How to Write a Formal Invitation Email for an Event

In today’s world, Information Technology has become a common means of communication between societies. In this era of email, social media, and texting, putting together an invitation has become an art. No matter what your event is about, whether it is a casual cocktail party or a business conference, an invitation is going to be the first impression your guests will have.

An impressive and interesting invitation creates a sense of excitement and anticipation. It defines and sets the tone for your upcoming event. In a competitive society and business environment, it can act as the deciding factor as to who accepts and who declines. It not only presents your event but your interaction skills.

Your invitation could potentially decide the fate of your business.

Yes…it really is that important.

What does formal mean?

Just like any other word, formal has its own definition, but its various implementations suggest to us a much different meaning. In this age, being formal has become more of a protocol rather than a form of communication in the corporate world.

Writing an effective and attractive email for a formal invitation to an event is far more difficult than people think. For an invitation email to work, it needs to state more than what, when and where the meeting or event is; you also need to convince them and ask them to confirm their attendance at the event through your invitation.

Although the meeting or event may seem important to you, it may not be to the people you’re inviting. So, you’ll need to persuade them somehow. This can be done by making your invitation sound interesting, useful, or necessary for them.

Don’t Worry! We’ve got your back and are here to help.

What can you write in a formal invitation?

There is no need to write a novel. Your invitation should be concise and specific, conveying all the essential details that your guests need to know. Choose an appropriate tone and style for your formal invitation that will attract the reader to your event. The invitation should reveal your great anticipation and that’s only possible taking the positive perspective. Word framing should be done in such a way that it convinces your readers to attend the event.

A formal invitation email should include the invitation purpose such as the details of your event, including the day, date, event time, place, and other essential information. This should be done persuasively, yet with a professional and courteous finesse.

Best subject for formal invitation

Everyone likes to receive an event invite, but not everyone will actually attend. The best way to get a good response is by sending an email with an enticing subject line. First, make sure your subject lines catch the attention of your readers so that they open the email. The subject line is the first and most important piece of information that your potential attendees see and all in a single line. You should be clear and specific when writing the subject line for your event.

The best subject lines for formal invitations should deliver a clear message summarizing your entire email. It should be brief at around 30-40 characters in length.

How can you improve your subject line?

1. Personalize your invitation by putting some influential words that focus the reader’s mindset towards your event. Subject lines that are personally addressed do the best.
2. Address people with personal pronouns if you’re inviting an individual. Addressing a person by “we” or “you/your” in the subject line has been shown to have a better response.
3. Subject lines that feature date, time and place look credible and influence better than those that don’t. It proves to be a very persuasive tactic in invitations.
4. And last, but not least – BE EXCITING!

Your invitation should be enthusiastic enough to make the reader excited about your event and get them interested in attending. It’s certainly interesting to see how a little extra energy in your subject line impacts your overall email behavior.

Another strategy that proves to be very useful and helps to create awareness is to post reminders of your event with subject lines that scream URGENCY.

List of sample invitation emails

Today, increasing numbers of people are switching to emails as their preferred mode of formal written communication. Even printed invitation letters can be scanned and forwarded via email.

Below are some samples of when you would need to write a formal invitation email:

• Business Meeting Invitation
• Conference Invitation
• Christmas Dinner Invitation
• Fundraising Event
• Inviting a dignitary to preside over a function
• Job invitation letter

Writing a body for formal invitation

The basic but most important part of the email is the subject line, which we have already discussed. It decides whether the reader opens the mail or not.

If he/she opens it, you are half way there. Then comes the hard part: “the invitation”.

Just remember some key points while writing your invitation:

1. Try creating an event theme, it helps readers effectively understand the event.
2. Always greet and show your gratitude to the recipient by appropriate salutation.
3. Keep the tone and style of your invitation constant until the end.
4. Try to maintain a level of enthusiasm in the content of your invitation.
5. Include all important information such as date, time, place, and purpose clearly to the reader.
6. Do not make any spelling or name mistakes- always proofread your invitation before broadcasting it.
7. Explain to the person why his/her presence is important for the event.

You can find more information here.

Conclusion

Writing a formal invitation email for an event is not a huge task. It hinges largely on your understanding of the rules of writing. Always try to prove to the reader how fruitful your event is going to be for him/her. Start creating consistent event invitations with GEVME Email Marketing

And there you go…

Good Luck!