I get a lot of people coming to my writing help websites looking for info on how to write “invitation letters” or “letters of invitation”. Although some folks are seeking letters for personal invitation situations, the majority are looking for letters of invitation for various business situations. These apply to such organizations as: private corporations, public institutions such as universities and colleges, as well as non-governmental organizations.
There is no great mystery to writing business invitation letters. In fact, they are among the most straightforward business letters that one can write. Here are a few tips:
1. Keep It Short
Invitation letters should be brief and factual, never exceeding one page.
2. Keep It Simple
Three or four short paragraphs will normally do it. Open with a brief explanation of exactly what the invitation is about, followed by a couple of paragraphs giving only essential background information, and end with a short closing paragraph.
3. Keep It Factual
Make sure you include all of the facts about date, time location, venue, etc., that the respondent will need to make a decision based on your letter. Ask yourself what info you would need to be able to respond if you were the recipient of the letter; include that information.
4. Specify A Deadline
Your closing paragraph should clearly state a deadline by which you need to hear back from the recipient as to whether they will accept your invitation, or not.
5. Make Sure It’s Correct
Carefully check all of the factual details to make sure they are correct. You don’t want the recipient to accept or reject based on a typo in the date or venue. As always, for the sake of credibility do a thorough check on the spelling and grammar of your letter.
Following all of the above points when drafting your business invitation letters will definitely increase your chances of receiving a timely and positive response.
The following link will take you to some additional info on invitation letters, including some real-life sample business invitation letters.
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