How to Write a Business Invitation Template
Writing an invitation to a business function is a different exercise from writing an invitation to social event. A social event is primarily intended to be enjoyable and is understood to be somewhat forgiving in terms of dress, arrival and activity times. A business function requires a much more professional style and tone and is more precise and complete when establishing timelines, dress and function requirements.
Both types of invitations contain many of the same elements. However, an invitation to a business event also serves to establish a perception of the professionalism and expertise of the person who sends the invitation.
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Instructions
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Send the invitation to the invitee with as much notice as possible so there is adequate time to arrange the invitee's schedule. Make certain that the event date does not conflict with social, business or other events that may take place at the same time.
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Start by printing the invitation on ivory vellum paper to make it stand out from the standard printer paper the invitee sees every day. Include the company logo at the top and in the middle of the document.
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Begin by using the name of each invitee in the greeting for each invitation, followed by a colon, as in Dear (Recipient's Name):.
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Keep the invitation short, but use one or two sentences to demonstrate that the invitee is valued by giving the invitation a personal flavor. Make reference to a recent phone conversation or meeting or thank the invitee for his recent guidance or support on a particular issue.
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Include the following information: event date, nature of the event, the purpose, the location with directions, date and time. Define the guests, if any, the invitee may bring to the event. State the dress code for the event, whether formal, business, business casual or casual. Give parking instructions and hotel directions, if applicable.
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Request that the invitee RSVP by a certain date and time and provide a phone number or e-mail address to which the invitee may respond.
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End the invitation with a positive-tone sentence such as "Looking forward to seeing you at the event". Include the full name, title, department, phone number and e-mail address of the person sending the invitation.
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Send an e-mail to the invitee, one week prior to the event, to remind the invitee of the date and time of the event.
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Tips & Warnings
On the invitation, include the names of any notable guests who have been invited.
Distribute parking passes, tickets or other materials in advance of the event.
Proofread the invitation several times and ask someone else to verify it before it is sent out. Retractions or changes confuse the organization of the event and damage the reputation of the sender.
References
- Photo Credit Businesspeople shaking hands, finishing up a meeting image by Oleg Kulakov from Fotolia.com
