Invitation & Replies- Formal & Informal with format, tips & samples Card & letter format Replies Formal & Informal Acceptance and decline with sample

1. INVITATION
&
REPLIESWRITING
Raksha Soni
PGT English
KV No.1 Ajmer

2. GENERAL INFORMATION
• Definition
• A verbal or written request to
an individual or a group of
people to come or go
somewhere or to do
something. Invitations or
invites are the sweetest kinds
of letters. We write invitations
on a number of occasions –
formal and informal.
Need for an invitation
• Man a social being.
• Sharing joys and sorrows-an
integral part of culture.
• A way of interaction and
communication.
• For inviting people staying far
off.

3. General Features
• A single sentence presentation.
• Written in third person.(Formal)
• Put in a box.
 It should answer to the 5Ws:
o WHAT- The occasion
o WHEN- Date and time
o WHERE- Venue
o WHO- Name of the host
o WHOM- Name of the person being invited

4. INVITATION
FORMAL
CARD FORMAT LETTER FORMAT
INFORMAL
LETTER

5. REPLIES
FORMAL
ACCEPTANCE DECLINE
INFORMAL
ACCEPTANCE DECLINE

6. Typesof invitationfor different Occasions
Invitation
Formal Informal
Meaning
• Formal- Occasions which
require a formal dress code,
with an array of fixed events.
• E.g. Weddings, Annual Day
Celebrations, Inauguration of
shop, house etc.
• Informal- occasions which
are more relaxed and with no
fixed sequence of events.
• E.g. Informal birthdays, get
together etc.

7. Types of Invitations
Formal
Card Format Letter Format

8. OCCASIONSFORWRITINGFORMALINVITATIONS
Inviting a dignitary to preside over a function.(Letter)
Inviting a celebrity to inaugurate your new showroom.
(Letter)
Inviting people to attend marriage. (Card)
Inviting people/ masses to witness function. (Card)
Inviting public on inauguration. (Card)

9. Characteristics of Formal Invitation
Written to VIPs, masses, etc.
a single sentence presentation
Should be written in third person (they,
their, he, she, his, her)
Simple present tense is used.
polite and courteous tone.

10. Continued…
Formal Invitation are generally sent on occasions such as grand weddings,
anniversaries and mass functions involving a big crowd of invitees.
Formal Invitations are sent to individuals for a less grand function such as
a formal wedding anniversary, formal alumni meeting, etc. In this kind of
invitation, we write, “Mr. Arvind Malhotra cordially seeks the pleasure of
Mr. and Mrs. Singh, on the auspicious occasion of….”
Write as if it is written by a third person. It is not, “I and my wife invite
you to our son’s wedding” but, “Mrs and Mr Malhotra cordially solicit the
presence of Mrs and Mr….”
Do not use I, we, and you and their other forms.
Follow the letter format with from address and date but no need to write
salutation such as, dear, sir, etc.
Begin with the host’s name, such as, “Mr. Peter is glad to invite Mr.
Alexander…”
For invitations inviting dignitaries as judges or chief guests, it is just a
single paragraph.
No I, We, You. Only Third Persons
Write inside a box.

11. Format of Printed card form
• Name of the host
• Request line (E.g., request the pleasure of your company,
solicit your gracious presence)
• Purpose of the invitation.
• Day, date and time of the event.
• Name of the honouree (if any) & designation.
• Name of the place, location with complete address. Route
map enclosed for outsiders.
• RSVP- Répondez s'il vous plait ("Please respond" )
• Telephone or mobile number or address of the host
• Any other relevant details

12. School Functions
The Principal, staff and students of
Don Bosco Public School
cordially invite your presence on the occasion of the
Golden Jubilee Celebrations
of the school
on December 21, 2020, Monday, from 05.00 pm to 09.00 pm at
King’s Stadium, Pune
Mr. Piyush Goyal
(Hon’ble Minister for Railways)
will be our proud Guest of Honour for the day.
Kindly be seated before 4.50. This invitation admits only three people.
A detailed route map is overleaf.
RSVP
Charles Frost
Asst. Principal
077-22-13-5654
Name of the Host
Request line
Occasion / Purpose
Date, Time
& Venue
Name of the Honouree
Designation
General Instructions / Route Map

14. Wedding Invitation
Mrs and Mr Jain
cordially solicit your benign presence
on the auspicious occasion of the Wedding of their son
ROHIT JAIN
with
SUJATHA JAIN
(D/o Mrs and Mr Lala Jain)
on Tuesday, October 06, 2020,
from 7:30pm onwards
at
Rajouri Park Hotel, Rajouri Garden, Delhi.
RSVP Best Compliments from
011-223344 Friends & Relatives

15. Inauguration

17. Format of Formal Letter
• Sender’s address
• Date
• Receiver’s address
• Salutation
• Subject
• Body (information about occasion, day, date, time & venue)
• Subscription
• Signature
• Name
• Designation

18. Inviting dignitaries
Question Your school, Lord Buddha School, Gaya, is celebrating its
300th Anniversary in the month of December. The program is expected
to last a week. To this, invite Mr. A. K. Antony, Honorable Minister of
Education to precede over the occasion of the closing day programs.
You are Ms. Sukanya, Principal.

19. Lord Buddha School
Gaya – 112233
October 09, 2020
Mr. A.K. Antonty
Minister of Education
New Delhi
Subject: Invitation to precede over the Closing Day of 300th Anniversary
Celebrations
The Principal of Lord Buddha School, Gaya, cordially invites
Mr A. K. Antony, Honourable Minister of Education to the Closing Day
celebrations of the school’s 300th Anniversary on December 26, 2020 at
King’s Stadium, Gaya. The programme will commence from 6:30pm. The
entire school hopes that the honourable Minister would definitely keep a
part of his very precious time for this noble cause and appreciates an early
reply from his office.
Yours sincerely
Ms. Sukanya
Principal.

20. INFORMAL INVITATIONS
Informal invitations are drafted for the following occasions:
On the occasion of a birthday
On the occasion of your parents’ wedding anniversary
On the occasion of your sister’s engagement/ring
ceremony/wedding
On the occasion of a party that you throw to welcome
your old friends home

21. Format
• Sender’s address,
• Date,
• Salutation of your choice with Name of the receiver.
• Body (information about occasion, day, date, time & venue)
• Subscription
• Name
• Write the content loosely but be precise. Invitation is shorter
than a letter. (a simple note / message)
• Make the invitee feel the warmth of the invitation so use
words from the core of heart.
• You can even draw a route map.

22. Informal Invitation
12/C, Palace Road
New York – 11
March 12, 2020
Dear Frank,
Emily and I are throwing a party on the occasion our parents’
39th wedding anniversary that falls on this Saturday, the 25th of
this month at our residence at 6 pm. It will be a pleasure if you
would join us with family for the celebrations. Hope to see you
soon.
Yours sincerely
Peter

23. WRITINGREPLIES/RESPONDINGTOINVITATIONS
Main characteristics:
(a) Formal Replies
Acknowledge the invitation in third
person.
Express thanks in third person to the
sender.
Mention acceptance/regret.
Specify the reason for refusal.
Be brief and specific
Be formal in tone and treatment.
Do not exceed the word limit (usually
50 words).
(b) Informal Replies
Acknowledge the invitation in first
person.
Use second person for the sender of
invitation.
Mention acceptance/regret.
Specify the reason in case of refusal.
Be brief and specific
Use warm and simple language.
Do not exceed the word limit (usually
50 words).

24. (i) FORMALREPLIES(ACCEPTING)
Question 1: Draft a formal reply accepting an invitation to be present on the occasion of the
wedding of Ankush S/o Mr & Mrs Shankar of 24, Green Park Road, Kanpur. You are Vikram Gaur of
Raja Ki Mandi, Agra.
Formal AcceptanceMay 05, 20XX
Mrs and Mr Vikram Gaur thank Mrs and Mr. Shankar for inviting
them on the occasion of the wedding of their son Ankush at
24, Green Park Road, Kanpur on May 25, 20XX and assure them
that they will be present on the occasion to wish the newly
weds a very happy married life. Mrs and Mr Gaur will reach
Kanpur by the Agra Mail which leaves Agra at 8.00 a.m.
Regards
Vikram Gaur

25. DECLINING
Question: Write a formal reply expressing your inability to attend the
birthday celebrations of your friend Suresh Pradhan of 1235,
Vivekananda Marg, Belur. You are Somesh Basu.
Formal Decline
March 16, 20XX
Mrs and Mr. Somesh Basu wish to thank Mrs & Mr Suresh Pradhan
for extending an invitation to the birthday celebrations of their son
Akshay at their residence 1235, Vivekananda Marg, Belur on
March 20, 20XX and wish the young boy many happy returns of the
day but regret their inability to be present personally on account of
some previous engagements.
Regards
Somesh Basu

26. (ii)INFORMALREPLIES(ACCEPTING)
Question: You have been invited to an evening bash at the
Nirula’s by Vibhu, your close friend, to celebrate his selection in
NDA. Respond to the invitation. You are Nitin of 56, Gautama
Enclave, New Delhi-56. .
Informal Acceptance
56, Gautama Enclave
New Delhi-110056
May 10, 20XX
Dear Vibhu
Thank you very much for your pleasant invitation. I’ll join the
evening bash at Nirula’s on May 16 at 6 p.m.
With best wishes.
Yours lovingly
Raman

27. DECLINING
Question: You are Prem Shankar Jha, eminent economist. You have received an
invitation from the Lion’s Club to speak on the salient features of the latest
budget. Regret your inability due to previous commitments in an informal
reply.
Informal Decline
27 Ashoka Road
New Delhi
October 03, 20XX
The Secretary
Lion’s Club
Agra
Dear Sir
Thanks for sending me an invitation to speak on the salient features of the
latest union budget on October 09,2020 at 7pm at Lion’s Club, Delhi. I regret
my inability to join you on the date suggested by you due to heavy and
unavoidable prior commitments.
Yours faithfully
Prem Shankar

28. Thank You
Raksha Soni
PGT English
KV No.1 Ajmer