How to write an invitation? | Invitation Format Class 12, Sample, Formal and Informal Invitation and reply writing
- What is an Invitation
- Invitation and Reply Writing
- Invitation Format Class 12
- Format of an Informal Invitation
- Formal Replies
- Informal Replies
- Invitation Examples
What is an invitation ?
Invitation – An invitation is a written or verbal request inviting someone to go somewhere or to do something. An invitation is a request, a solicitation, or an attempt to get another person to join you at a specific event. When you ask people to attend a party, visit your beach house, or witness your marriage, you invite them by giving them an invitation.
It can be in the form of an invitation card which is generally considered as a formal invitation or it may be in the letter format which is more informal.
Invitation and Reply Writing
In the class 12 CBSE English paper Invitation and Reply writing, choices will be given to attempt any one question out of the given two Short Answer Questions (4 marks each) based on any of the following –
The breakup of 6 marks for Class 12 English writing skills | Invitation and reply writing as per CBSE guidelines is as follows:
NAME OF THE INSTITUTION AND ADDRESS,
RECEIVER’S NAME AND ADDRESS,
DATE & SALUTATION,
NAME OF EVENT,
WRITER’S NAME WITH DESIGNATION
Format of a formal invitation
The format shall include-
- Name of the host
- Standard expression (E.g., request the pleasure of your company, solicit your gracious presence)
- Purpose of the invitation
- Name of the honouree
- Day, date and time of the event- Dates must be written in letters and you should not use abbreviation.
- Name of the place, location with complete address- Enter the address, the venue of the party or event
- RSVP (Respond if it pleases you)- Include an RSVP – this elegant abbreviation comes from the French phrase “Répondez, s’il vous plait”; which in English means “Please respond”. An RSVP is essential at parties where you need to know exactly who will come, so you can organize things accordingly on the basis of their convenience.
- Telephone or mobile number or address of the host
- Any other relevant details
Name of the host
RSVP (Respond if it pleases you)
Format of an informal invitation
SENDER’s ADDRESS- The sender’s address is usually put on the top right-hand corner of the page.
DATE (In expanded) – The sender’s address is followed by the date just below it, i.e. on the right side of the page. This is the date on which the invitation is being written. It is to be written in expanded form.
SUBJECT- Then we sum up the purpose of writing the invitation in one line. This helps the receiver focus on the subject of the invitation in one glance. It is important to underline the subject.
SALUTATIONS- This is where you greet the person you are addressing the invitation to.
COMPLEMENTARY CLOSURE- Mention the name given in the question paper. Do not mention your personal details.
Features of a Formal invitation are as follows-
- The invitation should be written in third person and not in first or second person.
- Simple present tense is used.
- A polite and courteous tone should be used.
- It is a single sentence presentation.
- No signatures required.
- Dates must be written in letters and you should not use abbreviation. However, date of writing must not be mentioned.
- It ought to explain why the party or event is being held, “to celebrate…” or “to honour…”
- Length as per CBSE guidelines is limited to 50 words.
- It is generally enclosed in a box.
- It should answer to the 5Ws:
- WHAT- The occasion
- WHEN- Date and time
- WHERE- Venue
- WHO- Name of the host
WHOM- Name of the person being invited
Features of an informal invitation are as follows-
- They are written to friends, relatives, and acquaintances.
- They follow the pattern of ordinary personal letters.
- They are written in first/second person.
- The style and tone is relaxed and informal.
- Different tenses are used as per the demand.
- The letter can be elaborate explaining the details of the event.
The features of a reply are as follows –
- A formal reply is usually very short. It is brief and to the point. The quality of a good reply is that it is always pleasant.
- Even while declining the invitation or expressing inability to attend, one must be polite and courteous.
- Formal replies demand a formal tone and treatment. There is no room for unnecessary details or superfluous matter in them.
- An informal reply or private letter may, however, express personal feeling or desires in an intimate style and informal tone.
The main characteristics of a formal reply are as follows:
• Acknowledge the invitation.
• Express thanks in the third person.
• Mention acceptance/regret.
• Specify the reason for the refusal.
• Be brief and specific.
• be formal in tone and treatment.
The main characteristics of an informal reply are as follows:
• Acknowledge the invitation in the first person.
• Use the second person for the sender of invitation.
• Mention acceptance/regret
• Specify the reason in case of refusal.
• Use warm and simple language.
* Do not exceed the word limit (usually 50)
SUGGESTED VALUE POINTS AS PER CBSE GUIDELINES:
Suggested value points
– invite the artiste
– what – school organising one-act play competition
– date, time, venue
– details of the event – classes involved, theme, category (interschool / inter-house)
– request to confirm
– any other relevant details.
Invitation and Reply writing Examples
Below are a few solved questions for you so that you get an idea as to how to attempt class 12 English writing skills – invitation and reply writing question well. Remember, the more you read and practice, the better it is. As per, CBSE guidelines, it should not exceed the prescribed word limit.
1. You are Faiz/Falak Mazumdar living at 39, Udampur Colony, Shimla. You decide to hold a dinner party to congratulate your grandparents on their golden wedding anniversary. Draft a formal invitation in not more than 50 words to all family members to attend a grand dinner at home. 4
|Faiz/ Falak Mazumdar|
request the pleasure of your benign presence
at the grand dinner
on the auspicious occasion of the
GOLDEN WEDDING ANNIVERSARY
39, Udampur Colony, Shimla
At 8:30 pm
18 MARCH, 20XX
Faiz/ Falak Mazumdar
39, Udampur Colony
01 March, 20XX
Dear Uncle/ Aunt/ any other family member
On the auspicious occasion of the Golden Wedding Anniversary of my grandparents, I invite you to the grand dinner at my residence. The dinner is scheduled to be on 18 March at 8:30 pm. Kindly confirm your presence by 15 March.
Faiz/ Falak Mazumdar
2. Write an invitation in not more than 50 words to your friend Rameshwari to spend her winter break with you in Mumbai. You are Puja/Puneet of 25, M.G. Road, Mumbai.
25, M.G. Road
10 December, 20XX
As the winters are approaching, I invite you to spend the winter break with me at my house in Mumbai. At that time, the weather here is pleasant due to sea winds. I will introduce you to my parents and close relatives. Kindly confirm your arrival by mid- December.
3. On 30th November, your school is going to hold its annual sports day. You want Mr. Dhanraj Pillai, a noted hockey player to give away the prizes to the budding sportspersons of the school. Write a formal invitation in about 50 words requesting him to grace the occasion. You are Karuna/ Karan, Sports Secretary, Sunrise Global School, Agra.
Sunrise Global School
01 November, 20XX
Our school is organising its Annual Sports Day on 30th November, 20XX. Your gracious presence will act as a catalyst and inspire us all. You are requested to hand over the prizes to the budding sportspersons of the school in our school ground at 2 pm.
Kindly confirm your availability by 20, November.
Formal and Informal Invitation Question Answers
1. What are the steps in writing a formal invitation?
Invitations are just like writing normal letters except for a few details here and there.
The steps involved in the process of writing invitations are follows:
Step 1. While sending mails write the subject line.
The subject line contains the essence or gist of the invitation.
For example, while writing the invite to the guardians for annual day celebration your subject line should look like – “Invitation for the annual day celebration, 2022”.
Step 2. Add sender’s address.
After adding the letterhead (In case of formal invitation), kindly add the sender’s address.
This is an important step because this is the address where the guests will send in their RSVP’s.
Step 3. Mention the date.
One needs to mention the date for sending invitations.
The dates can be mentioned in following formats – 12/07/2020 or 7th December 2020 or December 7, 2020.
Step 4. Add the Recipient’s Address
Mention the recipient’s address in the next sentence, also write their names.
Step 5. Salutation is important
One should begin letter with a greeting. They can mention – Dear Madam/Sir if the recipient’s name is unknown or if the invitation is being sent in numbers.
Salutation should be ended with a comma or a skip line.
Step 6. Main Body of the Letter
The invitation letter should be started with phrases like…
- We’re pleased to welcome you…
- Our organization will be venerated to welcome you as a guest…
- It would be a pleasure for us if you could come…
- We would be glad if you could come to…
- On behalf of our organization, we would like to welcome you…
An invitation MUST contain the following details:
- Reason for the event
- The date and day on which the event is taking place
- Arrival time
- List of the special programs and events
- Request for a reply (RSVP)
- A map (Optional)
Step 7. Include the closing and signature
Gratitude should be expressed towards the recipient for the consideration of invitation. Mention that you’re looking forward to seeing them at the event. Mention the deadline by which you expect them to confirm their presence, via mail or a phone call. After all of this, write your contact information (email, phone number, etc.). Mention your designation in case of formal invitation letter.
Step 9. Proofread your Letter
Final look or the revision is necessary before sending the invitation. Also, Check grammar and punctuations.
2. What are the different types of invitation in class 12?
The following types of invitation letters can be written:
- For attending an Exhibition
- Sales Invitation Letter
- Attending a Fundraising Event
- Business Event Invitation Letter
- Birthday Party Invitation Letter
- House warming invitation
- Invitation Letter for school function
- Wedding Invitation Letter
- Social Event Invitation Letter
- Baby Shower Invitation Letter
3. How do we write an informal invitation for class 12?
Informal invitations are for personal occasions or celebrations, and they are written in the following manner:
- Always write in first person (I/we).
- Mention the sender’s address.
- Write the date for invitation.
- Salutation should be “Dear + name”.
- Always close it with ‘Yours sincerely’.
- Do not expect any reply in case of informal invitations, though replying is considered polite.
- Use less formal vocabulary.
4. What is the purpose of an invitation?
The main purpose of writing invitation letters is to know about the number of guests coming a few days before the date of the event, and then coordinating accordingly. An invitation letter helps the host to handle the event better, so that they can make arrangements in an efficient manner.
5. Write about the different parts of an invitation?
Talking about invitation, it is divided in various parts, which are as follows:
- Host’s name.
- The invitation card (For instance: Requests the pleasure of your company, cordially invites you to)
- Type of event /name/purpose (e.g., Dinner, reception, lunch etc.)
- Date of the event
- Hour at which the event will take place
- Venue of the event
- Reply instructions (e.g., reply card or phone number)
- Attire instructions in accordance to the event (Example; Formal, informal etc.)
6. How do you write a reply to a formal invitation?
A very professional and polite reply is expected to a formal invitation, the points be remembered are as follows:
- · Acknowledgement of the invitation.
- · Express thanks in third person i.e. we/us.
- · Always mention the acceptance/regret.
- · Always specify the reason for refusal.
- · Always be specific.
- · The tone should be formal.
- · The word limit should not go beyond 50 words per minute.
7. What are the steps to write an informal reply?
Informal invitation requires consideration and politeness, the steps to write an informal reply are:
Step 1 – Acknowledging the invitation (First person)
Step 2 – Second person should be used for the sender of invitation.
Step 3 – Mention acceptance/regret
Step 4 – Specify the reason for refusal
BELOW IS THE LINK TO THE SAMPLE PAPER ALONG WITH IT’S MARKING SCHEME:
ALL THE BEST.
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