Example Letter

School of Business

Bahnhofstr 6

5210 Windisch

Mme Chantal Kouoh

P.O. Box 195

5132 Neuenhof

01 February 2024

Confirmation  of agreement to speak at the University  of Applied Sciences and Arts, Brugg Windisch  on 23 February  2024

Dear Chantal

Thank you very much for agreeing to give a talk at our school on 24 February at 4 p.m.

As we discussed yesterday, we would be very interested to hear what you can say on the topic

Intercultural Communication with African Business Partners.

We have arranged for our students to be released from their afternoon studies on this day and at this time and therefore, as mentioned yesterday, we have a time slot of about 1-hour maximum.

We, therefore, arranged the talk to be of about 30 minutes followed by a Q. and A. session of about 15-20 minutes.

Our budget for such talks is as agreed yesterday plus travel expenses.

We thank you again for accepting our invitation and very much look forward to your talk.

Wishing you a most relaxing winter break.

Kindest regards

Mary Jo

Mary Jo Kluser M. Ed

Lecturer of Communication

School of Business

Invitation Letters

How to write a warm and friendly invitation letter:

The tone of an invitation should be always positive, in anticipation of a pleasurable occasion. Picture your guests smiling when they read your letter of invitation. Clever phrasing, poetry or a themed approach may be appropriate for an informal occasion, but you should express the details clearly.

Extend the invitation, naming the event and including the date, time, and place. If the event has a special purpose, such as honouring someone or celebrating an anniversary, state this.

Indicate if a gift is not expected if the event is a retirement, an anniversary, or a reception. If a gift is welcome, it is usually best to say nothing, except in the case of bridal or baby showers.

Indicate the appropriate dress, if there is any reason for the question.

Express anticipation.

Ask for a response by a specific date.

Try to send your invitation letter two weeks or more in advance.

Be sure your invitation letter includes:

The name of the person sponsoring the event (who is the host/hostess?)

Exactly who is invited (can someone bring a guest, spouse, child?)

What type of social event is being held

The date, address, and time of the event

Directions or a simple map if the location may be difficult to find

What type of dress is appropriate or preferred

The phone number and deadline to reply; precede these facts with “RSVP” (French abbreviation for “please reply”).

How to write a letter to accept an invitation to a social event:

As you begin your letter, express your appreciation for the invitation and thank the reader for inviting you.

Tell the person that you accept the invitation.

Include any other pertinent information, if necessary (for example, if you must arrive late or leave early and want to mention that fact).

Ask any questions you might have, or if desired, confirm details about the date, time, location, travel arrangements, or accommodations pertaining to the social event.

Let the reader know that you look forward to the event. Give your assurance that the event will be a success.

If you must decline to accept an offer, invitation, or gift, you should:

Be gracious, whatever the reason is that you must decline.

Thank the person for the invitation, offer, gift, suggestion, etc.

State clearly that you are unable to accept.

Briefly state the reason that you are unable to accept if desired.

In closing, restate your appreciation for the person’s consideration

How to write a letter to extend an invitation to a social event:

Generally begin your letter with a warm, personal greeting.

Identify the event.

Indicate the purpose of the event.

Indicate the date, time, and location of the event and any other important information (such as a theme for the event, if there is one).

Include whether those attending should wear casual or formal attire, or any other special dress (such as costumes, uniforms, etc.).

If special guests will be attending, you may want to include this information in your letter.

If there is a cost for attending the event, include the amount.

If refreshments or a meal will be served at the event, include this information in the letter, as well. Also, if the event is a potluck or similar occasion, indicate the food or other item the person should bring.

If the host/guest of honour would prefer not to receive gifts, briefly mention this fact in your letter. Or if a particular type of gift is desired (as is the case for some bridal showers, for example), indicate the type of gift in your letter.

Include a request for readers to respond to the invitation by a specific date (RSVP), if desired.

Close by expressing your expectation that the event will be a success and your hope that the person to whom you are writing will be able to attend.

How to write a letter to accept an invitation to a social event:

As you begin your letter, express your appreciation for the invitation and thank the reader for inviting you.

Tell the person that you accept the invitation.

Include any other pertinent information, if necessary (for example, if you must arrive late or leave early and want to mention that fact).

Ask any questions you might have, or if desired, confirm details about the date, time, location, travel arrangements, or accommodations pertaining to the social event.

Let the reader know that you look forward to the event. Give your assurance that the event will be a success.

Examples:

Invitation

Dear Mr Okada

I have the pleasure of enclosing an invitation to our annual award ceremony which will take place on 14 December.

As one of our distinguished ex-students, we wondered if you would be willing to distribute the awards and give a short address

beforehand on a subject of your choice.

We would also like to invite you to a formal dinner after the ceremony. This will be held in the Principal’s Lodgings,

at 6.30 for 7.00 p.m.

We would be delighted if you are able to accept our invitation. I look forward to hearing from you.

Yours sincerely

David Hoppe

David Hoppe
Principal

Enc

Accepting an invitation

Dear Mr Hope

Mr Okada has asked me to write saying he is honoured to accept your invitation to distribute the prizes

and speak at your annual award ceremony on 14 December. He also has much pleasure in accepting you:
kind invitation to the formal dinner afterwards.

He has fond memories of the college and welcomes the chance to visit it again.

He suggests speaking on the topic ‘Changing technology in the next decade’. He would appreciate it if you could

let him know whether this would be an acceptable theme.

Yours sincerely

Yako Ito

Yuko Ito

PA to Mr Okada

Declining an invitation

Dear Ms Lee

Mr van Ek would like to thank you very much for your kind invitation to attend the reception being held next month at your

embassy.

Unfortunately, he will be in the United States at that time. However, he sends his apologies and hopes to be able to

attend on another occasion,

Yours sincerely

Els Spruit

EIs Spruit
PA to Mr van Ek

 Sample Invitations:

4..1 – Example one

Each year Doe Corporation holds a summer retreat for all division managers to reevaluate their programs and plan for fall sales events. This year we are focusing on time management. We know of your expertise in this area and hope that you will accept our invitation to present a half-day workshop for our managers during the morning of July 15. We know you have a heavy schedule, but perhaps our early invitation will fit into your calendar.

We will meet in the main conference room of the Doe Hotel in Springfield. You will be our only presenter. We invite you to answer questions that afternoon, but we understand if that is not possible. Our managers are eager to learn from you.

We can offer you an honorarium of $1,000 plus reimbursement of travel expenses. I think you will find your visit to Springfield and the retreat a stimulating experience.

It would be very helpful in formalizing our plans if we could receive your response by January 1. We sincerely hope you will be able to join us on July 15.

4.1 – Example two

Every year the Doe Modern Arts Association holds an awards night to honour accomplished artists in our state. For this year’s program, we will feature new and progressive artistic groups like yours.

In a matter of one year, your vocal group has become well-known for its unique style and fantastic range. We will be honoured if you will help us celebrate this year’s accomplishments in modern art by performing two selections for us on the evening of October 2.

If you can accept our invitation, we will be happy to pay for your travel and lodging. We must make final plans by August 15, so we will appreciate your early reply.

4.2 – Example one  reply to the invitation- accept

I am pleased to accept your invitation to speak to the Finlandia Foundation in Springfield. I am honoured that you would think of me.

You mentioned two possible topics, the Winter War of 1939 and the Civil War of 1917. I think a discussion of the Winter War would be most appropriate since two recent movies have depicted that period of Finnish history in contradictory ways.

My wife and I will drive to Springfield on December 4 to visit with colleagues at the university before the Foundation’s meeting at 7:00 p.m. on December 5. We will be at Doe Hall by 6:30 that evening. Other than a microphone, I will only need an overhead projector to show some data. However, it would be helpful to know how informed the audience will be on the topic, and whether there will be many Finns with family experiences from that time.

Thank you for your offer of hotel accommodation, but we have family members in Springfield who we haven’t seen for some time. They have offered to put us up for a few days. Again, thank you for the invitation to speak. I look forward to meeting with the Foundation.

4.3 – Example two accept

I am happy to accept your invitation to speak at your conference on Tuesday, May 16 at 10.00 p.m. at the Doe Center in Springfield.

For my presentation, I will need a television, a VCR, an overhead projector, a chalkboard, and a podium with a microphone. Also, I hope you can send me some information on my audience’s general educational background and professional experience, so I can put together the appropriate technical material.

I am presently making travel arrangements and tentatively plan to arrive on Monday, May 15. You can expect my call sometime next week to confirm my travel itinerary and to make arrangements for reimbursement. I look forward to the conference.

4.4 – Example one decline

My sincere thanks for the thoughtful invitation to speak at your banquet next month. I am sorry that my travel plans will take me away during that week, so I won’t be able to be part of the program; otherwise, I would be pleased to accept your invitation.

If you do not have another person in mind, you might consider inviting John Doe, who recently returned from an assignment in China. I think you would find his insights very interesting. In any case, I wish you a very successful evening. Thank you for thinking of me

4.5 – Example two decline

Thank you for the invitation to perform at your university’s April 18 commencement exercises. Unfortunately, I am unable to accept because I have already committed to performing for another organization on the same day. However, my good friend, John Doe, is an accomplished classical pianist and may be willing to play. You can reach him by telephone at 555-5555 or by mail at the following address:

John Doe

648 Maple Lane

Centerville, Kansas 12346

Please accept my best wishes for the future of your school and its graduates.