How to write a formal corporate invitation letter to a social business event

Updated February 17, 2017

Corporations often host social events that require a formal invitation, such as a catered dinner that honours award recipients or a banquet celebrating a landmark event, such as meeting a sales goal. These events can be very difficult to organise because of the many details involved, such as the food, venue and decorations. The invitation letter serves the goal of not only notifying the guests that they are invited but also requesting that these guests respond so the organiser has a count of how many people will attend.

Begin the letter by typing "Dear Mr./Ms. [Name]," followed by a colon. It is important to state the person's name whenever possible; people are more likely to respond to an invitation that mentions them by name.

Explain the details of the event, such as the reason for the event, the time, the venue and the dress code. Also, identify how many guests, if any, the invitation recipient can bring.

Ask for a response. If possible, include a response card and an addressed and stamped envelope for the invitation recipient to use. Indicate a deadline to respond.

Thank the letter recipient for his time, and give him your contact information in case he has questions.

Close the letter by typing "Sincerely," and then hit "Enter" three times. Type your full name, and provide your title on the following line.

Print the letters on company letterhead. Letterhead will make your invitation letters appear professional and legitimate. Sign each letter in the space above your typed name.

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About the Author

Natalie Smith is a technical writing professor specializing in medical writing localization and food writing. Her work has been published in technical journals, on several prominent cooking and nutrition websites, as well as books and conference proceedings. Smith has won two international research awards for her scholarship in intercultural medical writing, and holds a PhD in technical communication and rhetoric.