Invitation letter. Varieties of business correspondence.

News business correspondence sometimes it’s not easy at all. Sometimes you have to make papers that have a very specific focus. Among them, a special place is an invitation letter.

Basic concepts

Office correspondence has its own laws and regulations. Each document compiled on a specific topic has a specific look. So is the invitation letter - its essence is already reflected in the title itself.

This postal item is designed to invite a person or group of people to participate in an upcoming planned event. It would seem that there is nothing complicated here. In fact, correctly expressing your thoughts in words is not easy. There are various options for such treatment. The invitation letter is designed to induce a specific person (or group) to act. It contains a call and at the same time clarifies some of its circumstances. Such a document may be an invitation to an exhibition or interview, a business meeting or a conference, seminar or other event. In each of these cases, this letter acts as an intermediary. It does not force, does not indicate, but transfers to the addressee the request of the sender.

Document Benefits

Many organizations out of habit continue to use the oral way of communication. They believe that inviting people through calls and face-to-face conversations is much more effective than sending them emails. Of course, with direct contact it is easier to convey any thought to the interlocutor. But if you look closely, you can see that the invitation letter still has several significant advantages:

1. With this document, the sender shows respect for each recipient.
2. Such paper can be designed in such a way that it already by its appearance indicates the direction of the upcoming event.
3. The presence of such a letter makes it possible to use it, if necessary, as an invitation card. This ensures that the one to whom the appeal was directed will come to the event.
4. The document is constantly located at the addressee and does not allow him to forget about the place, time and subject of the future meeting. Indeed, in the conditions of modern life, it is sometimes difficult to recall something important in time. Paper, which will always be in front of the eyes, will not allow a person to forget about it.
5. This option is convenient if it is currently impossible to contact specific people in other ways.

All these reasons once again emphasize the positive aspects of a written appeal of this kind.

Rules for writing a letter

An invitation, expressed in writing, is a type of notification letter. This is evident from the title of the document itself. In fact, it informs the addressee that a particular event will be held at the appointed time. The sender wants to be sure that all invited people will certainly respond and come to the meeting.

And for this you need to know how to write a letter of invitation. Here it is necessary to consider several important points:

1. If the event is official in nature or subsequently provides for personal communication, it should be issued on letterhead. This will further emphasize its seriousness and the imperativeness of the upcoming meeting.
2. The letter must be sent in advance so that the person has enough time to think and make a decision. Perhaps he will want to refuse.In this case, he will have the opportunity to contact the organizers and inform them of this.
3. Since such a document still belongs to the category of official correspondence, it is necessary to adhere to it when compiling it. business style.
4. It is better to make it in duplicate, so that one remains in the organization for confirmation.

Any invitation should consist of the following parts:

1. Standard "header", which indicates the coordinates of the recipient.
2. An appeal of the type “Glad to inform” or “Dear partner”, if necessary, you can contact a specific addressee. For example, “Dear Dmitry Sergeevich!”.
3. The main part of the invitation outlining all the details of the event.
4. Signature of the person in charge indicating the position, signature and full decoding

If all the above rules are observed, you can expect that the sent letter will give the desired result.