Invitation & Reply

FORMAL AND INFORMAL

Man is social by nature. Hence interaction and communication between

human beings is quite natural. In fact, it has become unavoidable. We may
share views either orally or in writing.

We hold many social functions such as celebrations of birthday, engagement,

wedding, marriage anniversary; appointment, promotion. Invitations form an
important part of social dealings. An invitation is a request to an individual to
come or go somewhere, or to do something.

Invitations can be both formal as well as informal. Formal invitations are

formal letters. They can be printed on cards or can be drafted in the form of
social letters.

Formal invitations can be of two types:

1. Printed invitation cards inviting guests to be present on a particular
occasion. Such invitations do not include the name of the addressee.
2. Formal typed (handwritten) letter addressed to a VIP invited to preside
over a social, cultural and educational function. In these invitations to
VIPs the name of the addressee appears prominently.

Formal invitations are formal and polite, pleasant and courteous.

Informal invitations generally take the shape and form of personal letters. We
use these to invite our friends, relatives and dear ones with whom we have
intimate, personal and friendly relations.

In informal invitations the tone and treatment is relaxed, informal and friendly.

A. FORMAL INVITATIONS
Main Characteristics:
1. A formal invitation is normally a single sentence presentation in third
person.
2. Formal invitations are generally printed invitation cards. We use them
to invite guests on some auspicious occasion like birthdays, weddings,
inauguration of shops, houses, etc.
3. The invitation answers the questions who, whom, when, where, what
time and for what, i.e.,
o the occasion
o name(s) of the invitee
o name(s) of the host
o date, time and venue
4. The other details include name, designation and address of the
organiser, sponsor or host or the name(s) of the chief guest or special
invitees, in case of an official invitation. Printed formal invitations don’t
include the name of the addressee.
5. Invitations to VIP to preside over a function do carry the name of VIP
prominently.
6. Length as per CBSE guidelines is limited to 50 words.

PRINTED FORMAL INVITATIONS

EXAMPLES

Question 1: M/s Shyam Lai & Sons are opening a new general store
‘Galaxy Novelties’ in Geetanjali Enclave, Dwarika, Delhi. The
inauguration ceremony is fixed for Sunday, the 19th of October 20XX
at 11 a.m. Prepare a draft of formal invitation letter for the purpose.
Answer:
2. Question 3: Your sister Nivedita is going to marry Akhilesh (S/o Mr &
Mrs SM. Joshi, Nainital) Your father Mr K.S. Bhardwaj has planned to
hold the wedding at Hotel Kunal, New Delhi on 25 May 20XX at 8 p.m.
Write a formal invitation on behalf of Mr & Mrs K.S. Bhardwaj inviting
guests to the auspicious occasion. Give other details. Do not exceed
50 words.

Answer:
 3. Question 4: You are a student of Newton Public School, Nagpur. The
school is holding its annual function on Saturday, the 15th November,
20XX at 11 a.m. The HRD Minister Dr M.M. Joshi has consented to be
the chief guest. Design an invitation card to be sent to the parents and
other invitees. Do not exceed 50 words.

Answer:

INFORMAL INVITATIONS

Main Characteristics:
Informal invitations follow the pattern of ordinary personal letters. These
letters are written to relatives, friends and acquaintances.

1. These letters are first/second person presentations.

2. Personal feelings and emotions find an expression.
3. The writer’s address is given in the usual place.
4. The salutation is usually “Dear’ plus “Name’.
5. The date of writing is given, but the year is generally omitted.
6. The style and tone are relaxed and informal.
7. Different tenses are used as the sense demands.
8. The complimentary close is: Tours sincerely’.
 EXAMPLES

Question : Rohit has got success in CBSE-PMT. He wants to celebrate his

admission to Shivaji Medical College, Nagpur by throwing a party to his
friends. Write an informal invitation giving details of venue, time and date. Do
not exceed 50 words.

Answer:
33/427 Priya Vihar
New Delhi
15 July 20XX
Dear Varan
You will be glad to learn that I have secured 80th rank in the CBSE-PMT
competition. I have got admission in a prestigious institution – Shivaji College,
Nagpur. I want to share a few happy moments of my life in the company of my
old Mends at a dinner in the Hotel Kanishka at 9.00 p.m. on 23 July, 20XX.
Please join the celebrations and merry-making.
Yours sincerely
Rohit

Question : You are Leena Sen. The wedding of your elder sister Reena Sen
is going to be held on
the 15th May, 20XX at Hotel Lake View, Udaipur. Write out an informal
invitation to your friend Vinnie requesting her to attend the function.

Answer:
4357, Vasant Kunj
Raj Nagar
1 May, 20XX
Dear Vinnie
You will be pleased to know that the wedding of my elder sister Reena Sen is
going to be held on the 15th May, 20XX at Hotel Lake View, Udaipur. The
whole family will move there in the morning. I invite you to join us at lunch in
the hotel on the 15th. The wedding ceremony will take place at 8 in the
evening.
I do hope you will join us on the auspicious occasion.
Yours sincerely
Leena
 WRITING REPLIES
(FORMAL AND INFORMAL)
OR
RESPONDING TO INVITATIONS

A formal reply is usually very short. It is brief and to the point. The quality of a
good reply is that it must always be pleasant. Even while declining the
invitation or expressing inability to attend one must be polite and courteous.
Formal replies demand a formal tone and treatment. There is no room for
unnecessary details or superfluous matter in them.An informal reply or private
letter may, however, express personal feelings or desires in an intimate style
and informal tone
.
Main characteristics:
(a) Formal Replies
 Acknowledge the invitation.
 Express thanks in third person.
 Mention acceptance/regret.
 Specify the reason for refusal.
 Be brief and specific.
 Be formal in tone and treatment.
 Do not exceed the word limit (usually 50 words).

(b) Informal Replies

 Acknowledge the invitation in first person.
 Use second person for the sender of invitation.
 Mention acceptance/regret.
 Specify the reason in case of refusal.
 Use warm and simple language.
 Do not exceed the word limit (usually 50 words).

RESPONDING TO INVITATIONS
FORMAL REPLIES
EXAMPLES

Question : Draft a formal reply accepting an invitation to be present on the

occasion of the wedding of Ankush S/o Mr & Mrs Shankar of 24, Green Park
Road, Kanpur. You are Vikram Gaur of Raja Ki Mandi, Agra.
Answer:
Mr and Mrs Vikram Gaur thank Mr And Mrs Shankar for inviting them on the
occasion of the wedding of their son Ankush at 24, Green Park Road, Kanpur
on 15 May, 20XX and assure them that they will be present on the occasion to
wish the newly weds a very happy married life. Mr and Mrs Gaur will reach
Kanpur by the Agra Mail which leaves Agra at 8.00 a.m.
Vikram Gaur
5 May, 20XX
Question : Write a formal reply expressing your inability to attend the birthday
celebrations of your friend Suresh Pradhan of 1235, Vivekananda Marg,
Belur. You are Somesh Basu.
Answer:
Mr and Mrs Somesh Basu wish to thank Mr & Mrs Suresh Pradhan for
extending an invitation to the birthday celebrations of their son Akshay at their
residence 1235, Vivekananda Marg, Belur on 20 March, 20XX and wish the
young boy many happy returns of the day but regret their inability to be
present personally on account of some previous engagements.
Somesh Basu
16 March, 20XX

Question : You are Dr Avinash Bhalla. You have received an invitation from
the Director, Health Services, Haryana who has invited leading medical
practitioners of the state to attend a workshop on ‘child care’ on 20 May, 20XX
at 10 a.m. in Civil Hospital Ambala. Respond to the invitation.
Answer:
Dr Avinash Bhalla has a great pleasure in receiving the invitation from the
Director, Health Services, Haryana to attend a workshop on ‘Child Care’ on 20
May, 20XX at 10 a.m. in Civil Hospital Ambala. He confirms his presence with
thanks.
Avinash Bhalla
16 March, 20XX

Question 4:
Draft a formal reply expressing your inability to attend the inauguration of the
showroom ‘Regalia’ on Sunday, the 20th July 20XX, at 11 a.m. at B-12,
Rohini. You are Navin Jain of C-5, G.K.J, New Delhi and your friend is G.L.
Bansal of 23, Sunder Nagar, New Delhi.
Answer:
C-5, GK-I,
New Delhi
15 July, 20XX
Mrs & Mr Navin Jain thank Mrs & Mr G.L. Bansal for the invitation to the
inauguration of their showroom ‘Regalia’ on Sunday, the 20th July 20XX, at
11 a.m. at B-12, Rohini, Delhi. However, they express their inability to be
present on the occasion due to a prior commitments.
Jains
 INFORMAL REPLIES
EXAMPLES

Question :
You are Aakash/Varsha. You have been invited to attend the wedding of your
friend’s sister during summer vacation. Respond to the invitation, regretting
your inability to attend it.
Answer:
205, Vasant Kunj
New Delhi
4 March, 20XX
Dear Neha
Thank you for your cordial invitation on the occasion of your sister’s wedding.
I, however, regret my inability to be with you on this happy occasion as we
shall be leaving for Shimla for summer holidays on 1 May, 20XX. Please
excuse my absence. Do convey my regards and best wishes to the couple.
Yours sincerely
Varsha/Aakash

Question :
You are Manoj /Mini. You have been invited to attend a birthday party of your
closest friend. Respond to this invitation.
Answer:
217 MIG Flats
Surya Vihar, New Delhi
15 March, 20XX
Dear Shuchi
I have received your invitation for your birthday party on 25 March, 20XX at 5
p.m. at Hotel Janpath. I am extremely happy to know that all our old friends
are likely to be there.
I would like to confirm my participation.
Looking forward to the momentous occasion.
With love.
Manoj/Mini

Or

Dear Shuchi
I acknowledge with thanks your kind invitation to your birthday party on the
25th March. I regret to inform you that I will not be able to join you in the
celebrations due to some very urgent and unavoidable prior engagements
that may keep me tied down here on that day.
Please accept my heartiest felicitations and love.
Kindly accept a small gift that I am sending through courier.
Wishing you a very happy birthday.
Yours sincerely
Manoj /Mini
 REPLIES TO QUERIES
(OFFICIAL/BUSINESS REPLIES)
EXAMPLES

Question :
Blue Star Electronics Ltd., Ludhiana made an offer to Bhatia Electronics,
Rohtak for the agency of their new model ‘Goldie’ water coolers. Write a
formal letter on behalf of Bhatia Electronics accepting the offer of the agency.

Answer:
Bhatia Electronics
5, Palika Bazar, Rohtak
6 March, 20XX
M/s Blue Star Electronics Ltd.
Hall Bazar, Ludhiana
Dear Sir,
Sub: Agency of ‘Goldie’ Water Cooler
We gratefully acknowledge the offer of agency of your new product ‘Goldie’
with the terms and conditions contained in the appended brochure.
A demand draft of ₹ 3 lakh payable at Ludhiana is enclosed.
P. Bhatia : Partner

Question :
Draft a formal reply to M/s Sumit Brothers explaining why all the orders have
been cancelled.

Answer:
Parag Textiles
25, Old Fort Road,
Surat
25 October, 20XX
M/s Sumit Brothers
26, Central Market
Jhansi
Dear Sir
Sub: Cancelling of Orders
Your dealings with us defy all ethics of business norms and culture. In spite of
repeated reminders you have been deliberately withholding outstanding
payments. Since the amount due towards you exceeds ten times your deposit
with us, we are constrained to cancel all your previous orders placed with us.
Sd/-
Sales Manager
 QUESTIONS FOR PRACTICE

1. You were invited by the local unit of Boogie Woogie, a talent search
organisation, to make a selection of the local teams for participation in
the zonal competition and performance at the national level. But you are
not in a position to do so because you have met with an accident. Write
a letter to the convener regretting your inability to honour the request
explaining to him your position. You are Arun/Aruna Joglekar.
2. You have received an invitation to attend the prize giving ceremony on
the occasion of the Regional Social Sciences Exhibition. Write a letter to
the Secretary of the ‘The World View’ (the organiser of the exhibition)
informing him about your inability to attend. Give three reasons.
3. You were invited by a friend of yours to spend some days at his
farmhouse in Manali during the summer vacation. Respond to his
invitation.
4. On behalf of Shabana Azmi, M.P. and noted film star, write a reply
accepting the invitation of the Little Angels Club – a society running an
orphanage, to preside over their Diwali Mela celebrations.
5. Your school, Modem School, Barakhamba Road, New Delhi is
organising its Annual Sports Day. Draft an invitation to be sent to the
parents.
6. Your school, St. Thomas Public School, Meerut, is organising an inter
school one-act play competition. Draft an invitation to famous playwright
Vijay Kumar to act as one of the judges.