Writing an invitation

Important tips about writing invitations

• It could be expensive to have invitations printed, but it is worthwhile if you are planning a large event. They tell the potential guest that it is a formal event and helps with the planning by including a call for a response (RSVP).
• You should send written invitations for all formal events: formal dinners, special occasions such as baby showers, weddings and graduation parties.
• Include a map, if some guests are not from the area where the event will take place.
• For less formal occasions, you could consider sending electronic invitations.
• Depending on how formal the occasion is, send invitations 8 to 2 weeks in advance. Weddings need a longer lead time than formal dinners.
• Use the kind of RSVP method that best serves the occasion. These could be a response card, a telephone number for expediency, or an e-mail address if you know that the invitees use e-mail.
• When you tally the number of guests that will be attending, ignore the non-respondents, but be prepared for a few late respondents and for a few non-respondents to show up.
• Give free rein to your imagination when designing your invitations. For example, consider designing on a word processor that has clip art that you can use. Often guests want to keep the invitation as a memento.

Basic components of most invitations

When you plan invitations, these questions will help you plan what should be in an invitation.

What type of occasion is it?
Formal dinner, wedding, baby shower, graduation celebration, picnic, etc.

When will the event take place?
Be specific. Mention the exact time, day and date. It is a good idea to mention the length of the event, from 3 pm to 6 pm. If you write Saturday afternoon, that is confusing and should be more specific. Those of you that will be inviting guests from different time zones, make sure you mention the time zone in your invitation.

How many guests do you want to invite?
The number of guests will depend on a number of factors. It could be limited by the cost, the venue or just what you would like. Do calculations before you plan the invitations of how many guests you want to invite.

Who should be invited to the event?
If you want everyone who might possibly be interested to show up, then say something like "Please forward this invitation to anyone else who might be interested." For some events such as a wedding, children are often excluded. You need to mention that in your invitation to avoid a RSVP being returned with children included. This can affect the catering significantly and ultimately the cost of the event.

Where do you want the event to take place?
Give the address clearly. If some of your guests are from out of town, mention some clear landmarks. Include a clearly drawn map with landmarks. If your guests may use public transport give them guidelines about what train or bus to use.