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An invitation letter is a special case of a notification letter that is used to invite you to some event (exhibition, negotiations, meetings, seminars, etc.)
It differs in that the letter of invitation can be issued not on letterhead and have artistic decorations: drawings, ornaments, and so on.
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How to write an invitation letter
As in other official letters, it is customary to use the first-person plural in an invitation letter: “we invite”, “we ask”, etc. (because the author of the letter speaks on behalf of the entire organization or unit).
Usually (but not always) an invitation letter is addressed personally to a specific person, therefore the wording of a personal appeal is used: “Dear (th, th) ...,”.
Stereotypical expressions are also used:
“We invite you, we have the honor to invite you, take part, visit, etc.”
“We will be grateful, grateful, obliged to you if you visit us as (experts, guests, etc.) ..., etc.”
Like other types of official letters, an invitation letter is drawn up according to a template:
[Address]
[phone, email, etc.]
Dear (th, th) ladies and gentlemen.
We invite you to participate in [name and/or description of the event], which will take place at [address/name of institution, etc.].
Organizers of [event name]: [list of organizers].
Presenters of [event name]: [list of presenters].
During [event name]: [what is it about, a list of issues discussed, and so on].
[Some additional information]
Per additional information o [event name] contact [telephone, email, address, etc.].
The General Director of such and such an office signature V.M. Batkovich
Mandatory details of the letter of invitation: name of the organization, code of the organization, reference data on the organization, PSRN, TIN, date, registration number, addressee, signature of the head, note about the performer.
The text of the letter of invitation should be short, concise, correct and should not allow different interpretations. An invitation letter should be devoted to only one issue (event, event), except in cases of their close relationship and location in one structural unit sending organization. The letter is drawn up in two copies (the second copy is endorsed by the compiler, the head of the sending unit and remains with the sending organization).
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Dear (name)! (Name of organization) invites you to take a direct part in the work conferences to be held on (date) at (venue).
About 20 sections will function within the framework of the Conference, as well as a number of exhibitions and round tables. The congress and registration of participants will take place (date, time and place of registration of participants).
Dear (full name)!
It is with great pleasure that we inform you that the Organizing Committee International Conference on (the theme of the conference) finally decided on the place and time of its holding. As expected earlier, it will take place in Moscow (date). The official name is (the name of the conference), which fully corresponds to the scope of your professional interests.
Taking into account your outstanding achievements in this area, I am instructed to agree with you on the probability of your speech on the first day at the plenary meeting with the main report. In addition, we invite you to also speak as a keynote speaker at the closing session, for your part, assessing the work done at the Conference.
Of course, the Organizing Committee will include in the program all the collective and individual reports and reports that you consider necessary at the Conference.
I will let you know more soon. detailed information on the organization of the conference.
If you have any questions, please call me at the phone number you know.
I very much hope to receive an affirmative answer from you in the very near future.
With friendly regards and Best wishes, (position and full name).
(Name of organization) invites progressive industrial, political and public figures take part in (name and date of the conference), in discussions and discussions at round tables, evaluate the innovations presented at the master classes.
(The topics of the conference, master classes and round tables are listed).
Applications for participation are accepted (date until which applications are accepted).
(Indicate the place and time of the conference).
We invite you to come to our conference!
Please describe the topic trends
!
There will be experts here, there will be many disputes
And the reports are discussed in private conversations!
You can send us applications for participation.
Accept the invitation, we will be glad to see you!
We invite you to come to the international
Conference that here - in the city will be held!
Participation in it, colleagues is a noble cause!
Everyone will find a theme to their liking!
Send us an application, pay the fee,
Register now and the issue has been resolved!
Colleagues, we invite you
For a conference meeting
What will happen here with us
Will compete
Events for others!
Let's hurry up
Take part in it!
We will solve many questions
help you understand
The whole situation that's here
It has developed in the region.
Come, listen, weigh opinions,
So that the meeting succeeds!
Dear ladies, gentlemen!
We invite you to participate
In the conference and give the answer here: (address, e-mail).
We will consider your coming here as happiness!
We invite you to the conference!
You will get acquainted with the experience of companies!
We are improving our skills here.
And we are talking about great success!
If you're interested in all this,
That information is given below.
And if something specifically worries,
Always call by phone!
If anything else is interesting
Call, ask us.
We will tell you everything directly and honestly!
We will be glad to see you!
We invite you to the conference!
The best minds will be here!
To which we also include you!
Come friend! We invite you!
The conference will pass, the meeting will take place!
We invite you to visit it too!
Pay attention to us during the day or in the evening,
And send an application for participation in five days!
An invitation letter is usually official document with stamps and signature of the sender. It can be addressed to both a specific person and the whole company. Invitation must be approached carefully. In almost all cases, a benevolent attitude towards the addressee and interest in his coming to any event, exhibition, interview or conference will be appropriate. Below are some sample invitation letters.
Important! The text in the letter should be short, correct and concise. Jargon and ambiguous phrases are not allowed. Like all other letters, such a document is written in the first person.
When is it appropriate to send an invitation letter?
Such letters are compiled on the occasion of official events. For example, when one company arranges an exhibition, conference or other event and wants to invite employees and / and managers of a third-party organization to it. With the help of a letter, you can invite a specific person to a business meeting, for example, for an interview. Below you will find sample invitation letters various events as well as for an interview.
Drawing up an invitation letter, first of all, speaks of the interest and respectful attitude of the sender. It is extremely ignorant to ignore such a document, even to refuse without a significant reason is already bad manners.
This letter can also act as a document certifying that a person is really invited to a particular event. That is, it can be shown at the entrance to the building where, for example, a conference is held.
Situations in which sending an invitation letter is appropriate or even necessary:
- company anniversary;
- business meeting with one person or group of persons;
- conference;
- seminar;
- Exhibition.
Important! One copy of the invitation must remain in the hands of the sender.
It would seem, why write a letter when you can just call and notify a person about a meeting? Firstly, it is convenient, especially when it is not about one person, but about a group of people. Secondly, it shows the special relation of the sender to the recipient.
Rules for writing an invitation letter
The writing style should be formal and reserved. The first appeal to the recipient by full name or by company name (if the document is sent to the whole organization). The appeal should go in the center, below is the text of the letter.
What must be included in the official letter:
- information about the organization or the sender (full name, TIN, PSRN, company code and name, registration number);
- sender's signature;
- printing is desirable, as it shows the officiality of the document;
- the date.
Important! An invitation letter can be sent to e-mail. This is convenient if you need to send it to a large group of people at the same time.
Naturally, there should be information about the event. You need to indicate exactly where the recipient is invited - to a conference, business meeting, exhibition, interview, or other event. The main focus should be on the event itself - what time is it held, is there a dress code, and so on.
Sample invitations to various events
Example 1: Letter of invitation to the conference.
The company logo and short information are placed in the upper left corner, for example, LLC " steel doors”, as well as the date and contact number. In the upper right corner information about the sender, example - CEO OOO "Steel Doors" Vasiliev Igor Nikolaevich.
Text:
"Dear colleagues! (center)
We invite you to the conference dedicated to the exit new products. The conference will provide information on which technologies are best used in production, with which material suppliers to cooperate. The conference will be held on December 12, 2017 at 16:00 in the business center "Ark". Applications for participation can be sent no later than December 11, 2017.
Sincerely, Igor Nikolaevich (below).”
Sample 2: Exhibition invitation letter
Text:
“Dear Voronin Dmitry Olegovich! (center)
We invite you to the exhibition of our new products. We put on the market completely new product under the trademark "Stylish Elephant". I think you will be interested in attending this event. It will take place on October 16, 2018 at the Fox Center in the exhibition hall. Start at 19:00. Dress code evening. We will be glad to see you at the exhibition!
Sincerely, Nikolai Vasilyevich, director of the LLC Eurostyle.
Sample 3: Invitation for an interview
Text:
“Dear Eliseeva Tatyana Georgievna!
We are glad to announce that our company has chosen your candidacy for the position of an accountant. We will be glad if you come to our office to discuss all the nuances. We work from (time) to (time) from Monday to Friday.
Yours faithfully, the representative of the TekhnoMir company Yakovlev Sergey Anatolyevich».
These are just examples that can be used as hints. In fact, invitation letters can be written differently. The main thing is to stick general rules and provide all required information.
More several samples invitation letters.
Theater begins with a hanger. The event starts with an invitation.
Of course, no one canceled the comprehensive promotion of the event: advertising, announcements, PR activities. But it is the invitation that will fall into the hands of a potential visitor of the event that will be the first personal point of contact. She will begin to create a holistic impression of the event.
What will it be like? Cheap and banal or status and memorable?
As a business card is important for a successful image of a businessman, so an invitation is necessary for an event.
Therefore, we have prepared for you a small cheat sheet (this is what distinguishes the “How to write” section) on creating an invitation. Let's talk about three basic scenarios and collect all the elements that should be in a working "invite".
Three scenarios for event invitations
These are the three basic scenarios, you can intertwine them and use them in various combinations. The important thing is that they will help you choose the right tactics and not turn the invitation into a text vinaigrette.
Scenario #1. From the speaker(s)
The entire stylistic composition of the invitation is built around the speakers. It is the speakers who are the sweet berry that attracts the attention of the audience.
This scenario will work if the speakers of the event are really considered to be popular stars in their field and there is no need to explain at length who they are and why they deserve attention.
An example of such an invitation:
Scenario #2. From the event program
"Yummy" and the main idea of the invitation to this case there will be an event program. It is used when you have prepared an attractive program for the audience, valuable topics of reports, or in general the whole event is devoted to the consideration of some narrow and very important topic.
As an example, we will demonstrate the description of the event on Facebook. By the way, an important addition: electronic descriptions are also invitations. Moreover, it is precisely such “invites” that have to be created more often than usual.
Title: All-Ukrainian seminar "1C-Bitrix": Online store - the secrets of success" in Kharkov. And the semantic emphasis is on the content: online stores and their promotion. Pay attention to a narrow geographic niche that increases interest in the event among the target audience.
Here it is worth noting another interesting technique - a detailed description of the target audience. In general, the “for whom” technique works in almost all advertising formats, including invitations.
Scenario #3. From benefits
The previous example is a successful combination of the second and third scenarios, since its information block is built according to the benefit description formula “ You will learn…".
The main idea of this scenario will be the benefits that will be received by the visitors of the event. For example:
- useful knowledge
- important acquaintances,
- concrete achievement,
- valuable certificate,
- study bag with a set of materials (video, audio, notebooks).
An example of a benefit with a specific achievement: " After the end of the master class, you will have a strong selling text in your hands, which you will write under the strict guidance of a teacher».
Invitation text blocks
"Invite", like any text format, has its own structure. And here she is quite conservative and does not like a flight of fancy. If you forget about some block, your invitation may provoke bewilderment and even irritation instead of desire. Imagine, for example, if you missed the date of the event or forgot to provide the contact details of the organizers.
To prevent such an annoying oversight from happening to you, we have prepared a list of important invitation blocks.
- Event title;
- The date of the;
- Short description (2-3 words);
- Long description (about what, for whom, benefits);
- Speakers;
- Program;
- Address;
- Driving directions + types of transport;
- The duration of the event;
- Ticket price;
- Registration conditions;
- The name of the organizer;
- Contact details of the organizers.
Blocks are selected depending on the scenario. For example, to implement scenario No. 1, we need the “Speakers” block, in the second option, the “Program” is suitable, for the third, we need to take the “Long characteristic”.
With the help of this constructor you will create a high-quality and selling event invitation.
What else do you need to keep in mind when creating an invitation?
When creating the text for an invitation to an event, it is advisable to keep a few more points in mind.
The first is the "invite" format:
- Electronic (description of the event in the social network, email);
- printed (leaflet, personal invitation in an envelope, passing from hand to hand).
The second is the delivery method. It depends on the format:
- Social networks, email, blog;
- General distribution (leaflet-handout or tab in a specialized magazine);
- Personal delivery (in person).
Third - the target audience:
- TOP leaders;
- Star guests;
- Ordinary visitors;
- Journalists.
Sometimes there is a need for several formats. For example, separately for TOPs and for the general public, or for the general audience and for the press.
This is the basic information you will need to create an event invitation. We hope it will help you to approach this process in a structured and competent way. If you want to develop such an invitation that the Prime Minister himself would be surprised - contact us! and supplement it with strong copywriting “gadgets”.
P.S. Denis Kaplunov's studio is your strong foundation.
In this article, we will tell you how to write a letter of invitation to a conference. Let's explain the main nuances of this type business letters. We will share samples and tips on how to write a letter.
Related materials:
Why write a conference invitation?
As a rule, many conferences have a long history and are held regularly, at least once or twice a year. Participants who have received an invitation to the conference can become not only listeners, but also, if desired, make a presentation or report. Conferences allow participants to learn about innovative research and practices, get ready-made solutions and technologies.
It is important that those organizations that work in related fields, for example, develop a specialized software or create tools and equipment. The wider the circle of participants, the more interesting and useful such a business meeting will be for everyone. This is a great opportunity to make new contacts, determine the sales market and suppliers.
Therefore, the company or several companies organizing the conference should carefully consider who to include in the list of participants. This list can include both enterprises and organizations, and individuals- authorities and experts on the issue that became the topic of the planned meeting. And, even when the event is held annually, invitations to the conference should be sent out to participants at least two to three months in advance.
Such a period will be enough for the participant not only to be able to plan his affairs taking into account the upcoming meeting with colleagues, but also so that he can warn the organizers about his desire to make a report or presentation at it, as well as about what he wants to exhibit it has its own stand with product samples.
Plan of work for the organization of the conference: will help to conduct an impeccable event
How can a secretary organize an event?
How to write a conference invitation letter
It is important for the organizers of the conference to think over the text of the official invitation to the event. It should contain not only information about the topic, place and time of the conference, but also proposals for possible formats of participation:
- as keynote speaker;
- as a listener and participant in discussions;
- as an ordinary speaker;
- as a stand attendant who will present samples of its products on behalf of the company.
The main speakers are invited individually. Such people, as a rule, plan their activities and, accordingly, they should be warned in advance. They will both open the conference and lead the plenary sessions as experts.
The letter of invitation to the conference sent to the other participants should not be lengthy and wordy, but at the same time should contain a maximum of useful information. Ideally, after the respondent reads it, he should not have any additional questions.
In any case, the letter of invitation must contain:
- the phrase "we invite you ...";
- name of the conference;
- time and place of the event;
- the program of the event or a link to a resource where it can be viewed;
- main questions;
- conditions of participation and additional information.
Business letter constructor: a service that will help you compose any letter
Use the service
The text of the official invitation to the event is best divided into several thematic blocks-paragraphs. If you are sending a letter to a specific person, you should start it with a personal appeal by name and patronymic, for example: “Dear Ivan Ivanovich!”. In the case when you invite an enterprise to participate, in the person of its representative or representatives whose personal data is unknown, it would be appropriate to address: “Dear Sirs!”.
In the second paragraph, you should write: “We invite you to take part in the conference”, indicate its topic or list the issues that will be discussed at it, and then indicate the date and place where it will take place. If on this business meeting there will be a lot of invitees and it is planned to hold meetings in sections, it makes sense to give a link in the invitation, where you can get acquainted with the detailed program of the meetings.
In the third paragraph of the invitation, you will need to list the most authoritative participants whose presence is planned and agreed, as well as indicate large companies who will also take part.
In the fourth paragraph, specify the cost of participation and formats of presence. As a rule, participants who will make presentations can receive payment discounts, which will need to be indicated. It is also necessary to specify when and in what form abstracts of reports should be sent to the organizers. The invitation will also need to provide requirements for the design of stands. If necessary, participants can be asked to fill out questionnaires and send them.
Conference Invitation Letter Sample
A sample letter of invitation to a conference can be downloaded from the Internet, but it will still be better if you write it yourself. Moreover, there is no need to compose the text of such a letter for each participant individually.
If we are talking about ordinary participants, then specific individuals and organizations can be invited according to the same template. A template of an invitation to a conference, compiled once, can be used in the future, it will only be necessary to make actual adjustments to it.
Standard Conference Invitation Letter Sample
Conference invitation for a specific person
If an invitation is sent to a prospective speaker or a person who will be among the keynote speakers, it should be drawn up on an individual basis.
Invitation to the conference for the proposed speaker
