An invitation is a crucial part of organizing an event or hosting guests, as it helps set the tone for the evening and determines the number of attendees. Asking for RSVPs ensures you know who will attend, allowing for better seating arrangements, food selection, and service. Learn how to write an official invitation while following specific formats and guidelines to keep both you and your guests well-informed about the event.

Writing an Official Invitation

Step 1. At the top of the invitation, include the organization, host's logo, or graphic emblem.

Step 1

Step 2. The full name of the host should be used in the invitation without honorifics (Doctor/Mr./Mrs.) unless it is an official title.

Step 2

  • Full names should be used for all hosts if there are two or more hosts overseeing the event. List the title of the host below their name. The name of the senior host should come first. An exception occurs when the President and their spouse are hosting, where the title "President" precedes the host's name, and the title line is unnecessary.

Step 3. Compose the invitation.

Step 3

Compose the invitation. You may choose formal wording like "I have the honor to invite" or less formal phrases such as "cordially invites you to attend."

Step 4. Specify the nature of the event.

Step 4

Specify the nature of the event, such as "breakfast," "awards ceremony," or "reception."

Step 5. State the purpose of the gathering.

Step 5

State the purpose of the gathering, for example, "in honor of..."

Step 6. Include the date of the event.

Step 6

Include the date of the event. Depending on how formal the invitation is, you can write out the date fully, such as "Thursday, the eleventh of May," or briefly, such as "Thursday, May 11." Writing out the date fully is a more formal approach for invitations.

Step 7. Write out the time of the event in full.

Step 7

Write out the time of the event in full. Include words like "morning" or "evening" if the event's purpose does not clarify this. For example, if the event starts at 8 PM, write "at eight o'clock in the evening." If the event is essentially a breakfast or lunch, then the additional words "in the morning" or "in the evening" are unnecessary.

Step 8. Include the location of the event and the street address.

Step 8

Step 9. Include directions if needed.

Step 9

Include directions if necessary. For example, if you are including directions to the event location, mention "attached directions."

Step 10. Include a request for an RSVP.

Step 10

Include a request for an RSVP. This request comes from the French language "Respondez, s'il vous plaît," which translates to "Please respond." It is meant for parties and events where you need to know who will definitely attend, so you can allocate seating, choose food, and other services. If you include a reply card, replace the name and phone number with "Reply card enclosed." Specify the deadline for responses on the card. This can be a date you set personally, typically two weeks before the event. Enclose a stamped envelope with the reply card for easy mailing back to you. Additionally, on the reply card, you may inquire about the guest's personal food preferences.

  • If no reply card is attached to the invitation, provide the name and phone number of the person responsible for responses. Do not specify a final date for replies.