[tab name=’Guidelines’]

Guidelines : Extended Invitation to Event

Extending Invitations to Events

Guidelines and Alternate Phrases

• Extend the invitation, giving the date, time, and place and mentioning other attendees.
• We hope you can join E. Patrick Smith and a number of Austin’s business leaders for a networking breakfast at 7:00 a.m., June 6. We want to exchange views on the new economic turns in the oil-and-gas industry.
• We want to extend a most cordial invitation to you and your spouse to meet with our board of directors on November 15, at 9:00 a.m., at the Anatole.
• Will you join us and your other area insurance agents for an informal cocktail hour and dinner on July 7?
• Will you please be my guest for lunch at noon on Monday, May 5, at the Frazier Club at 12556 Madison Avenue? I’ve also invited….
• We are reserving a seat for you at our upcoming dinner, May 15, 7:00 p.m., at the Radison Square.
• We are pleased to invite you to join us….
• May we take this opportunity to invite you to….
• We ask you be our guest on May 5 for a luncheon honoring….
• Tell why the event is taking place: to introduce some person, product, or service; to honor someone on a specific occasion; to celebrate a special anniversary date; to provide network opportunities.
• The principal purpose of this reception is to introduce the services we now offer.
• It will be an informal cocktail buffet honoring our city officials and a special group of supporters of the Houston Symphony.
• This informal get-together will give you an opportunity to hear Bob Maxwell’s comments on the legislative climate for issues such as the domestic program, the federal budget, and welfare reform. These are all matters he is eminently qualified to discuss and in which he will be very active in his congressional activities.
• Please be assured there is no fund-raising hidden in the agenda for this meeting. The purpose is simply to express appreciation to the business leaders who have supported us this year.
• Mention whether a gift is expected at anniversaries, retirement dinners, or farewell galas.
• State the appropriate dress if that isn’t apparent by the rest of the invitation.
• Please note this is a black-tie event.
• Please dress comfortably; our speaker will be asking us to participate in stress-reducing exercises that may require moving around a bit.
• This is a very informal get-together. No gifts are expected.
• State whether you want to extend the invitation to a colleague or spouse if the reader is unable to attend.
• Because we hope you will personally attend, we ask you not send a representative.
• We are hoping you yourself can attend, but if you are unable to do so, feel free to send another associate whom you think will be able to bring back ideas to your company.
• Spouses or guests are cordially invited.
• If you are unable to accept, an alternate officer will be most welcome.
• Mention any fee for the event.
• If you can accept, the $20 fee is due by August 4.
• Of course, there is no charge for this event.
• Parking in the Skybird Plaza across the street will be complimentary for the evening.
• We welcome you to be our guest for the evening.
• Ask for a response by a certain date.
• We look forward to hearing from you by May 5 if you can attend.
• We are eager to add your name to our guest list. Will you let us know by May 5 if you can attend?
• Please let us hear from you by May 5. We hope you can attend.
• Be as formal or informal as your relationship to the reader dictates.

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[tab name=’Example 1′]

Example 1: Sample letter for invitation for event

Memorandum

TO: Vincent

FROM:

DATE:

SUBJECT: Lunch Invitation

Would you be free for lunch on Tuesday, August 14? I’ll be touring your building that day and would like for you to be my guest at Regi’s Palazzio. Since reservations are sometimes a problem there, please let me know by this Friday if you can make it.

If the date is convenient for you, I plan to ask Jim Andrews to join us also. I’d really like for us to seriously consider “pitching” our reorganizational ideas to the right “powers that be.”

Looking forward to hearing from you.
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[tab name=’Example 2′]

Example 2: Letter for invitation for event

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Mr. Tunnel:

You are cordially invited to attend a small meeting and luncheon on April 2 to meet His Excellency Ambassador Michael Wo from Taiwan. The Ambassador’s first visit to the country is being cosponsored by the international division of the Pullman Club and by Mitchell Associates.

The Ambassador has asked me to arrange a luncheon at which he could meet you and a dozen other leading Miami business people. In addition to meeting the business leaders and seeing the city firsthand, the Ambassador’s purpose is to explain the economic situation in Taiwan and to discuss possible areas of foreign investment.

We are confident the Ambassador will leave Miami favorably impressed. As Taiwan is becoming increasingly important to our community, I hope you will be present or will be represented by another senior member of your organization.

We’ll appreciate your reply by March 2. Because I will be out of town for most of the next month, please direct any questions you may have to Vice President Howard Hunt (123-4567). We would also be happy to relay any suggestions you may have for the Ambassador to include in his discussions.

Sincerely,
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[tab name=’Example 3′]

Example 3: Invitation letters

Memorandum

TO:

FROM:

DATE:

SUBJECT: Invitation to July BDS Program

You are invited to attend our July 8, 19–, BDS luncheon and program entitled “Tour Security” to be presented aboard the tour ship Manhattan.

You must make reservations by calling Sharon Rynn at extension 236 by Thursday, July 3. Those who have reservations but do not cancel by 4:00 p.m. July 3 will be billed for the luncheon. Reservations will be limited, so please call early.

Lunch ($7 per person, payable at the meeting) will begin at 11:30 a.m., followed by a brief discussion of chapter business and then a tour of the ship with presentations from three members of the security staff. The tour and presentations should be concluded by 2:00 p.m.; however, those of you who are interested may remain for the short question-and-answer period.

A map/information sheet is attached for your convenience in finding the tour ship’s location. We look forward to seeing you at this unique and informative July program.
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[tab name=’Example 4′]

Example 4: Event invitaion letters

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Fellow Club Member:

Three senior editors from Herald Business Journal will serve on a panel at a special luncheon, November 12, at noon in the Georgia Room of the Westin Oaks. We’d like you to join us.

These editors will be giving their views on the post-election economy, the business outlook, the fate of wage-price controls, and tax reform.

The price of the luncheon for members is $16; guests, $20. I’ll look forward to seeing you there.

Sincerely,
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[tab name=’Example 5′]

Example 5: Company invitation letters

Memorandum

TO:

FROM:

DATE:

SUBJECT: Service-Awards Dinner Invitation

On Thursday, June 6, there will be a service-awards dinner at the Ryan Country Club, 21234 Laneview Drive. One of your staff, Barbara Novak, will be honored this year on her 10th anniversary with the company.

Please let me know if you can be present to make the award to Ms. Novak. We’ll need your reservation, and those of others in your department who would like to attend, by Tuesday, June 4.
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[tab name=’Example 6′]

Example 6: Event letter

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Jack:

In March, Harold Wilson will be retiring from the bank. Would you believe at his own retirement dinner, February 22, we are asking him to give us his views on the new directions in banking?

Sylvia and I have reserved a table for the occasion and will be very pleased if you and Marge can join us and our other guests that evening. We’ll meet in the building lobby at 6:00 p.m. for cocktails before we go next door to attend the dinner at Shephard’s.

If you can be with us, please write or phone by February 3. We’re looking forward to visiting with you again.

Sincerely,
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