Invitation and Replies

Notes

What is an invitation?

An invitation is a request, a solicitation, or an attempt to get another person to join

you at a specific event and contains complete information about the same. It,
therefore, answers thequestions:

1. WHAT- The occasion

2. WHEN- Date and time
3. WHERE- Venue
 4. WHO- Name of the host
5. WHOM- Name of the person being invited

Components of an Invitation
The important components of an invitation, therefore, are:

● Name of the 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.

Kinds of Invitations

Invitations are of two kinds:

● Formal
- invitation card/letter

-In a fixed format

- in simple yet elegant style
 ● Informal
- a letter
- free handwriting
persuasive in nature

They are e tended formally to:

● Relatives, friends, acquaintances, etc. on social occasions

● Celebrities and VIPs on official functions.

Formal Invitations
 Features of a formal invitation
● Is written in a polite and courteous tone.
● Is drafted in third person and simple present tense.
● Is designed in a single sentence presentation with line breaks suitedto
centre setting using varied fonts and styles to enhance its aesthetics.
● The date of issuing a formal invitation is not mentioned.
● There is no signature at the end of a formal invitation.
● The address of the person who e tends the invitation must always be
given even if the function is organized at some other venue.
● Is enclosed in a bo .
● Word limit is 50.
A formal invitation must include
● Name of the host
● Standard e pression of request (Eg., request the pleasure of yourcompany,
solicit your gracious presence)
● In case a VIP is invited as the chief guest, the name of the VIPmust appear
prominently.
● Name of the invitee is not to be included. The addressee’saddress is to
be written only on the envelope.
● Purpose of the invitation
● Day, date, time and venue of the event
● Name of the honouree (optional)
● RSVP - his elegant abbreviation comes from the French phrase"Répondez,
s'il vous plait"; which in English means "Please respond". An RSVP is
essential at parties where you need to know e actly who will come, so you
can organize things accordingly on the basis of their convenience.
● With best wishes from
● Telephone or mobile number or address of the host
● Any other relevant details (any specific instructions)
Format
Name of the host
Standard e pression of request
Name of the invitee (Optional-only in case of VIP invitee)
Purpose of the invitation
Day, date and time of the event (in words)
Name of the place, location with complete address
Name of the honouree
RSVP (Respond if it pleases you) With best wishes from
Note(optional)
Mobile number and address of the host
 They are e tended informally, in the pattern of ordinary personalletters, much
prior to the celebration, to:

● Relatives, friends, acquaintances, etc. on social occasions

Features of an Informal Invitation

● It is written in first/second person.

● Its style and tone are and informal.
● Different tenses are used as per the demand.
● Personal feelings and emotions find an e pression in informal
invitation.
● It can be elaborative e plaining the details of the event.
● The date of writing is given, but the year is generally omitted.
● Salutation is ‘Dear + First name’.
● Complimentary close is ‘Yours sincerely’.
Format

SENDER’s ADDRESS

DATE

SALUTATION
BODY
COMPLIMENTARY CLOSE
 ● A reply to an invitation is essential to appreciate the host’s feelings and
therefore, it must acknowledge the invitation bye pressing thanks. It
should also mention whether the invitation has been accepted or refused
(give reason) using a warm and specific language. A reply should be brief
(word
limit- 50). Do remember to include greetings like ‘Best Wishes’
in case you are declining an invitation.
Kinds of replies

● Formal - Accepting or Declining

- Use formal words: ‘kind invitation’, ‘great pleasure’, ‘regret’,
etc.
 - Use third person (‘they’)
- Address of the writer and the date to be written
● Informal – Accepting or Declining
- Like an ordinary informal letter
- Use informal words and e pressions
- Use first person (‘I’, ‘We’).

Formal Reply

● A formal reply (acceptance or refusal) is like a formal invitation in format,

but it is not a card. It is a handwritten reply to the invitation. It is usually
very brief and to the point and is always pleasant and courteous, even while
declining theinvitation or e pressing inability to attend. It does not supply
 any specific reason for refusal. It demands a formal tone and treatment and
is written in third person. There is no room for unnecessary details or
superfluous matter in them.

● An informal reply takes the format of an informal invitation; acknowledges

and answers (acceptance or refusal) the invitation in first person and e
presses personal feelings or desires in an intimate style, informal tone and
warm [Link] uses second person for the sender of invitation and
supplies a specific reason in case the invitation is declined
 Samples

Formal Invitation Question

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.

Answer
Informal Invitation Question
Rohit has got success in CBSE-PMT. He wants to celebrate his admission to Shivaji Medical College, Nagpur by throwing a party to his friends. Write
an informal invitation giving details of venue, time and date. Do not exceed 50 words.

Answer

33/427 , Priya Vihar

New Delhi

15 July 20XX

Dear Varan
You will be glad to learn that I have secured 80th rank in the CBSE-PMT competition. I have got admission in a prestigious institution – Shivaji
College, Nagpur. I want to share a few happy moments of my life in the company of my old Mends at a dinner in the Hotel Kanishka at 9.00 p.m. on 23
July, 20XX.
Please join the celebrations and merry-making.

Yours sincerely
Rohit
Formal Reply Sample
You are Akshya / Aakriti. You have been invited to participate in a seminar on ‘Fundamental Rights of Children’, organised by the Lions Club of your
distinct. Respond to the invitation by writing a letter to the Secretary of the club.

Answer:
25, Aram Bagh Road
Meerut

5 May, 20XX

The Secretary
Lions Club, Meerut

Sub: Acceptance of Invitation

Sir/Ma’am
Thanks for your invitation for a seminar on ‘Fundamental Rights of Children’, and your concern for the under-privileged children. I would like
to utilise this opportunity to share my experiences with other like-minded enthusiasts and experts.

1 hereby confirm my participation in the seminar.

Yours sincerely
Akshya / Aakriti

Or

25, Aram Bagh Road

Meerut

5 May, 20XX

The Secretary
Lions Club, Meerut
Sub: Acceptance of Invitation

Sir/Ma’am
Thank you very much for inviting me to participate in a seminar on ‘Fundamental Rights of Children’. I feel honoured and obliged. However, I
shall not be able to accept your invitation due to some previous commitments which keep me confined to my place on that day.
Thanking you once again for your kind invitation.
Yours sincerely
Akshay / Aakrit

Informal Replies Sample

You are Manoj /Mini. You have been invited to attend a birthday party of your closest friend. Respond to this invitation.

Answer:
217 MIG Flats
Surya Vihar, New Delhi

15 March, 20XX
Dear Shuchi
I have received your invitation for your birthday party on 25 March, 20XX at 5 p.m. at Hotel Janpath. I am extremely happy to know that all
our old friends are likely to be there.
I would like to confirm my participation.
Looking forward to the momentous occasion.

With love.
Manoj/Mini

Or

217 MIG Flats

Surya Vihar, New Delhi

15 March, 20XX

Dear Shuchi

I acknowledge with thanks your kind invitation to your birthday party on the 25th March. I regret to inform you that I will not be able to join
you in the celebrations due to some very urgent and unavoidable prior engagements that may keep me tied down here on that day.
Please accept my heartiest felicitations and love.
Kindly accept a small gift that I am sending through courier.
Wishing you a very happy birthday.

Yours sincerely
Manoj /Mini

Assignment

1. You are Vijay Ahuja, proprietor of KIDS PLANET, a showroom of children’s goods. Draft a formal printed invitation to be sent to your
patrons, friends and relatives. Give details such as date, time and venue.
2. You are going on a picnic at the Suraj Kund, near Haryana-Delhi border with a group of your classmates. Send an informal invitation
to your close friend Vipin to join you.
3. You have received an invitation to attend the prize giving ceremony on the occasion of the Regional Social Sciences Exhibition. Write
a letter to the Secretary of the ‘The World View’ (the organiser of the exhibition) informing him about your inability to attend. Give
three reasons.
4. You were invited by a friend of yours to spend some days at his farmhouse in Manali during the summer vacation. Respond to his
invitation.