Formal and Informal Invitation
Invitations
Invitations and their Replies
An invitation is a short composition; not exceeding 50 words. Extending invitations to relatives, friends, clients and members of the public on such occasions as engagements, marriages, births, deaths, public functions is an essential part of social etiquette.
Invitations are of two types – Formal and Informal.
FORMAL INVITATION
While formal invitations do mark the occasions mentioned above, many people send informal invitations too to make them more personal, cordial and intimate as is appropriate to their relationship. It is not uncommon to send a personal handwritten invitation along with a printed and formal one to some very important people in the family and business relationship.
Answering an invitation is a quintessential part of the etiquette although this practice is less prevalent in India where once an invitation is extended, it is considered as accepted and the hosts at best depend on conjectures as to how many guests will arrive. A reply to an invitation is essential for two reasons. One, you appreciate the host’s kindness in inviting you. Two, by letting the host know whether you will be attending the function or not will help her/him make arrangements accordingly.
Like the invitations themselves, the replies to invitation can also be formal or informal.
REPLIES
A reply to an invitation is as much formal as the invitation itself. A formal invitation needs a formal reply and an informal invitation requires an informal reply. The layout is the same as in a formal invitation. The lines can be in the centre setting or written in ordinary paragraph style. A formal reply is not signed but an informal one is always signed. Do confirm the details of date and time of the function while accepting the invitation. Should you have to decline an invitation, give a reason as far as possible.
A formal invitation to an official function should be accepted with honour rather than ‘with pleasure.’
If you are replying to an informal letter, use a short personal letter or card. If you have to decline the invitation, add a little charm to the reply by including greetings like ‘Best Wishes’.
Important points to be kept on mind while replying to invitations:
Formal Reply (Refusal and Acceptance)
A formal reply is like a formal invitation.
It is written in the third person.
The format will be the same as given in the invitations.
No specific reasons are given for refusal. Only expressions like prior commitment, etc. are used.
In an acceptance reply, expressions like ‘will be delighted to attend it’ are used.
Informal Reply (Refusal and Acceptance)
These are written in the same format as the informal invitation.
These are written in the first person.
A specific reason for refusal can be given.
SAMPLE FORMAL REPLIES
FORMAL INVITATION
SAMPLE INFORMAL REPLIES
INFORMAL INVITATION
EXERCISE QUESTION
| 1. You have received an invitation from Mr.&Mrs.Harbhajan Singh to attend the wedding of their daughter JaspalKaur. As Sameer, write an informal reply accepting the invitation. You will have to invent the necessary details. |
| 2. You have received an invitation from the Young Scientists’ Forum of G.G. Public School, Bokaro to act as one of the judges for an inter-school debate. But you have a previous engagement and cannotaccept this invitation. Write to the Secretary of the forum regretting your inability. You are AnkitKhosla/ShikhaKhosla. (Word Limit: 50 Words) |
| 3. You are Arjun / Aparna. Your school has been invited to participate in an Inter-School Onthe-Spot Painting Competition organized by the Lions’ Club of your district. As General Secretary of the Painting Club of your school respond to the invitation. (50 words) |
| 4. You are Ranjita / Rankoushal. You have been invited by the Youth Club of your locality to act as one of the judges for an inter-school group song competition organized by the club. But unfortunately, you cannot accept this invitation due to your previous engagement. Write to the Secretary of the club regretting your inability to accept the invitation. |
| 5. You are Sanjay/Sakshi. You have been invited to participate in a seminar on ‘Fundamental Rights of Children’, organized by the Lions’ Club of your district. Respond to the invitation by writing a letter to the Secretary of the club. |
| 6. You are invited by the unit of the Boogie Woogie, a talent hunt organisation, to make a selection of the local teams for participation in the Zonal competition and performance at the national level. But you are not in a position to do so because you have met with an accident. Write a letter to the convener regretting your inability to honour the request explaining to him your position. You are Naman / NamitaKodesia. |
| 7. You have received an invitation to attend the prize giving ceremony on the occasion of the Regional Social Sciences Exhibition. Write a letter to the Secretary of National Science Congress informing him about your inability to attend. Give reasons. |
| 8. You are Varun / Vinni. You have been invited to attend the wedding ceremony of your friend’s sister during summer vacation. Respond to the invitation accepting the invitation. |
| 9. Your neighbour has invited you to his brother’s birthday party. Write a formal reply accepting the invitation. Invent name, date, time, place etc. |
