15+ Sample Formal Invitation Letters

Invitation letters can be both formal and informal but in this article, we will just talk about the formal invitation letters. A formal invitation letter is written for some official or business purposes, requiring the presence of an individual or a group of individuals at a particular event. Formal invitation letters are most commonly referred to as Official invitation letters.

There are two major types of formal invitation letters, the first being the Business Invitation Letters and the second being Event Invitation Letters. Whenever anything related to business is required to be discussed or someone is to be invited officially to an event, formal invitation letters are written to them.

Business Invitation Letters

Business Invitation Letters are usually written when:

• any important matter related to the business is required to be discussed with the concerned stakeholders.
• any expert opinion or the expertise of a person, in a particular area or field, is required.
• the presence of any official or executive of the business is required at a particular event.

Some common types of Business Invitation Letters are mentioned below for you.

Invitation Letter for Business Meeting

This letter is considered as the official request by the sender to the recipient, to attend the business meeting. The sender of the letter must mention the official name of the recipient, the date the letter is written, and then state the subject of the letter. In the main body of the letter, the sender must mention the details of the matter that is required to be discussed in the meeting.

[Name of the recipient],

[Address],

[Date],

Subject: Letter of Invitation for a Business Meeting

Dear Sir/ Madam,

We are happy to invite you to attend the business meeting of our company [mention company name]. We want to discuss with you about our upcoming projects [projects details] and also about the improvements that we can make to provide more benefits to our clients.

As your invaluable opinion and guidance have always played an important part in the overall growth of our company, therefore, we request you to join us in this business meeting and help us more with your expertise. The meeting will be conducted at [mention the venue], on [mention date] from [mention time]. If somehow, you are unable to attend this meeting, please do let us inform.

I have attached the booklet of our company with this invitation for your preparation before the meeting.

We look forward to your precious presence.

With thanks,

Regards,

Name of the sender],

[Designation],

Sender Name

Sender Address

Date:

To,

[Mention the name] [Mention the address]

Subject: Invitation Letter for Negotiation

Dear Sir/Madam

I am [sender’s name] and I work as the [sender’s designation] for the company named, [company name]. I am writing this letter as an answer to your letter, written as on [the date]. On behalf of [company name], I would like to inform you that our company is ready for the negotiations, that you mentioned in your letter. So I would like to invite you for a meeting so that we can negotiate on some important matters before finalizing the deal. It will be good for you as well as our company, that we should be on the same page before doing business with each other.

It will be very kind of you if you can schedule a date for the meeting. Our office is open for all the weekdays and you can visit us according to your convenience. Waiting for your response.

Yours Sincerely,

[Name of the sender]

Invitation Letter for Business Collaboration

Companies often tend to collaborate with other businesses such as, meeting new targets and achieving new goals or simply for the expansion of business operations. Most of the time, such collaborations prove to be healthy as it generates a lot of innovative ideas and accelerates business operations. So, in order to collaborate with other businesses, you will have to write an official Invitation Letter for Business Collaboration. You can check out the given below sample of this letter.

To,

[Name of the recipient],

[Recipient’s Designation] [Name of recipient’s organization] [Address of Organization],

[Date],

Subject: Letter of Invitation for a Business Collaboration

It’s my pleasure to write this invitation letter to you for the purpose of collaboration of our companies. As per our previous conversation, we are sending the planning and requirements as well as the target of our company [name of the Company]. All the related documents are being attached with this letter for your further knowledge.

We can guarantee you about the great performances and the dedication of our employees for their work. We will be willing to provide you with as much help and services as possible. We are eagerly waiting to get your precious ideas and suggestions to enrich the future of our company.

You will not be disappointed by collaborating with our company.

Looking forward to your positive response.

With thanks,

Regards,

[Sender Name],

[Sender Designation]

Invitation Letter for Site Inspection

In many businesses, some operations require prior approval and inspection as per laws and regulations. Site Inspection or any other kind of inspection or survey is also a part of the process. Unless such an inspection is not performed, organizations can not begin their business activities. So, in that case, an invitation letter for site inspection is usually written. Such a letter is usually written to some technical expert such as a land inspection officer or evaluation officer etc, requesting him/her to perform an inspection. This letter must be to the point, requesting the recipient to perform his duty as soon as possible.

Sender’s Name

Sender’s Address

Date:

To,

[Mention the name] [Mention the address]

Subject: Invitation Letter for Inspection

Dear sir/madam

As a [designation details] of [mention the company name], I am writing this letter on behalf of my company so as to invite you to perform the planned inspection. The company is waiting for your arrival so that we can continue our operations once the inspection is performed. I would like to mention that we are expecting your visit by the coming month.

It will be very kind of you if you let us know your schedule. We are waiting for your response. We will be honored if you accept our invitation as soon as possible. Thanking you in anticipation.

Yours Sincerely

[Name of the sender] [Designation of the sender]

Invitation Letter to Join Advisory Board

In bigger companies, the Board of Directors forms an independent informal board known as Advisory Board. The main purpose of such a board is to assist the organization with almost anything like, from marketing to managing resources to keep a watch on the Board of Directors of the company. Advisory Board consists of highly competent and accomplished experts. So, whenever someone is to be invited to join an advisory board of a company, he/she must be invited formally and officially via an Invitation letter. In such a letter, the sender must state the offer clearly and also describe briefly, about the company and the purpose of its formation.

Date:

To,

[Receiver Name] [Receiver Address]

Subject: Invitation Letter to Join Advisory Board

Dear Sir/Madam:

I am honored to write this letter to you as on behalf of [name of “Company”], I am offering you to join the Advisory Board of [name of “Company”], such service on the Advisory Board commencing as of [mention Date] and terminating no later than [mention Date]. Membership on the Company’s Advisory Board is completely terminable “at-will”. As a result, both you and the Company have all the rights to terminate the relationship at any time, for any reason, or for no reason.

Our company [name of “Company”] is one of the leading companies in [mention the field e.g, IT] sector. Established on [mention the Date of Foundation of Company], our company provides the best quality experience to our customers. With more than [number of employees], we are looking forward to expanding our operations globally in the coming few years. Our core principle of business is providing quality service.

In accepting this offer, you are representing to us that:

• you will be unawareof any conflict which would restrict your service on the Advisory Board and

• you will not provide the Company with any documents, records, or other confidential information belonging to other parties.

This letter sets forth the entire compensation you will receive for your service on the Advisory Board. This offer is also contingent upon your execution of the attached Non-Disclosure Agreement attached hereto as Exhibit A. Nothing in this letter or the Non-Disclosure Agreement should be construed as an offer of employment or a seat on the Company’s Board of Directors.

If you agree to the terms and conditions of this offer and are willing to accept this offer to serve on our company’s advisory board, make sure to sign the letter in the space given below. Thank you for your precious time.

Yours Sincerely,

[Sender Name & Designation] [Sender Address]

Accepted and agreed:

Signature

Date:

Invitation Letter to Shareholders for AGM

As per corporate laws and regulations, companies are required to hold an Annual General Meeting, also called a shareholders’ meeting, once a calendar year. So to make sure their presence, the Chairman of the Board of Directors writes an official invitation letter to shareholders for Annual General Meeting.

Dear Shareholder,

On behalf of [Company Name] Board of Directors, it’s my pleasure to invite you to the 40^th Annual General Meeting of the company. This AGM will be held as on [Enter Time, Day and Date], at [Venue].

At this AGM we will present the shareholders with the annual financial statements of the company, its operations and strategies. All objections raised by the shareholders will also be discussed and any resolutions shall also be proposed and passed in that meeting. Moreover, every other business that needs to be discussed at this meeting is explained in the notice of the meeting.

If somehow, you could not attend the meeting, please make sure to appoint someone as your proxy, so as to attend the meeting on your behalf. The proxy form is also attached to the notice of the meeting along with the procedure of appointing a proxy.

Moreover, the AGM will be webcast live from the company’s website [website link]. Looking forward to seeing you at the AGM.

Thanks a lot!

[Name of the Sender] [Signature of the Sender] [Designation]

Basic Guidelines for writing a Formal Invitation Letter

Writing a Formal Invitation Letter is something that should be done professionally and in a proper manner. Following are some basic guidelines for writing such a letter:

• Use a consistent style while writing a formal invitation letter.
• Keep it short and to the point. Avoid repititions.
• Make everything clear in the letter. It should explain what, when, who, where and why etc,.
• As an invitation letter is a formal letter, using fancy colors and fonts is not a best practice.
• Avoid the use of abbreviations.
• Make sure to send any such invitation letter at a reasonable time.
• Make sure to include an RSVP reminder in the letter.

Event Invitation Letters

Event Invitation Letters are the type of formal invitation letters where the sender requests the presence of a particular person, at some particular event. For example, parents are requested to attend a cultural event organized by a school or someone special is requested as a chief guest to the grand opening of a restaurant.

In any such situation, the person or persons, whose presence is required, are officially requested by writing such a letter. Some types of event invitation letters are mentioned below.

Invitation Letter for Product Launch Event

As the name suggests, such a letter is written whenever a company or an organization launches a new product and requires the presence of someone to make the event more special. Now it could be an individual whose presence is required or it could be public at large for example, a clothing brand invites the public to their new product launch event.

To,

[Recipient Name],

[Recipient Address],

[Date]

Sub: Invitation Letter for Product Launch

Dear (Sir/Madam),

I am [Name of the Sender],[Designation of the Sender] at [Company Name]. It gives me a great pleasure writing this letter to inform you that we would like to invite you to the launch of our dream project, our new product (mention the name of the product). Our company is one of the reputed companies in the business of [mention the Business].

Our new product is the result of repetitive experiments and the tiring efforts of our efficient employees and supporters. We can surely claim that our product will help our customers and clients to achieve their desired results successfully and with ease.

So, to celebrate this happy event we have arranged this product launching program at our company auditorium. The date of this event will be (mention the date of the event). We hope that your precious presence will make this event even more special for us.

Eagerly waiting for your supportive gesture.

Thanking you,

Regards,

[Sender Name],

[Sender Designation],

[Company name].

Invitation Letter for Graduation Summary

When you graduate, it’s obviously a great and memorable occasion. So, you definitely want to share this moment of joy with your loved ones, who have always loved and supported you. So, in order to do so, you can officially invite your friends, family or teachers, to attend that event, by writing an invitation letter for the graduation ceremony. As it’s a special event, so you must have to write it in a proper manner. The letter mentioned below can surely help you.

[Name of the recipient],

[Address],

[Date],

Subject: Invitation Letter for Graduation Ceremony

Dear Sir/ Madam/ Friend/ Mom/ Dad,

I hope that you will be doing great. It’s my pleasure to inform you that my graduation ceremony is to be held on [mention Day & Date] from [mention Time] at [mention venue]. It will be my honor if you could manage to spare some time and attend this ceremony to make the event even more special and memorable for me.

Without your support and love, I think I could not be able to see that day in my life. So, that’s why I want to celebrate this big day of mine with you. Do let me know if you can easily manage to attend this event, as I will be anxiously waiting for your response.

With thanks,

Regards,

[Sender Name],

[Sender Contact]

Invitation Letter for Farewell Party

Farewell is the best thing to thank people with whom you spent some good time like, at school, college or at work. Usually, the farewell parties are organized by school or college students for their seniors. To make this occasion more special, farewell parties are often organized. People are invited to such parties by writing invitation letters, requesting their presence so as to make the event more special.

[Name of the recipient],

[Address of the recipient],

[Date],

Subject: Invitation Letter for Farewell Party

Dear Sir/ Madam,

I am [Sender Name] and I am writing this letter on behalf of [mention Department Name], to invite our seniors of the batch [mention the Batch] for a farewell party. We have arranged a farewell party to honor the end of your academic journey on [mention the Date] from [mention Timings] at [mention Venue].

At this party, the theme will be [mention the details of the Theme, if any, or just skip that part]. I hope that together, we will enjoy this party a lot and it will remain memorable for you as well. We will be eagerly waiting for your precious presence.

With Regards

Yours Sincerely

[Name of the sender]

Invitation Letter for Inauguration Ceremony

An invitation letter for an inauguration ceremony is written on the inauguration of someplace, like the opening of a new restaurant or inauguration of a new office or a branch, etc. A letter like this must provide enough details to the guest to attend the Inauguration. Make sure to mention their relevance to your event, so that they can clearly consider their participation in it. This sample invitation letter for the inauguration ceremony might be helpful to you.

To,

[Full Name of the Recipient] [Address of the Recipient]

Date:

From,

[Full Name and Designation of the Sender] [Address of the Sender]

Subject: Invitation letter for New Branch Office

Dear Sir/Madam,

We are excited to inform you that we have opened a new branch of our services at [Complete Address of the Branch Office]. I am writing this letter to officially invite you to join us at the inauguration ceremony of our office.

We have arranged the ceremony on [Date] at [Venue Details] and the timing of our ceremony shall be [mention the Timings). The additional services that we plan to provide at this branch are [Mention the additional services]. With this letter, I will attach a brochure for your better understanding, please have a look.

You being our special customer, please give us more chances to serve you better. Hope to see you soon.

Yours [Sincerely/Thanfully],

Name:  —————

Contact Details:  ——————

Signature: —————-

Enclosed: Brochure

Invitation Letter for School Event

A school has to conduct many events which often require the presence or participation of the parents of their students as well. Events like Parent-Teacher Meeting, Award Distribution Ceremony, Cultural Event or Sports Gala, etc. For that purpose, the school administration can invite the parents simply by asking the students to inform their parents of any such event, but that would not be a professional way to do so.

Instead, the school administration can write a proper formal Invitation Letter for School Event, informing the parents about the event and providing them with the necessary details of that event. Check out this sample Invitation Letter for School Events, for better understanding.

Date:

[Recipient Name] [Recipient Address]

Sub: Invitation Letter for Celebration of Culture Day

Dear Sir/Madam,

It is our pleasure to inform you that the (School/Institute name) is holding the 5^th Annual Celebration of the Culture Day on the school premises at [mention Time] of [mention Date]. We would like to invite you to participate in this interesting event as it is about celebrating diversity and culture.

You can visit various stalls from different cultures, witnessing the hard work and efforts of our students in representing their cultural background. Make sure that your child participates in the event in his cultural attire and encourage him/her to set up a cultural stall as well.

We hope that you will be able to manage some time to come and participate in this interesting event. We will be looking forward to your presence.

Thanks and Best Regards,

[Sender Name] [Sender Designation] [School/Institute Name]

Other Formal Invitation Letters

Besides Business Invitation Letters and Event Invitation Letters, there are some other types of Formal Invitation Letters as well that are used quite often. You can check out some of these invitation letters below.

Invitation Letter for Visa Application

An invitation letter for visa application is a document required by many countries of the world. Whenever some wishes to travel to a country, he/she must fulfill this requirement. Usually, this letter is written by the applicant’s host to the embassy or consulate so as to verify that they can accommodate the applicant in their home, during his/her whole period of stay in that country. The host must fulfill the following requirements before writing an Invitation Letter for Visa Application.

• The host must be the permanent resident or citizen of that country where the applicant wants to travel to.
• The host must be a friend, boyfriend/girlfriend, relative or a family member of the applicant.
• He/she must have a registered place like, home or flat, and must have enough space for the applicant.

[Date]
[Country] Embassy,
[Address]

Subject: Letter of Invitation for [Applicant’s Name]: Passport No:XXX77777

Dear Sir/Madam,

I am writing this letter to support the visitor visa application for [Applicant’s Name].

He/she is fully resident in [Applicant’s Country], and is my [state relationship]. He/she lives at [Applicant’s Address] and their home contact number is [Contact Number of Applicant].

I am a legal permanent resident of the [Host’s Country], and I live at [Host’s Home Address], and I work as [Host’s Occupation] – with a net income of [Host’s per year. I would like [Applicant’s Name] to come and visit me from [Date of Entry] to [Date of Exit] because of [state a reason such as a wedding, birthday, baby shower, graduation or job, etc.]

My request is that he/she would be granted a visa for this whole period, in which time I would be fully responsible and accommodate his/her well-being. He/She will also be a resident at my home, and following the expiration of his/her visa, I will see that [Applicant’s name] return to his/her home country.

All the necessary documentation is attached to this letter.

Thanks in anticipation of your favorable response.

Thank you.

Sincerely
[Host’s Name]
[Host’s Date of Birth]
[Host’s Address]
[Host’s Contact Number]
[Host’s signature]

Invitation Letter for Job Interview

Whenever the companies offer jobs for certain designations, they reach out to interested people through different means like newspaper ads and most commonly these days, through social media. Many of these interested people apply to these job posts by sending their CVs to the company. After analyzing their profiles and CVs, the company will only shortlist those individuals for the job interview who they believe to be fit for the required job, based on their experience and expertise. For that purpose, the companies will reach out to those persons by writing an Invitation Letter for a Job Interview to each and every one of them. Check out this sample Invitation Letter for Job Interview so as to understand things more clearly.

To,

[Applicant’s Name],

[Applicant’s Address],

[Date],

Subject: Letter of Invitation for Job Interview

Dear Sir/ Madam,

We have received your application for the job post of [state Job Post] at [Company Name]. Thanks a lot for showing your interest in our organization.

I am writing to inform you that we have short-listed your name for a job interview to discuss the position with you. This job interview will be conducted on [mention Day and Date] at [mention Time] at our office.

If due to some reason, you will be unavailable at the said date and day, make sure to let us know by reaching out to us through the contact details mentioned below.

Best Regards,

[Sender’s Name]
[Sender’s Designation]
[Company Name] [Company Office Address]
[Company Email Address]
[Company Contact Number]

Invitation Letter for Training/Workshop

Many reputed institutes and organizations conduct special training workshops quite often. These training workshops could be for anything like employee training workshops, training workshops for teachers and students, or self-improvement workshops for youngsters, etc. The basic purpose of any such training or workshop is to learn new skills or enhance your existing skills. So, people are invited officially to attend such workshops or training through an Invitation Letter. This straightforward sample invitation letter for training/workshop can help you understand things more clearly.

[Sender Name] [Sender Address]

Date:

[Recipient Name],

[Recipient Address],

Subject: Letter of Invitation for Training/Workshop

Dear Sir/ Madam,

I am [Sender Name] and I am [Sender Designation] of the reputed Institue named, [Institute’s Name]. I am writing this letter to invite you to join our training program of [Mention the Training Program] as on [State Day and Date] at [Venue]. The timings for this training will be from [Start Time] to [Finish Time].

Our institution enjoys a great reputation in these kinds of special training. [Mention some brief details of the training program]. For further details, you can reach out to us on this contact number [mention contact number] or you can simply email us at [state Email Address].

We look forward to your response as we are always obliged to serve you.

Yours Sincerely,

[Sender Name],

[Sender Designation],

[Sender Signature]

Invitation Letter to Accept Award

An award is an official recognition of someone’s efforts and hard work that he/she has put in for completing a certain task or tasks and for achieving a particular target or targets. Awarding someone for their hard work not only makes them feel honored but also encourages them to work even harder. Whenever someone is to be awarded, for example, an employee is to be awarded for successfully achieving his targets. He must be invited through the official channel i.e, by writing an invitation letter to accept the award.

To,

[Name of the recipient],

[Address],

Date:

Subject: Letter of Invitation to Accept Award

Dear [Name of the recipient],

We are pleased to inform you that you are being nominated for the best employee award. On the upcoming mega event of our office anniversary, we are rewarding some of our best employees for their excellence and dedication.

The company is very happy with your performance and it was a huge delight that you have always been very regular and punctual and excellent in your work. You have worked really hard to get us new potential clients, due to which company got some real success and profit.

We will be giving you a promotion and bonus for being great at work. This event is solely for celebrating the success and acknowledging its employees.

Regards,

[Name of the Sender],

[Designation of the Sender],

Invitation Letter for Media Coverage

Bigger companies and brands always struggle to capture more of the potential market and want to reach out to as many people as they can. They can afford to do so as they have more resources. For example, at the product launch event of their brand new product or the opening of a new office or branch, the company would definitely want more attention from the potential audience. One way of getting that attention is through media coverage i.e, various media houses covering that special event. For that purpose, the companies would have to officially invite those media houses by writing an Invitation Letter for Media Coverage. You can check out this sample format of such a letter.

To,

[Name of the Recipient],

[Designation of the Recipient] [Name of the Media House] [Address],

Date:

Subject: Letter of Invitation for Media Coverage

Dear Sir/ Madam,

I am [mention your Name] and I am [mention your Designation] of the [mention Company Name]. It’s my pleasure writing this letter to invite your channel [name of Media House/Channel] to cover the event of [state the event like Product Launch] to be held on [Date & Day] at [Venue] from [Timings].

As you are a reputable and popular name in the media industry, we admire your work a lot and therefore we are considering you, along with other media houses, to cover the event for us. This coverage will seek public attention as we have invited many celebrities as our guests for this special occasion. I hope that you will show the same interest in us and will consider joining us at this event.

Waiting for your response.

With thanks,

Regards,

[Name of the sender],

[Designation]

Invitation Letter for Chief Guest

Such a letter is written to invite some special person to a gathering or an event, as a chief guest. Therefore, you should write this letter in a very proper and sophisticated manner. You must let the chief guest know why his presence is very important for you and therefore, keep it short, simple and sweet. The person intended to be invited as a chief guest could be anyone like within or outside the organization. Take a look at the sample Invitation Letter for Chief Guest given below so that you can get some idea about how to compose such a letter.

[Sender Name]
[Sender Address]
[Sender Contact Information]

[Date] [Chief Guest Name] [Chief Guest Address]

Subject: Invitation Letter to be Chief Guest at Annual Dinner

Dear Mr/Mrs. [Chief Guest Name],

It’s my great honor and pleasure as I am writing this letter to invite you as our chief guest to the annual gathering dinner that will take place at the [Venue] on [Day & Date]. It would be such a huge privilege for us to have you on this special occasion.

As our chief guest, the audience will look forward to hearing a small speech from you within the spirit of the event. A ten to fifteen minutes speech would be perfect. Everyone is certainly thrilled and excited to hear your thoughts and your take on this occasion.

We genuinely hope that you honor us with your precious presence. Should you accept our invitation, we kindly ask you to reply to this letter or contact [Coordinator Name] by [Day & Date] latest. [Coordinator’s Name] is the event coordinator and you may refer to him for any queries or questions.

We would be truly devastated if you are unable to accept the invitation, but totally appreciative and understand nonetheless. Under such unfortunate circumstances, we kindly ask you to inform us at the earliest possible time.

Looking forward to your acceptance and to enjoying a great dinner with you.

Yours Sincerely,

[Your Name]

Invitation Letter to Join a Committee

In any organization, whether it’s a business organization or some institute, the management form different committees for different purposes. Such committees usually comprise of some professionals whose expertise and opinions are required for the purpose for which the committee is formed. Whenever you want to ask a professional to be a part of the committee, you must write him/her an official Invitation Letter to Join a Committee.

To,

[Recipient Name] [Recipient Designation] [Recipient Address]

Date:

Subject: Invitation Letter to Join the Committee of [State the Name of Committee]

Dear [Name of Recipient with his/her Professional Title]

I am writing this letter to officially invite you to serve as a member of [committee name] formed for the purpose of [state the purpose briefly]. Your expertise and experience seem perfectly fit to be a part of this committee. I am hoping you might be willing to serve on this committee.

Thank you in advance for your consideration.

Sincerely,

[Sender Name] [Sender Designation]