receives something (Người nhận)

• Sign off (collocation): closing greeting and signature at the end of a letter (Kết thư)

 

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)

This material is provided by the Australian Centre for Education and Training (ACET).