Invitation Letter Format with 11 Samples
An invitation letter asks a person to attend an event and gives them the date, time and place. This page has 11 samples: birthday and wedding invitations for friends and family, formal invitation letters to a chief guest or speaker, a Teachers' Day invitation, a third person invitation and a reply for Class 12 practice.
Write your name and city once at the top, and each sample shows them in place. Then add the event details in the brackets.
Birthday Invitation Letter to Friend
For a student inviting a close friend who lives in another city to come for a birthday celebration.
City
I hope you and your family are doing well. My birthday is on Date, and this time my parents have allowed me to have a proper party at home. It would not feel complete without you.
The party starts at 6 pm. Mummy is making her famous pav bhaji, and we have planned a treasure hunt on the terrace, the same game we played at your house two summers ago.
Please ask your parents if you can come a day early and stay the weekend. My father can pick you up from the station. Write back soon and tell me your train timing.
Invitation Letter for Birthday Party (from Parents)
For parents inviting relatives and neighbours to a child's first birthday party at a hall or home.
City
Our little one is turning one, and we would love you to bless her on her first birthday. We are having a small party at Venue Name, Address, on Date from 7 pm onwards.
There will be a cake cutting at 7:30 pm, followed by dinner. Children are most welcome, and there will be games and a magic show for them.
Kindly let us know by reply date how many of you will come, so that we can plan the seating. Your presence will make the day special for our family.
Phone
Wedding Invitation Letter to a Friend (Sister's Wedding)
For someone inviting a friend to a sister's wedding, sent along with the printed card.
City
Big news from home: my elder sister is getting married on wedding date, and I am writing to invite you and your parents to all the functions. The printed card is enclosed with this letter.
The mehendi and sangeet will be held at our house on the evening before, and the wedding will take place at Venue Name, City, with the reception that night. I am in charge of the sangeet dances, so I need you here early to practise with me.
We have booked rooms for outstation guests near the venue, so do not worry about where to stay. Please confirm your travel dates by reply date, and I will arrange a car from the station.
Invitation Letter Format
Use the formal format for officers, chief guests, speakers and business clients. Use the informal format for friends and relatives.
| Part | Formal invitation letter | Informal invitation letter |
|---|---|---|
| Sender's address | Your post and organisation, top left | Your home address, top left |
| Date | Below the sender's address | Below the sender's address |
| Receiver's address | Name, post and office of the person invited | Not needed |
| Subject | "Subject: Invitation to [event]" | Not needed |
| Salutation | Respected Sir/Madam, or Dear Sir/Madam, | Dear [Recipient Name], |
| Body | The event, date, time, venue, the role you want them to play, and a request to confirm | The occasion, the details, and why you want them there |
| Closing and signature | Yours sincerely or Yours faithfully, name and post | Your loving friend, With love, your name |
Always give the four details every guest needs: what, when (date and time), where, and how to reply.
Formal invitation letter format for Class 12
In the Class 12 writing section, an invitation question may ask for a formal invitation in third person (card style), an informal invitation, or a formal reply. Marks usually go to format, content (all event details) and expression. The card style has no salutation, subject or closing, and it never uses "I" or "you". A reply letter follows the formal letter format and must clearly accept or decline. Check the current CBSE syllabus for the word limit and marks. For more practice, see formal letter and informal letter.
Marriage Invitation Letter to Office Colleagues (Email)
For an employee inviting the team and manager to his or her own wedding reception.
I am happy to share that I am getting married on wedding date. It would mean a lot to me to see you all at the reception that follows.
Date: Date
Time: 7:30 pm onwards
Venue: Venue Name, Address, City
The e-card with the map is attached. Families are welcome too. To help with the arrangements, please reply to this email by reply date with the number of people coming.
I will be on leave from start date to end date, and colleague's name will handle my work during that time. Looking forward to celebrating with you.
Designation, Department
Formal Invitation Letter to Chief Guest for Annual Day
For a school principal inviting a senior officer or eminent person to be the chief guest at the annual function. This is the CBSE formal letter format.
School Name
City
District Collector
City
On behalf of the staff and students of School Name, I have the honour to invite you as the chief guest for our Annual Day celebration on Date at 5 pm in the school auditorium.
The programme will include a cultural show by students, the release of the school magazine and the prize distribution for academics and sports. We would be grateful if you could give away the prizes and address the students for about ten minutes.
Your work in improving the district's government schools is well known, and our students would be inspired to hear from you. Kindly confirm your availability, so that we can make the necessary arrangements. Our coordinator, coordinator's name, can be contacted on Phone for any details.
Principal
Formal Invitation Letter Format Class 12: Inviting a Doctor for a Talk
For a resident welfare association secretary inviting a doctor to speak at a health awareness camp. Practise this for Class 12 formal invitations.
Society Name Resident Welfare Association
City
Senior Physician
Organisation Name
City
Our association is organising a free health awareness camp for the residents of our colony on Date from 9 am to 1 pm at the community hall. We request you to be our main speaker for the morning.
Most of our residents are senior citizens, and many of them have diabetes or high blood pressure. A 30 minute talk on diet, exercise and regular check ups, followed by questions, would be of great help to them.
Free blood sugar and blood pressure tests will also be done at the camp by volunteers from a nearby nursing college. We will arrange your transport from the hospital and back. Kindly let us know if you can spare the time.
Secretary
Teachers' Day Invitation Letter
For the head boy or head girl inviting the teachers on behalf of the student council to the Teachers' Day programme.
All Teachers
School Name
City
The students of Class 12 cordially invite you to the Teachers' Day celebration on 5 September at 11 am in the school hall.
We have prepared a short programme of songs, a skit and a few surprises, followed by lunch arranged by the students. On this day, you only need to sit back and enjoy, as Class 12 students will take your classes in the morning.
Your presence will make our effort worthwhile.
Head Girl/Head Boy, on behalf of the Student Council
Invitation Letter for Party (Housewarming)
For a family inviting relatives and friends to a housewarming puja and lunch at their new home.
City
After many months of waiting, we have finally moved into our own home. We are holding a small griha pravesh puja on Date at 10 am, followed by lunch, and we would love you to be with us.
The new address is Address. It is a ten minute walk from the metro station, and there is parking in the society basement for guests.
Please come with the whole family. We are keeping it simple and homely, so there is no need for gifts. Just your blessings and a few hours of your time will make it a happy beginning for us.
Phone
Business Letter of Invitation (Product Launch)
For a company inviting clients or dealers to the launch of a new product or showroom.
Address
City
Designation
Organisation Name
City
We are pleased to invite you to the launch of Product Name on Date at 4 pm at our showroom, Address.
As one of our valued partners, you will be among the first to see the product in action. Our technical team will give a live demonstration, and you can discuss dealer terms and early order benefits with our sales head in person.
The event will end with high tea at 6 pm. Kindly confirm your attendance by reply date by replying to this letter or calling Phone. We look forward to welcoming you.
Designation
Company Name
Formal Invitation in Third Person (Invitation Letter Class 12)
For Class 12 students who must write a formal invitation in the card style. It uses no salutation, no subject and no "I" or "you".
The Principal, staff and students of School Name request the pleasure of the company of Recipient Name at the inauguration of the new science block by the District Education Officer.
Date: Date
Time: 10 am
Venue: School campus, Address, City
Light refreshments will be served after the function.
Phone: Phone
Reply to an Invitation Letter (Accepting)
For a guest accepting a formal invitation to be the chief guest or speaker at an event.
City
School Name
City
Thank you for your letter inviting me to be the chief guest at your school's Annual Day on Date. I am glad to accept.
I will reach the school by 4:45 pm. Please let me know if you would like me to speak on any particular topic. I would also be happy to meet the prize winners for a few minutes after the function, if time permits.
I look forward to the programme and to meeting your students.
Designation
Tips for Writing an Invitation Letter
- Put the date, time and venue in the first paragraph, or list them on separate lines so they are easy to find.
- Send the invitation at least two weeks before the event. Give chief guests and outstation guests about a month.
- Ask for a reply by a fixed date, and give a phone number or email for it.
- For a chief guest, say exactly what you want them to do: give prizes, speak, inaugurate, and for how long.
- Mention helpful details such as parking, directions or a stay arrangement for guests travelling from far.
- In a third person invitation, use the person's name and "request the pleasure of the company of", never "you".
- Keep a friendly letter warm, but still check the date and address twice before you send it.
Questions people ask
How do you write an invitation letter?
Start by saying what the event is and that you want the reader to attend. Give the date, time and venue, and add any extra details such as dress code or parking. End by asking the reader to confirm by a certain date.
How is a formal invitation letter different from an informal one?
A formal invitation goes to someone you know through work or an official role. It has a receiver's address and a subject line. An informal one goes to friends and family, has no subject, and uses a warm, personal tone.
What is a third person invitation?
It is the card style used for weddings, inaugurations and school functions. It names the host and the guest instead of using "I" and "you", for example "The Principal requests the pleasure of the company of". It has no salutation or closing.
How should I reply to an invitation letter?
Thank the host and say clearly whether you accept or decline. If you accept, confirm the time you will arrive. If you decline, give a short reason and send good wishes for the event.
Can I send an invitation letter by email?
Yes. Email is common for office events and wedding invitations to colleagues. Put the event and date in the subject line, list the details clearly in the body, and attach the e-card if you have one.
Every letter on this page is written and checked by our team. Spotted a mistake? Tell us. How we write.
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