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Guidelines : Extended Invitation to Special Company Event

Extending Invitations to Special Company Events

Guidelines and Alternate Phrases

• Show your enthusiasm about the event. Avoid a “business-as-usual” tone.
• Extend the invitation, including date, time, and place.
• We would like to invite you to….
• Please be our guest….
• We are eagerly awaiting your answer–would you be able to join us at…?
• You are cordially invited to….
• May we count on you to join us…?
• You are the center of our attention. As such, we want you to show up next….
• Include all the necessary details: the appropriate attire, any fee, an expected gift, and so forth.
• Please feel free to come casually dressed.
• This black-tie event will include….
• Regular business attire will be the order of the day.
• The complimentary meal will be provided by….
• A small admission charge of $35 will cover the price of dinner, two drinks, and games for the children.
• Mention the purpose of the event: a farewell, an award, an appreciation dinner, opportunities for networking among customers, or such.
• Our purpose in gathering is to allow you the opportunity to meet with other subcontractors who may want to share their experience and mutual leads.
• This dinner will give us a chance to express our appreciation to Joe Barnes as he leaves Tulsa.
• This resort holiday allows us to express to you, our client, how much we appreciate your business month after month.
• State whether another representative (associate, spouse, or another guest) is invited to attend if the reader cannot be present.
• Please feel free to send a colleague if you yourself can’t attend.
• We are limiting this event to one guest from each department.
• If you cannot attend, please ask a colleague who you think can share your views on the subject.
• We hope all CEOs from the invited organizations can attend personally because we feel that other designated representatives would not have the insights we hope to garner at this event.
• Ask for a response to a designated person by a certain date; if no response is necessary, say so.
• Please call Linda Laughton by May 9 to reserve your table.
• Please let Madge Mayfield know by May 9 if you plan to attend.
• We must have your answer by May 9 to make all the necessary arrangements.
• An RSVP to Dana Letterman at ext. 2895 would be appreciated, but is not required.

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[tab name=’Example 1′]

Example 1: Extended special event invitation letter

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Mr. Fitzmeyer:

We are having a reunion, and we want you to come! We’ll all gather on Friday, April 5, at the Dunnway Center at 11:30 a.m. to hear Dr. Clarence Carver, past president of the Center, as featured speaker.

Then we invite you to stay for an informal barbeque lunch and network with fellow staffers and alumni who share the same vision and purpose. Just as this center has been important in molding your past, the reunion and fundraiser can now guide and shape today’s students for their successful career and the world’s future.

The $25 ticket price buys a delicious lunch, two hours’ worth of story-swapping, and endless possibilities for new friends. Quite a bargain to our way of thinking.

We look forward to seeing you. Please complete the enclosed response form and return it to us by May 31.

Cordially,
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[tab name=’Example 2′]

Example 2: Extended special event invitation letter

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Mr. Waterhouse:

We are pleased to invite you and a guest to join us, along with other customers, for an unforgettable dinner cruise on June 6 at the national convention in San Francisco.

Imagine this: Our limousine driver will call for you at 5:30 p.m. at your hotel lobby. After being chauffeured from your hotel to the marina, you will board the 120-foot yacht, Princess Daisy, and sail away on our sunset dinner cruise while enjoying your favorite drink and listening to a live band, the Barrett Beach Boys. You will feast until your heart’s content at our buffet of smoked salmon and then dance or just relax as you watch the sun slip past the horizon. When we dock at 10:30 p.m., you will be chauffeured back to your hotel.

We hope you’ll be able to join us for this special evening so we can express to you our appreciation for the confidence you’ve shown in us by buying our products and services this year. Would you please phone coordinator Lila Tubesctco at 806-389-0091 to let us know if you can sail with us?

Sincerely,

P.S. Dress is casual.
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