Invitation and Replies: Format

♦ Invitation
To invite someone for an occasion, we use the written form Invitation.
Invitations are generally printed cards through which we invite our guests on some auspicious
occasions like wedding, birthday, wedding anniversary, house warming, the inauguration of a
shop/factory, etc.
♦ Invitations are of two types:
(a) Formal and
(b) Informal.
These can be printed on cards or can be drafted in the form of letters.
♦ Main Characteristics:
An invitation is a complete information. It answers the questions: who, whom, when, where, what time
and for what. The important components of an invitation, therefore, are:

 Occasion
 Name(s) of the invitee(s)
 Name(s) of the host(s)
 Date, time and venue.
 Name(s) of the chief guest or special invitees, in case of an official invitation.
♦ Format of Formal Invitations:
In case of formal invitations, each of the following is written in a separate line with fonts of varying
sizes.

 Names of the hosts

 Name of the invitee (in case of a formal letter of invitation)
 Formal phrase of invitation, for example:
Request the pleasure of your benign presence/company Seek your auspicious presence
Solicit your gracious presence on the auspicious occasion
 Date, time and venue of the event
 Occasion/ reason of the invitation.
♦ Characteristics of Formal Invitations:
1. Meant for a lot of invitees:

 These are written in the third person

 In case a VIP is invited as the chief guest, the name of the VIP must appear prominently.
 Name of the invitee is not to be included. The addressee’s address is to be written only on the
envelope.
 Simple present tense is to be used.
 The date of writing is not to be given.
 There is no signature of the host.
 The abbreviation RSVP (French: repondez silvers plait) i.e. ‘Please reply’ is written below on
the left side with name(s), address and phone number of the host(s).
 Put the invitation into a box.
 Do not exceed 50 words.
2. Meant for an individual (a formal letter of invitation):

 Include the name of the invitee.

 These are to be written on run-on lines. The sentence is not broken into different
words/phrases.
 Other details are similar to the mass-scale invitations.
♦ Writing Informal Invitations:
Written in a letter form, in an informal format. Such letters are very persuasive in nature.

 Written in the first person.

 Salutation is ‘dear + name’.
  Complimentary close ‘Yours sincerely’.
 Date of writing the invitation is given.
 Sender’s address appears on the left-hand side.
 Various tenses used to suit the sense.
♦ Replies
Replies Accepting or Declining
Formal Follow a set formula:

 formal words: ‘kind invitation’, ‘great pleasure’, ‘regret’, etc.

 Use third person (‘they’) instead of first person (T, ‘We’)
 Address of the writer and the date to be written.
♦ Informal – Accepting or Declining

 Like an ordinary letter

 Do not use any formal expressions, but use informal words and expressions
 Use first person (‘I’, ‘We’).

SOLVED QUESTIONS
Question 1:
M/s Shyam Lai & Sons are opening a new general store ‘Galaxy Novelties’ in Geetanjali Enclave, Dwarika, Delhi. The
inauguration ceremony is fixed for Sunday, the 19th of October 20XX at 11 a.m. Prepare a draft of formal invitation
letter for the purpose.
Answer:
Question 2:
Draft an invitation on behalf of Mr & Mrs Raj Karan of 38, Kamal Kunj, Varanasi, which they may use to invite their
friends and relatives on the 5th birth anniversary of their son Nikhil at their residence on 28 December 20XX.
Answer:

Question 3:
Your sister Nivedita is going to marry Akhilesh (S/o Mr & Mrs SM. Joshi, Nainital) Your father Mr K.S. Bhardwaj has
planned to hold the wedding at Hotel Kunal, New Delhi on 25 May 20XX at 8 p.m. Write a formal invitation on behalf of
Mr & Mrs K.S. Bhardwaj inviting guests to the auspicious occasion. Give other details. Do not exceed 50 words.
Answer:
Question 4:
You are a student of Newton Public School, Nagpur. The school is holding its annual function on Saturday, the 15th
November, 20XX at 11 a.m. The HRD Minister Dr M.M. Joshi has consented to be the chief guest. Design an invitation
card to be sent to the parents and other invitees. Do not exceed 50 words.
Answer:

Question 5:
You are the Principal of Zodiac Senior Secondary School, Ooty. The school has completed 25 years of its meritorious
services to the society. The Silver Jubilee Celebrations are to be held on Sunday, the 26th October, 20XX. Mrs M.
Kamath, the founder Principal will preside. Draft a suitable invitation to be sent to important dignitaries of the city and
the parents of students.
Answer:
Question 6:
You are the secretary of Haryana Civil Medical Doctors’ Association, 2345 Sector 15, Panchkula. You have organised a
seminar on AIDS for the members of the association and invited a specialist guest speaker. Draft an invitation for
publication in the newspapers.
Answer:

Question 7:
The literary club of your school is putting up the play ‘Waiting for Godot’. As secretary of the club, draft an invitation
inviting the famous writer Sudeesh Gupta to be the guest of honour at the function. Write the invitation in not more
than 50 words. You are Govindl Gauri.
Answer:
Question 8:
You are the Director of Apex Orientations, a leading name in postal coaching for competitive examinations including
IIT-JEE and CBSE-PMT. Write letters to the principals of some prestigious schools inviting the names of two brilliant
students from each institution to attend their Counselling Session free of cost.
Answer:
APEX ORIENTATION
38-A, Old Rohtak Road,
Karol Bagh,
New Delhi-110005
Ph: 25384077, 25381077
25th March, 20XX
The Principal
ABC School
Delhi
Sir/Madam
Sub: Free Counselling Session
Apex Orientation is a leading name in postal coaching for competitive examinations. We regard your school as one of
the prestigious institutions of Delhi. We shall deem it a personal favour if you recommend any two of your brilliant
students to attend our Career Counselling Session for IIT-JEE and CBSE-PMT to be held on 10th April, 20XX. The
participation will be free of cost.
Kindly send your recommendations by the 7th April.
Ritu Nanda
Director
Question 9:
You are the Secretary of the Old Students’ Association, Mayo School, Ajmer. The 20th Alumni Meet will be held on
Sunday, the 28th Sept. 20XX at 8.00 p.m. at Palace Hotel. Write invitation letters requesting the old students of the
school to attend the meet.
Answer:
Old Students’ Association
Mayo School
Ajmer
Dear Alumna/Alumnus,
Sub: 20th Alumni Meet
The 20th Alumni Meet of Mayo School, Ajmer will be held on Sunday, the 28th Sept. 20XX at 8 p.m. at The Palace Hotel
Ajmer. Old students, along with their spouses will be our guests of honour.
Kindly assemble at 8.00 p.m. in the banquet hall for a get-together, dance and dinner party.
Please confirm your seats by sending ₹ 500 to the undersigned.
Ayush K. Joshi
Secretary
Question 10:
You are Sachin Bansal, the Head Boy of Springdales Public School, Gurgaon. Your school is holding an inter-school T-
20 cricket championship from 2 Oct. to 8 Oct., 20XX. Write a formal invitation to Sh. B.S. Bedi, the legendary cricketer,
to inaugurate the championship on 2 Oct. 20XX at 10 a.m. at your school grounds.
Answer:
Springdales Public School
Gurgaon
25 Sept. 20XX
Sh. B.S. Bedi
2/27 Jorbagh
New Delhi
Sir
Sub: Inauguration of Cricket Championship
Our school is holding an inter-school T-20 cricket championship from 2 Oct. to 8 Oct. 20XX. All the schools of the area
are likely to participate. Your presence in our midst will act as a catalyst and inspire us. You are requested to inaugurate
the championship on 2 Oct. 20XX at 10 a.m. in our school grounds.
Kindly confirm your availability by 30 Sept.
Yours faithfully,
Sachin Bansal
Head Boy

Invitation and Replies: A Few More Examples

Question 1.
As Secretary of the Literary Club of St. Anne’s School, Ahmedabad, draft a formal invitation in not more than 50
words for the inauguration of the club in your school. (Delhi 2009)
Answer:

St. Anne’s School

Ahmedabad
We cordially invite all staff, students and parents for the inauguration of the Literary Club of the School on 29th July between
8.30 a.m. to 11.30 a.m. within the school premises. Well, known novelist, Mr Sandeep Kumar will be our Chief Guest. You all
are also requested to join us in the auditorium for tea and snacks after the inauguration ceremony.
Secretary

Question 2.
The literary club of your school is putting up the play ‘Waiting for Godot’. As secretary of the club, draft an invitation
inviting the famous writer Sudeesh Gupta to be the guest of honour at the function. Write the invitation in not more
than 50 words. You are Govind/Gauri. (All India 2014)
Answer:

ABC School
Shastri Nagar
Mumbai
February 20, 20xx
Mr. Sudesh Gupta
XYZ Lane
PQR Colony
Mumbai
Dear SirSubject: Invitation as Chief Guest
The Literary club of our school is putting up the play ‘Waiting for Godot’ on 17th January, 20xx in our school auditorium from
9-10 am. On behalf of our club, I would like to extend a cordial invitation to you to be the guest of honour at the function. It
would be our privilege if you consent to grace this occasion with your esteemed [Link]
Secretary (Literary Club)

Question 3.
As the principal of a reputed college, you have been invited to inaugurate a Book Exhibition in your neighbourhood.
Draft a reply to the invitation in not more than 50 words, expressing your inability to attend the function. You are
Tarun/Tanvi. (All India 2014)
Answer:

Reply To Invitation:
The Principal
ABC College
March 25th, 20xx
Subject: Inability to accept the Invitation Sir
I would like to express my gratitude to the Civil Lines Book Club for inviting me to inaugurate the first edition of the Civil Club
Book Exhibition. But I regret my inability to attend the function due to a prior commitment. I have to attend a meeting with
the governing body of our college on the same day for which the inauguration is scheduled.
Yours faithfully
Tanvi
Principal

Question 4.
You have received an invitation to be the judge for a literary competition in St. Ann’s School. Send a reply in not more
than 50 words, confirming your acceptance. You are Mohan/Mohini. (All India)
Answer:

Confirming Acceptance:
16, XYZ Lane
ABC Nagar,
Chennai
St. Ann’s School
TVS Nagar
Chennai
Subject: Acceptance of invitation for judging the literary competition.
Sir,
I would like to express my gratitude to St. Ann’s School for inviting me to be the judge for a literary competition in your
school. I confirm my acceptance for the same and will make sure that I am present there at the scheduled date and time.
Yours sincerely
Mohini

Question 5.
Sunrise Global School, Agra is going to organize a one-act play competition in the school auditorium. You have
decided to invite noted stage artiste, Nalini to grace the occasion. Draft a formal invitation for her in about 50 words.
You are Karuna/Karan, Cultural Secretary. (Delhi 2016)
Answer:

The Principal, Staff And Teachers

Of
Sunrise Public School
take pleasure in inviting
noted stage artist
MS. NALINI
to grace the one-act play competition
in the School Auditorium
on Tuesday, 1st April, 20xx
From 8:30 am to 11:00 am RSVP
Awaiting a favourable response from your end.
RSVP
Karuna, Cultural Secretary
987xxxxx00

Question 6.
On 30th November your school is going to hold its annual sports day. You want Mr. Dhanraj Pillai, a noted hockey
player to give away the prizes to the budding sportspersons of the school. Write a formal invitation in about 50 words
requesting him to grace the occasion. You are Karun^/Karan, Sports Secretary, Sunrise Global School, Agra. (All India)
Answer:
Sunrise Global School
takes pleasure in inviting
Noted Hockey Player
MR, DHANRAJ PILLAI
to grace the occasion of its
Annual Sports Day
and to give away prizes to our budding sportspersons
on 30th November, 20xx
From 8:00 am to 12:00 pm
Awaiting a favourable response from your end.
Koruna
Sports Secretary

Question 7.
Your friend, P.V. Sathish, has invited you to attend the wedding of his sister, Jaya. You find that you have an important
paper of pre-board examination on the day of the wedding. Thus you cannot attend the event. Write in about 50 words
a formal reply to the invitation expressing your regret. You are PuneeV Puneeta Vij, M 114, Fort Road, Chennai. (All India
2017)
Answer:

15th January, 20xx

Thank you P.V. Sathish for your kind invitation to the wedding of your sister, Jaya on 23rd January, 20xx. I regret my inability
to attend as I have an important pre-board examination on the day of the wedding. Wishing the newly wedded couple a very
happy married life. Best wishes Puneet
M-114, Fort Road, Chennai