This document provides guidance on writing invitation emails for business purposes. It discusses the common layout which includes a three-part structure of head, body and conclusion. The head contains who, what, when. The body provides introduction/background and purpose. The conclusion expresses the expected action/response. Examples are given for inviting someone to an event, accepting an invitation, and declining an invitation in a polite manner by thanking for the invitation and giving a reason.

1. Business
Writing
Invitation

2. Objectives
This tutorial helps learners …
•
write an invitation mail
•
accept/decline an invitation

3. Common Layout
Three-part plan
•
Head
Who(m), What, When
•
Body
previous contact/ introduction/
background
purpose
Core
wh-questions
Conclusion
•
Introduction
expected action/response
End
Complimentary closing
Signature block

4. Inviting
Ref/Rea Previous contact / introduction /
background
Invitation to an event
Core
When?
Where?
With whom?
Res
Request a confirmation

5. Examples:
Dear Mr Levanto
I hope you are enjoying your stay in Singapore. I would like to
invite you to dinner on the evening of Wednesday, April 9,
after our meeting at the Taipei head office. Do you like
Chinese food? There is an excellent restaurant near the office.
Please let me know if this is convenient.
I look forward to hearing from you.
Best wishes

6. Examples:
Hi Shirley
I hope you remember meeting me in Jakarta earlier this year
when you conducted a 2-day workshop for Marshalls
employees.
I was interested to see from your e-newsletter that you will be
in Jakarta next month conducting some more workshops. My
company will be celebrating its 10th anniversary by holding a
dinner at the Aryaduta Hotel on Wednesday 29 August.
It would be great if you could join us at our special celebration.
Please let me know as soon as possible so that I can add your
name to our VIP list.
Best wishes

7. Examples:
Hi Shirley
I am pleased to accept your invitation to speak to the Finlandia
Foundation in Springfield. I am honored that you would think of me.
You mentioned two possible topics, the Winter War of 1939 or 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 the 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 accommodations, 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.

8. Accepting an Invitation
Ref/Rea
the invitation
Core
•
•
Res
Repeat details: time, place, etc.
Confirm your acceptance

9. Examples:
Hi Sally
Of course I remember meeting you. I really enjoyed my
workshop at Marshalls and hope you have seen your
photographs in the Photo Gallery on my website.
Thank you so much for your kind invitation to join you at your
company’s 10th anniversary dinner on Wednesday 29 August.
I should normally be flying into Jakarta that evening for some
public workshops later that week. However I am going to
change my travel plans and fly in one day earlier so that I can
accept your invitation.
I will certainly look forward to seeing you and your colleagues
again.
Best wishes

10. Declining an Invitation
Ref/Rea the invitation
Core
Thank for the invitation
•
Say sorry for not accepting the
invitation
•
Res
•
Give general reason

11. Examples:
Hi Sally
Of course I remember meeting you. I really enjoyed my
workshop at Marshalls and hope you have seen your
photographs in the Photo Gallery on my website.
Thank you so much for your kind invitation to join you at your
company’s 10th anniversary dinner on Wednesday 29 August.
However, I shall only be in Jakarta from Sunday 26th for one
night. I have to fly back to Singapore straight after my one-day
workshop on the 27th due to commitments in Singapore later
that week.
I am so sorry that I cannot join you on what will be a wonderful
evening. Please pass on my apologies to all my friends at
Marshalls.
I hope to see you again when I am back in Jakarta.

12. Examples:
Hi Beth
Thank you very much for your thoughtful invitation to attend
Jane's graduation party. Unfortunately, John will be in Detroit
on that day, and I am in charge of a community fund drive that
requires my attention that night. Otherwise, we would surely
be there. I'm sure it will be a great occasion.
Please convey our regrets to Jane and extend our warm
congratulations to her on this achievement. I'm sure you are
justly proud.

13. Examples:
Hi Beth
I appreciate your gracious invitation to your son's graduation
party. Unfortunately, I already have an engagement that
afternoon and will be unable to attend. Please let John know
how proud I am of him for his achievement.
May you enjoy a wonderful celebration.

14. Examples:
Hi Beth
It is an honor to be asked to sing at your grandfather's funeral
on Saturday. He was a wonderful man. I regret not being able
to express my appreciation for him through music, but I have
another commitment in Springfield on that day.
Please know that I would love to sing if I could. Please accept
my regrets.

15. Examples:
Hi Beth
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.

16. Business
Writing
Invitation