How to Write an Invitation

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Your invitation sets the tone for your party"take time to think about what you want it to communicate.

Steps:

1. Decide on the tone, voice and level of formality you"re going to use, based on the event itself. This will dictate whether you handwrite the cards or have them printed, and whether you choose a preprinted or personalized invitation.

2. Consider making a theme invitation"using such items as travel postcards, photographs and envelopes studded with confetti"for a casual, festive occasion.

3. Choose what type of card you want and order or buy a few more than you think you"ll need. This will permit you to add some guests to your list at the last minute, if necessary. For small parties, you may want to handwrite the invitations on stationery or blank cards. For large gatherings, consider ordering invitations.

4. Determine the wording based on the level of formality. For example, a formal invitation might say, "Dr. and Mrs. Stanley request the pleasure of your company," whereas a more casual note might say, "Please join us."

5. Include the names of the host and/or hostess, as well as the place, time, date and purpose of the party, even if it"s a simple get-together. Make sure to add RSVP information.

6. Include a respond-by date in a formal invitation so you can get an accurate head count in time to adjust the amount of food, number of place settings and room size. For a wedding, charity function or other formal event, consider including a response card and a stamped, self-addressed envelope inside the big envelope.

7. Mail invitations three weeks before most events, four weeks before a formal affair. For events held during the December holidays, send invitations around Thanksgiving.

Tips:

Use precisely the kind of RSVP method that best serves the occasion: a response card for a head count, a telephone number for expediency, or an e-mail address if you know that the invitees have computers.

Large dinner parties, debuts, receptions and weddings call for written invitations.

Count out those who don"t respond, but be prepared in case a few nonresponders show up.

Printing invitations costs much more but is worthwhile if you are planning a formal or large event.

For less formal occasions, consider using social planning Web sites, such as www.evite.com, to send electronic invitations.

Example Letter of Invitation

August 1, 2004

John Smith

Visa Services

123 Any Road

City, Country

Mr. Smith,

The American Evaluation Association (AEA) is pleased to invite Dr. Angela Doe to attend our Annual Conference to be held November 1-7, 2004 in Atlanta, Georgia, United States of America. AEA"s conference offers a forum for the professional exchange of knowledge and skills related to evaluation. Over 1500 people are expected to be in attendance from over 50 countries. They will have the opportunity to learn from 600+ speakers via presentations including workshops, panels, and paper sessions.

The contributions of international attendees such as Dr. Doe enrich the program through enhancing the diversity of perspectives and content represented. AEA members value the opportunity to learn from and with our international colleagues.

If you have any questions or concerns, or if I may be of assistance in any way, please do not hesitate to contact me.

Susan Kistler

Manager, American Evaluation Association