How to phrase the wording for company invites

Throughout the year, companies often host events after work hours to foster employee camaraderie and celebrate festive seasons and other special events. Such an event can be as simple as an after-work happy hour at a nearby restaurant or something as elaborate as an extravagant Christmas party in a hotel ballroom. The invitations to these events need to reflect their tone and tell employees whether they can bring guests. Therefore, wording is key when composing invitations to a company event.

State the name of the event clearly on the first line of the invitation to reflect how casual or formal the event will be. For example, use casual phrasing like "Join us for the fifth annual Perry Manufacturing picnic!" for an annual company picnic. Use more formal wording like "You are cordially invited to the Matrix Industries Christmas dinner" for a formal occasions.

Give the time and date. Use a casual phrase such as "Saturday, 26th July, 2014 at 12:30 p.m." for an informal event, but spell out numbers for formal events, such as "Saturday, the tenth of December at six o'clock in the evening."

Specify the location. For a post-work happy hour in the break room, write your office name, like "ETD Technologies," on the invitation. If the event is off-site, give the address of the place at which it will be.

Ask for a response, if necessary. Casual events might not require an RSVP from employees, but more formal events need them, especially if the company plans to provide full meals. State "Please reply by 1st December to Mike Thomas" for the formal events. Provide a name without contact information for replies since the employees should know how to contact a fellow employee. Include an e-mail address or phone number if it's a large company.

Indicate who can attend. Unless stated otherwise, the invitation implies that only the recipient can attend. Indicate at the bottom of the invitation if the event includes an employee's spouse or family, such as "Please bring a guest to the celebration" or "Your family is welcome to join us at the picnic."


To cut back on costs and be green, companies can choose to send e-mail invitations in lieu of printed ones. Ensure that the email invitation wording is equally specific as a printed invite, however.

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About the Author

Barbie Carpenter worked as a technical writer and editor in the defense industry for six years. She also served as a newspaper feature page editor and nationally syndicated columnist for the Hearst Corp. Carpenter holds a Bachelor of Science in journalism from the University of Florida and a graduate certificate in professional writing from the University of Central Florida.