Formal Invitations &
Replies
Two Types of
invitation
1.FORMAL
A. Card Type ( invitation to many people)
B. Formal Letter Type ( invitation to a single
person)
2.INFORMAL
• A. Formal Card Type-
1.Desiging a 3.Inability(refu
2.Acceptance
card to invite sal) to accept
of Invitation
(many people) the invitation
• B. Formal Letter Type
1.Writing a formal letter to invite
(one person)
2. Letter of acceptance
3.Inability(refusal) to accept the
invitation
C. Informal Letter Type
invitation
1.Drafting an informal letter to invite
2.Informal letter to accept the
invitation
3.Informal letter to express inability to
accept the invitation(refusal)
Format of Formal Invitations: (Card TYPE)
Names of the host/ hosts
Name of the invitee (in case of a formal letter of invitation)
Formal phrase of invitation, for example:
Request the pleasure 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.
POINTS TO REMEMBER: CARD TYPE
( Meant for many 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.
No date of writing to be mentioned.
There is no signature of the host.
The abbreviation RSVP (French: respondez 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.
Sample 1: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.
SAMPLE 2: 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.
FORMAL REPLIES (Card TYPE)
A formal reply is usually very short.
It is brief and to the point.
Must always be pleasant.
Even while declining the invitation or expressing inability to attend one must be
polite.
Formal replies demand a formal tone and treatment.
There is no room for unnecessary details or superfluous matter.
Points to remember:
Formal Replies
Acknowledge the invitation.
Express thanks in the third person(card-type)
Mention acceptance/regret.
Specify the reason for refusal.
Be brief and specific.
Be formal in tone and treatment.
Do not exceed the word limit (50 words).
Sample 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 Mandi, Agra.
5 May, 20XX
Mr and Mrs Vikram Gaur thank Mr And
Mrs Shankar for inviting them on the
occasion of the wedding of their son
Ankush at 24, Green Park Road, Kanpur
on 15 May, 20XX and assure them that
they will be present at the occasion to
wish the newlyweds a happy married
life.
Sample 2: Write a formal reply expressing your inability to attend the birthday
celebrations of your friend Suresh Pradhan’s son residing at 1235, Vivekananda
Marg, Belur. You are Somesh Basu.
16 March, 20XX
Mr and Mrs Somesh Basu wish to thank Mr
& Mrs Suresh Pradhan for extending an
invitation to the birthday celebrations of
their son Akshay at their residence 1235,
Vivekananda Marg, Belur on 20 March,
20XX and wish the young boy many happy
returns of the day. However, they regret
their inability to be present due to some
prior engagements.
(Reply to a FORMAL LETTER)
You are Anushka/Anuj residing at 25 Aram Bagh Road, Meerut. You have been
invited to participate in a seminar on ‘Fundamental Rights of Children’, organized
by the Lions Club of your district. Respond to the invitation by writing a letter to the
Secretary of the Club.
25, Aram Bagh Road
Meerut
5 May, 20XX
The Secretary
Lions Club, Meerut
Sir / Madam
Subject: Acceptance of Invitation
Thank you for your invitation to a seminar on ‘Fundamental Rights of Children’, to be
held on Friday,15th November 20XX and your concern for under-privileged children. I
shall be elated 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
Anushka
Formal Reply- Letter Type: As the principal of a reputed college, you have been invited to inaugurate their first edition of 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 Kumar.
The Principal
ABC College, New Delhi
March 25th, 20xx
26th May 20XX
The Proprietor
Civil Lines Book Club
Dehradun
Subject: Inability to Accept the Invitation
Sir
I am honoured and express my immense gratitude to the Civil Lines Book Club for inviting me to inaugurate their first Book Exhibition. However, I regret my inability to attend the function as I have to attend a meeting with the governing body of our college on the
same day. I hope your exhibition is a great success..
Yours sincerely
Tanvi Kumar
Principal
THANK YOU
