The document provides guidance on writing effective invitations and letters of announcement. It discusses including key details like the host, date, time, location, purpose and RSVP information for invitations. For letters of announcement, it recommends stating the announcement clearly and concisely while highlighting relevant details such as promotions, events, or accomplishments. The document also provides examples of different invitation and announcement letter styles and outlines dos and don'ts for writing formal and informal correspondence.

1. Polytechnic University of the Philippines
College of Tourism, Hospitality, and Transportation Management
M.H. Del Pilar, Hasmin, Sta. Mesa, Manila
Prepared by:
SANTIANA, Lizandrea E.
SEGUBIENSE, Eunice Joy C.
Course/Year & Section:
BSTM 2-2N
Professor Xavier Aquino Velasco

2. Letter of Invitation
• Whatever the occasion is, an
invitation must be persuasive.
• It forms your guest’s first impression
about the event, and it makes the
recipient look forward to coming.
• An invitation is a statement
about you and the type of
event you are hosting.

3. What an Invitation includes:
• Host(s) name, host company and/or
company logo, if appropriate.
• Inviting phrases:
-Request/s the pleasure of your company
-Cordially invite/s you to –
-Would like to have you join us
-Please celebrate with us –
-Stop by for wine and cheese

4. Purpose of the event
Why are you hosting this event?
-To introduce, meet, or honour someone
-To celebrate Christmas time or Picnic
time
-To mark a special anniversary
-To signal moving to a new location
-To express appreciation for
customer’s goodwill

5. Date
- The date format depends on the formality of the
event.
• Formal: Friday, the eighth of
September, two thousand and ___
• Less Formal: Friday, September eight, 20_ _
• Informal: Friday, September 8, 20_ _

6. Time
- This follows the date.
• Formal: at eight o’clock
• Less Formal: at 8 o’clock
• Informal: at 8 p.m.

7. Address
- Put the address below the name of the place
or in line with it (the name of the place).
Example: Manila Hotel
Roxas Blvd, Manila
or Manila Hotel, Roxas Blvd., Manila

8. Refreshments
- Mention what meals or
refreshments (if any) you
plan to serve. You may be
serving cocktails, lunch,
dinner, wine and cheese.

9. Dress
- If you do not mention this, the
reader will use his discretion.
• Formal: Black-tie optional
• Pool party: Please bring bathing
suit.

10. Response
- Let the person/company know how to
respond. It may be by phone, email,
or response card (for formal events).
Some hosts ask for REGRETS
ONLY, instead of RSVP
(Repondez sil vous plait,
French for “reply if you please.”):
that is if you are coming,
you should say so.

11. Examples:

12. A. E-mail message announcing an annual holiday
that has a link to the company’s internet
To: Distribution
Cc:
Bcc:
Subject: Holiday party on December 12, 200_

13. B. Printed Formal Invitation

14. C. Holiday Party Invitation

15. D. Invitation Letter Style
A letter of invitation is less formal than a printed invitation. You send one
because you want to make sure people recognize it as an invitation.
SWS University of the Philippines
Sta. Mesa, Manila
December 2, 200_
Atty. Arturo R. Roxas
Department of Justice
Padre Faura, Manila
Dear Art,
Join us for a buffet dinner so we can thank you for your loyalty to our organization. You’ve played an important role in the
success of our Alumni Homecoming last November 28, 200_, and we want to thank you personally. Please dress casually,
and bring a big appetite.
Where: SWS Amado V. Hernandez Hall
Date: December 12, 200_
Time: 8 p.m.
Please call me on or before December 5 to let me know if you’re joining us. We look forward to welcoming you.
Most cordially,
Joy

16. Letter of Announcement
• A letter of announcement is a letter that announces a
special event or occasion that people need to be aware of.
• Letters of announcement are usually informal,
and state in clear, concise terms what the event
is and what further action should be taken by
the recipient.
• It can also be an official or a personal
Announcement Letter.
• It should also be put up on the staff notice board for
everyone to see and learn from.

17. Official Announcement Letter
Can be for the following:
• Promotion
• Company mergers/acquisitions
• Company ratings (if have been publicly announced
in a daily newspaper, etc.,)
• Resignation
• Termination of individual services/contracts
• New hires
• Any bonus announcements
• Important dates (if any)
• Opening of a new business venture

18. Personal Announcement Letter
Can be for the following:
• Marriage
• Birth
• Sharing of promotion
• Moving into one’s own house

19. If it is an announcement for promoting an
individual in the organization:
• It should give the announcement detail, such as ANNOUNCEMENT
FOR PROMOTION OF MR./MS. ___________ (name of the individual)
TO _______ (designation to which promoted).
• But it should highlight the name of the person being promoted as well as
the designation s/he is being taken to.
• The letter should also highlight the reason for the promotion, such as
commend the individual for her/his achievement and contribution
towards the growth of the organization, etc.,
• Since one copy goes to the individual for her/his records, one copy
should also be kept signed and received by the individual for her/his
personal file with the HR department. One copy should also be put up on
the staff notice board so that the employees of the organization see the
announcement and derive motivation from it for their achievements.

20. DO’S AND DONT’S OF MAKING
AN ANNOUNCEMENT LETTER:
• An Announcement Letter, if official, should be in two copies. One addressed
to the individual whose promotion or achievement is being announced and
second addressed to the whole office informing them of this announcement
• It should be simply worded
• An Announcement Letter should be short and crisp
• It should highlight the reason for the announcement along with its result
• The official Announcement Letter should always be on the company’s letter
head
• It should only be concerned with the announcement and should not have any
details irrelevant to the announcement
• Grammatical errors and typographical errors should be minutely checked
• Points in the letter that need focus should be bold and highlighted so that the
content of the letter is clear to everyone

22. A. Work on this outline by using complete sentences.
Refer to Example D, invitation letter style.
Occasion
Expression
Addition

23. B. Write a letter of invitation
to someone of your choice
inviting him or her to be the
guest speaker in a seminar
to be sponsored by your
organization. You are the
president of the
organization.

24. C. Complete the following words by answering
the questions.
_A_ E _ _R_A_ 1. Depends on the formality of the
event.
_D_R_ _S 2. Put this below the name of the
place or in line with it.
_EF_E_H_E_ _S 3. Mention what meals (if any)
you plan to serve.
_ _E_S 4. If you do not mention this, the
reader will use his discretion.
_I_E 5. Follows the date.

25. ANSWER KEY:
1. DATE FORMAT
2. ADDRESS
3. REFRESHMENTS
4. DRESS
5. TIME

26. REFERENCES/SOURCES:
• Language at Work: A Guide for
Effective Business Writing
• http://howtowritealetter.net/lette
r-of-announcement.html
• http://www.letters.org/announce
ment-letter/announcement-
letter.html

27. Thank You! 