How to Write a Formal Invitation

Sample Wedding Invitations

Writing a Formal Invitation

1. Place the organization or host's logo or graphic at the top of the invitation.
2. The host's full name should be used on the invitation, without honorifics (Dr./Mr./Mrs.) unless there is an official title.

   • Full names should be used for all hosts when events are hosted by 2 or more people. List the host's title on a line below his or her name, and list the senior host's name first. An exception to this rule applies when a president and his or her spouse are hosting the event, where the title "President" precedes the host's name. No title line is required in this case.
3. Extend the invitation. You can choose formal wording, such as "request your presence" or less formal verbiage, such as "cordially invites you to attend."
4. Provide information about the event. For instance, "a breakfast," "an award ceremony," or "reception."
5. State the purpose of the event. For example, "in honor of..."
6. Provide the date of the event. Depending on how formal you want the invitation to be, you can either write the date out completely, as in "Thursday, the eleventh day of May" or keep it short such as, "Thursday, May 11." Writing it out is the more formal way to write the invitation.
7. Write the time of the event in full. Include words such as, "in the morning" or "in the evening" if the event purpose does not already make this clear. For example, if an event is taking place at 8:00 p.m., you would write, "At eight o'clock in the evening." If the event is a breakfast or a dinner, the additional words, "in the morning" or "in the evening" would not be required.
8. Provide the location of the event and its street address.
9. Provide special instructions, if any. For example, if you are including directions to the event location, state, "directions enclosed."
10. Include your RSVP information. RSVP comes from the French phrase "Respondez, s'il vous plait" which in English means, "Please Respond." This is intended for parties and events where you must know exactly who is coming so arrangements can be made for seating, food, and other accommodations. If you are including a response card, replace the name and telephone number with "Response card enclosed." Include the cutoff date for the reply on the card, which is either at a date you set or typically 2 weeks prior to the event. Include a self-addressed stamped envelope with the reply card in the invitation to make it easier for the guests to mail it back to you. The response card may also ask for information such as the meal or seating preference. The response card should be printed in the same style as the invitation. If electronic response is accepted, then the guests should not be required to mail back the response cards.

    • For invitations that do not include response cards, list the name and telephone number of the person who will be in charge of the responses. Do not include a final reply-by date.