Invitations and replies

An invitation is a written or spoken request for inviting guests for attending some
occasion or event like weddings, birthdays, inaugurations, annual functions, sports
events etc.

Invitations are basically of two types: 1) Formal and 2) Informal

Formal invitations may further be divided into i) Printed cards and ii) Formal letter of
invitation.

1. FORMAL INVITATION – two types

▪ i)PRINTED CARDS – These written requests are generally designed
and printed on invitation cards. and are for bulk invitations to
relatives, neighbours, colleagues, guardians on social occasions. The
name of invitee is not written on the card
▪ ii)FORMAL LETTER OF INVITATION – e.g. To chief guest, judge for
competition,
2. INFORMAL LETTER OF INVITATION – for inviting few people like friends and
relatives for small informal gatherings on private occasions. (e.g. small birthday
party or celebration). Informal invitations are written in the format of informal
letter.
(Word limit – 50 words)

VALUE POINT FOR INVITATION :

Format – 1mark

Content – 1mark

Expression – 1 mark

Total – 3 marks

FORMAL INVITATION
TIPS FOR WRITING FORMAL INVITATION
1. Must be enclosed in a box
2. It is a single sentence presentation
3. In line commas are allowed
4. End line punctuations are skipped
5. Answer the five W’s
▪ WHO – is the host?
▪ WHAT – is the occasion?
▪ WHOM – for whom is the occasion?
▪ WHEN – is the date, time?
▪ WHERE – is it being held?
6. Be brief and stick to the word limit (50 words)
7. Write the invitation in 3rd person
8. It has to be polite and courteous
9. Month to be written in words (1st January,20XX)
10. Write in simple present tense
11. No signatures are required
12. Name of VIP is included in VIP invitations
13. Name of invitee not written in invitation but on the envelope
Format of formal invitation

▪ NAME OF THE HOST ISSUING THE INVITATION

▪ Standard expression for invitation
(…. Cordially invite(s) , request the pleasure of your company, solicit your
benign/gracious presence)

▪ Purpose of occasion (reason for invitation)

▪ Name of honouree (people for whom the event is organized like marriage/
birthday)
▪ Day, Date and time of the event
▪ Venue of the event (complete address)
▪ In case of VIP, name of chief guest /VIP
▪ R.S.V.P (Respondez S’il Vous Plait –i.e. respond if it pleases you)
▪ Telephone or mobile number of the host
▪ Address of the host
▪ Special note if any. (e.g. Keep phone on silent mode / Please be seated by …)

EXAMPLES OF STANDARD EXPRESSIONS

cordially request the pleasure of your company

solicit the your gracious presence

request your benign presence

invite you to join

cordially invite you to

request the pleasure of your company

seek the pleasure of your company/ presence

cordially request the honour of your presence

FORMAT OF FORMAL INVITATION /
PRINTED CARD
Each of the following is written in a separate line

1) Name of host /hosts

2) Formal phrase of invitation/ standard expression
3) Purpose / Reason of invitation (wedding, birthday, inauguration, annual function)
4) Name of honouree (birthday person, groom, bride)
5) Day / date /time of function or event
6) Venue with complete address
7) Complimentary close
8) RSVP (Respond if it pleases you)
9) Address of host
10) Contact number
FORMAL INVITATION

PRINTED CARD
Printed card invitations are written in simple present tense. (no punctuations)

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(Date of issuing invitations are not written)

Q. You are a student of Delhi Public School, Asansol. Design an invitation for its
30th Foundation Day. The Chief Justice, Asansol High Court is invited as the Chief Guest.
Formal invitation

Q2. You are a member of organizing committee of Sacred Heart Convent, Chandigarh.
The school is organizing its annual function and the Education Minister of the state is
going to be the Chief Guest. Design an invitation card to be sent to the invitees.
Q3. Mr. and Mrs. Sharma are organizing the 1st birthday celebration of their daughter
Ananya. Design an invitation card for them in not more than 50 words.

RESPONDING TO INVITATIONS
WRITING REPLIES – FORMAL AND
INFORMAL
You have to write down reply to whatever is written in the question.

FORMAL REPLY
Formal replies are formal in tone and treatment. It must be brief, to the point, pleasant,
polite and courteous.

TIPS FOR WRITING FORMAL REPLY

1. Write in brief
2. Acknowledge the invitation express gratefulness
3. Write thanks in third person
4. Mention acceptance or regret (specify reason for not attending)
5. Use polite and formal language
6. Give ‘Best wishes’ in case of decline
7. Stick to word limit 50 words if word limit is not given
Q 1. Mr Devkumar Singh had received an invitation from Mr. Vivek Sharma for his
daughter’s birthday celebration. Write a reply of his behalf.

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Answer:- Accepting
Mr. Devkumar Singh thanks Mr. Vivek Sharma for the kind invitation for his daughter’s birthday
celebration. He is delighted to accept the invitation and confirms his presence.
Answer: – Declining
Mr. Devkumar Singh thanks Mr. Vivek Sharma for the kind invitation for his daughter’s birthday
celebration, but regrets his inability to accept the same due to a prior engagement. However, he
extends blessings for the little girl.

INFORMAL REPLY
Informal replies should be informal in tone and may include personal feelings in
intimate style.
TIPS FOR WRITING INFORMAL REPLY
1. Write in brief
2. Acknowledge the invitation express gratefulness
3. Write thanks in first person
4. Use second person to address the sender
5. Mention acceptance or regret (specify reason for not attending)
6. Use friendly and informal language
7. Give ‘Best wishes’ in case of decline
8. Stick to word limit 50 words if word limit is not given.
Example
Q. You are Vivek. Your friend Hardik has invited you to celebrate Christmas party at his
home. Draft a reply declining/ accepting his invitation.
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INFORMAL REPLIES – DECLINING

10. Park Avenue

Kolkata -4

20th December, 20XX

Dear Hardik

I am happy to receive your invitation for the Christmas Party on 25th December. 20XX at
7:00 pm at your home. I regret to inform you that I would not be to join the celebrations
due to some prior engagements. Merry Christmas and best wishes for you and your
family.
Yours affectionately

Vivek

INFORMAL REPLY- ACCEPTING

10. Park Avenue

Kolkata -4

20th December, 20XX

Dear Hardik

I am happy to receive your invitation for the Christmas Party on 25th December. 20XX at
7:00 pm. I am glad to inform you that I would be delighted to join the party at the
specified time. Looking forward towards an enjoyable evening with old friends.
Yours affectionately

Vivek

Q1. You are Sujaya Hajra of A.G Church School, Raipur. You have been invited by the
Principal of St. Vincent School, Raipur to act as one of the judges at a debate Contest to
be held on 10th February, 20XX. But you are unable to accept this invitation due to a
previous engagement. Write a formal reply to the Principal expressing your inability to
accept the invitation.
Refusal
A.G. Church School

Raipur

5th February, 20XX

The Principal
St. Vincent School

Raipur

Sub : Reply to invitation

Madam

I really feel a great honour on being invited to act one of the judges at a debate contest
to be held on 10th February, 20XX in your school. I regret to inform that I am unable to
accept this invitation due to my previous engagement. I send my good wishes for the
success of the Contest.
Yours truly

Sujaya Hajra

Q2 . You are Sujaya Hajra of A.G Church School, Raipur. You have been invited by the
Principal of St. Vincent School, Raipur to act as one of the judges at a debate Contest to
be held on 10th February, 20XX. Write an formal reply to the Principal accepting the
invitation.
Ad v ertisem ents
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Acceptance
A.G. Church School

Raipur

5th February, 20XX

The Principal

St. Vincent School

Raipur

Sub : Reply to invitation

Madam

I really feel a great honour on being invited to act one of the judges at the debate contest
to be held on 10th February, 20XX in your school. I confirm my presence at the
programme and look forward to the event.
Yours truly

Sujaya Hajra
FORMAL LETTER OF INVITATION
FORMAT – FORMAL INVITATION LETTER
Sender’s Address

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Date (of writing the invitation)

Receiver’s address

Subject

Salutation

Body of letter

Complimentary close

Name

_____________________________________________________________

EXAMPLE OF FORMAL LETTER OF INVITATION

Q. St. Patrick’s School , Asansol organizing an Inter–School Debate Competition at the
city level. Write a letter to Mr. Sukumar Sen HOD English, Burdwan University, inviting
him to be the judge for this competition. You are Samar/ Samita, Secretary of Literary
Club of your school.

St. Patrick’s School

Asansol

18th December, 20XX

Mr. Sukumar Sen

Head of English Department

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Burdwan University

Subject: Invitation to judge the debate competition.

Sir
The Literary Club of our School is organizing ‘City Level Inter-School Debate
Competition’ on 5th January, 20XX from 11 am in our school auditorium. The topic of the
debate is “Technology does more harm than good”.
We extend a cordial invitation to you to be the judge for this competition and motivate
the participants with your guidance.

We look forward to your kind consent. Please reply at your earliest convenience.

Yours sincerely

Samita

Secretary, Literary Club

REPLY TO INVITATION
Q.3. Write a reply on behalf of Mr. Sukumar Sen.

Ans. ACCEPTING
Department of English

Burdwan University

20th December, 20XX

Secretary

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Literary Club

St. Patricks School, Asansol

Subject: Reply to invitation

Madam

I am glad to have received your invitation to judge the City Level Inter-House Debate
Competition. It will be my pleasure to be a part of this prestigious event, where I’ll get
an opportunity to interact with the young minds. I confirm my presence for the event.
Looking forward to the eventful day.

Yours sincerely

Sukumar Sen

Ans. DECLINING
Department of English

Burdwan University

20th December, 20XX

Secretary

Literary Club

St. Patricks School, Asansol

Subject: Reply to invitation

Madam

I am glad to have received your invitation to judge the City Level Inter-House Debate
Competition. I express my thanks for this invitation, but regret my inability to attend the
event due to some prior engagement.

I convey my best wishes for the success of the programme.

Yours sincerely

Sukumar Sen

INFORMAL LETTER OF INVITATION

Format of INFORMAL INVITATION LETTER
Sender’s Address

Date (of writing the invitation)

Salutation

Body of letter- Name of Event

Complimentary close

Subscription

Writer’s name,

Contact no.
Tone of informal invitation is friendly and informal, you may change tenses if required.

Q. Rohit has got success in NEET 20XX. He wants to celebrate his admission to Shivaji
Medical College, Nagpur, by throwing a party for his friends. Write an informal
invitation, giving details of date, time and venue. Do not exceed 50 words.

Answer.

House no. – 70

Krishnavihar Colony

Raigarh

20th January, 20XX

Dear Friend

You will be glad to learn that I have secured 124th Rank in NEET 20XX and have got
admission in Shivaji Medical College, Nagpur. I want to share my happiness and
celebrate this success with my old friends on 28th January. 20XX from 7:00 pm at Hotel
Sunrise, Station Road, Raigarh.
Please join the celebration and be a part of my happiness.

Yours

Rohit

REPLY TO INFORMAL INVITATION

Q. You are Sambhav. Write an informal reply to Rohits’s invitation.

ACCEPTING
4/D Shivajinagar

Raigarh

22nd January. 20XX

Dear Rohit

I am delighted to know of your success in NEET and congratulate you for achieving such
an excellent rank. It would be my pleasure to join you in your celebrations. Looking
forward to seeing you, and our old friends soon.

Yours
Sambhav

DECLINING
4/D Shivajinagar

Raigarh

22nd January. 20XX

Dear Rohit

I am delighted to know of your success in NEET and congratulate you for achieving such
an excellent rank. I regret to inform you that I would not be able to join you in your
celebration due to some prior engagement. Wishing you all the best for your future.

Yours

Sambhav

QUESTION BANK

Q1. Your school is hosting CBSE inter-school Basketball Championship for the East Zone.
Send an invitation to Mrs. Deepika Kumari , National Level Archer , to be the Chief Guest
for its closing ceremony.

Q2. You are Arjun / Anshuma. St. Vincient School, Rupar . You have been invited to
participate in an inter-school painting competition organized by the Cultural Club of
your city. As the General Secretary of the Painting Club of your school, respond to the
invitation.