Letters of Invitation & Announcement

Letters of Invitation & Announcement

Polytechnic University of the PhilippinesCollege of Tourism, Hospitality, and Transportation Management

M.H. Del Pilar, Hasmin, Sta. Mesa, Manila

Prepared by: SANTIANA, Lizandrea E.SEGUBIENSE, Eunice Joy C.

Course/Year & Section: BSTM 2-2N

Professor Xavier Aquino Velasco

Letter of Invitation• Whatever the occasion is, an invitation must

be persuasive.

• It forms your guest’s first impression about the event, and it makes the recipient look forward to coming.

• An invitation is a statement about you and the type of event you are hosting.

What an Invitation includes:

• Host(s) name, host company and/or company logo, if appropriate.

• Inviting phrases:-Request/s the pleasure of your company-Cordially invite/s you to –-Would like to have you join us-Please celebrate with us – -Stop by for wine and cheese

Purpose of the eventWhy are you hosting this event?

-To introduce, meet, or honour someone -To celebrate Christmas time or Picnic time-To mark a special anniversary-To signal moving to a new location-To express appreciation for customer’s goodwill

Date- The date format depends on the formality of the

event.

• Formal: Friday, the eighth of September, two thousand

and ___• Less Formal: Friday, September eight, 20_ _• Informal: Friday, September 8, 20_ _

Time- This follows the date.

• Formal: at eight o’clock

• Less Formal: at 8 o’clock• Informal: at 8 p.m.

Address- Put the address below the name of the place

or in line with it (the name of the place).

Example: Manila HotelRoxas Blvd, Manila

or Manila Hotel, Roxas Blvd., Manila

Refreshments- Mention what meals or

refreshments (if any) you plan to serve. You may be serving cocktails, lunch, dinner, wine and cheese.

Dress- If you do not mention this, the

reader will use his discretion.

• Formal: Black-tie optional• Pool party:Please bring bathing

suit.

Response- Let the person/company know how

to respond. It may be by phone, email, or response card (for formal events). Some hosts ask for REGRETS ONLY, instead of RSVP (Repondez sil vous plait, French for “reply if you please.”): that is if you are coming, you should say so.

Examples:

A. E-mail message announcing an annual holiday that has a link to the company’s internet

To: DistributionCc: Bcc:Subject: Holiday party on December 12, 200_

B. Printed Formal Invitation

C. Holiday Party Invitation

D. Invitation Letter StyleA letter of invitation is less formal than a printed invitation. You send one because you want to make sure people recognize it as an invitation.

SWS University of the PhilippinesSta. Mesa, Manila

December 2, 200_

Atty. Arturo R. RoxasDepartment of JusticePadre Faura, Manila

Dear Art,

Join us for a buffet dinner so we can thank you for your loyalty to our organization. You’ve played an important role in thesuccess of our Alumni Homecoming last November 28, 200_, and we want to thank you personally. Please dress casually,and bring a big appetite.

Where: SWS Amado V. Hernandez HallDate: December 12, 200_Time: 8 p.m.

Please call me on or before December 5 to let me know if you’re joining us. We look forward to welcoming you.

Most cordially,Joy

Letter of Announcement

• A letter of announcement is a letter that announces a special event or occasion that people need to be aware of.

• Letters of announcement are usually informal, and state in clear, concise terms what the event is and what further action should be taken by the recipient.

• It can also be an official or a personal Announcement Letter.

• It should also be put up on the staff notice board for everyone to see and learn from.

Official Announcement LetterCan be for the following:• Promotion• Company mergers/acquisitions• Company ratings (if have been publicly announced

in a daily newspaper, etc.,)• Resignation• Termination of individual services/contracts• New hires• Any bonus announcements• Important dates (if any)• Opening of a new business venture

Personal Announcement Letter 

Can be for the following:• Marriage• Birth• Sharing of promotion• Moving into one’s own house

If it is an announcement for promoting an individual in the organization:

• It should give the announcement detail, such as ANNOUNCEMENT FOR PROMOTION OF MR./MS. ___________ (name of the individual) TO _______ (designation to which promoted).

• But it should highlight the name of the person being promoted as well as the designation s/he is being taken to.

• The letter should also highlight the reason for the promotion, such as commend the individual for her/his achievement and contribution towards the growth of the organization, etc.,

• Since one copy goes to the individual for her/his records, one copy should also be kept signed and received by the individual for her/his personal file with the HR department. One copy should also be put up on the staff notice board so that the employees of the organization see the announcement and derive motivation from it for their achievements.

DO’S AND DONT’S OF MAKING AN ANNOUNCEMENT LETTER:

• An Announcement Letter, if official, should be in two copies. One addressed to the individual whose promotion or achievement is being announced and second addressed to the whole office informing them of this announcement

• It should be simply worded• An Announcement Letter should be short and crisp• It should highlight the reason for the announcement along with its result• The official Announcement Letter should always be on the company’s letter

head• It should only be concerned with the announcement and should not have any

details irrelevant to the announcement• Grammatical errors and typographical errors should be minutely checked• Points in the letter that need focus should be bold and highlighted so that the

content of the letter is clear to everyone

A. Work on this outline by using complete sentences. Refer to Example D, invitation letter style.

Occasion

Expression

Addition

B. Write a letter of invitation to someone of your choice inviting him or her to be the guest speaker in a seminar to be sponsored by your organization. You are the president of the organization.

C. Complete the following words by answering the questions.

_A_ E _ _R_A_ 1. Depends on the formality of the event.

_D_R_ _S 2. Put this below the name of the place or in line with it.

_EF_E_H_E_ _S 3. Mention what meals (if any) you plan to serve.

_ _E_S 4. If you do not mention this, the reader will use his

discretion. _I_E 5. Follows the date.

ANSWER KEY:

1. DATE FORMAT2. ADDRESS3. REFRESHMENTS4. DRESS5. TIME

REFERENCES/SOURCES:

• Language at Work: A Guide for Effective Business Writing

• http://howtowritealetter.net/letter-of-announcement.html

• http://www.letters.org/announcement-letter/announcement-letter.html

Thank You!