QUESTION NO.

4: FORMAL / INFORMAL INVITATION AND REPLY

To invite someone for an occasion, we use the written form INVITATION.

Invitations can be written in Print/Card format and a letter format as well. They are of two types-
1. Formal
2. Informal

Marking scheme:
Format- -1M
Content- Name of the person(s) who is inviting; the invitee, date, day, chief guest, place, occasion etc. -2 M
Expression – (Grammatical accuracy, language and spellings)-1M

MAIN CHARACTERISTICS
➢ An invitation is complete information. It answers the questions: who, whom, when, where, what time
and for what. The important components of an invitation therefore are:-
➢ The occasion
➢ Name(s) of the invitee(s)
➢ Name(s) of the host(s)
➢ Date, time and venue
➢ Name(s) of the chief guest or special invitees , in case of an official invitation

FORMAT OF FORMAL INVITATIONS

In case of formal invitations, each of the following is written in a separate line with fonts of varying
sizes.
➢ Names of the hosts
➢ Names of the invitee (in case of a formal letter of invitation))
➢ Formal phrase of invitation , for example :-
➢ Request the pleasure of your benign presence/company.
➢ Seek your auspicious presence.
➢ Solicit your gracious presence on the auspicious occasion
➢ The date, time and venue of the event.
➢ The occasion/reason of the invitation.
CHARACTERISTICS OF FORMAL INVITATIONS
Meant for a lot of invitees
➢ These are written in the third person.
➢ In case a VIP is invited as the chief guest the name of the VIP must appear prominently.
➢ Name of the invitee is not to be included. The addressee’s address is to be written only on the
envelope.
➢ Simple Present Tense is to be used.
➢ The date of writing is not to be given.
➢ There is no signature of the host.
➢ The abbreviation RSVP (French : repondez s’il vous plait ) i.e. ‘please reply’ is written below on
the left with name(s) , address and phone number of the host(s).
➢ Put the invitation into a box.
➢ Do not exceed 50 words. Time yourself- 6-8 minutes.
 Sample Formal invitation (Printed/Card format)

Q 1- Your school is organising the Annual Sports Day next month at one of the prestigious stadiums
of your city. Draft an invitation in not more than 50 words giving all the necessary details.

The Principal, Staff and the Students

Of
ABC Vidyalaya Balaghat
cordially invite you to their
ANNUAL SPORTS DAY
at 9:00 am on 15 February 2020
at
The Mulna Stadium

Mr. Deepak Arya IAS

Collector, Dist- Balaghat
has kindly consented to be the chief guest
RSVP
Mr. Pankaj Kumar
Principal
07632XXXXX

Sample Formal invitation (Non Printed/Letter Format)

➢ Meant for an individual

➢ Include the name of the invitee
➢ These are to be written on run-on lines. The sentence is not broken into different words/phrases.
➢ Other details are similar to the mass-scale invitations

Q 2- Your school is organising the Annual sports Day next month at one of the prestigious stadiums of
your city. Draft an invitation in not more than 50 words requesting Mr. Deepak Arya, IAS Collector
Balaghat to preside over the function as the chief guest and to give away the prizes.

ABC Vidyalaya Balaghat

Post- Bharweli Dist- Balaghat

Feb 9 ,2019

Mr. Deepak Arya, IAS

Collector, Dist- Balaghat

Subject: Invitation to be the chief guest

Sir
We are pleased to inform you that ABC Vidyalaya Balaghat is going to celebrate its 25th annual sports
day on 15 February 2020 at 9:00 am at The Mulna stadium. We shall consider it a great honour and
favour if you could grace the occasion and preside over the function as the chief guest and give away
the prizes.
 We hope your honour will kindly accede to our request. We would appreciate a line in reply or a
telephone call on phone No 07632XXXXX.

Thank you

Yours Faithfully
Pankaj Kumar

Principal

Sample Formal Replies- Acceptance

Replies - Accepting or Declining

Formal - follow a set formula
- formal words — kind invitation’, ‘great pleasure’, ‘regret’ etc.
- Use the third person instead of the first person (‘I’, we’)
- The address of the writer and the date to be written.

Q3. Mr. Deepak Arya (I.A.S.), collector, Balaghat has been invited to preside over the Annual sports
Day of ABC Vidyalaya Balaghat to be held on 15 February 2020 at the Mulna Stadium. On behalf of
Mr. Deepak Arya, write a formal reply of acceptance to Mr. Pankaj Kumar, Principal, ABC Vidyalaya
Balaghat.

Collectorate
Dist- Balaghat

10 February 2020

Deepak Arya thanks Mr. Pankaj Kumar, Principal, ABC Vidyalaya Balaghat for his kind invitation to
preside over the Annual sports Day to be held on 15 February 2019 at 9:00 am at the Mulna Stadium.

He is delighted to accept the invitation and promises to be on time.

Sample Formal Replies- Declination
Q4. Mr. Deepak Arya (I.A.S.), collector, Balaghat has been invited to preside over the Annual sports
Day of ABC Vidyalaya Balaghat to be held on 15 February 2020 at the Mulna Stadium. On behalf of
Mr. Deepak Arya, write a formal reply to Mr. Pankaj Kumar, Principal, ABC Vidyalaya Balaghat
informing about his inability to accept the same due to a prior engagement.
Collectorate
Dist- Balaghat

10 February 2019

Deepak Arya thanks Mr. Pankaj Kumar, Principal, ABC Vidyalaya Balaghat for his kind invitation to
preside over the Annual Sports Day to be held on 15 February 2019 at 9:00 am at the Mulna Stadium.

But regrets his inability to accept the same due to a prior engagement.
 Sample Informal invitation (Non Printed/Letter format)
➢ Written in a letter form, in informal format. Such letters are very persuasive in nature.
➢ Written in the first person
➢ Salutation is ‘dear + name’
➢ Date of writing the invitation is given.
➢ The sender’s address appears on the left hand side.
➢ Various tenses used to suit the sense.
Q 5- You are Manoj/Manjula. Draft an invitation for your friend/friends for the party you are giving
to celebrate your selection in the B.Tech. course in Delhi University. Invent necessary details within 50
words.
G 213, Vayu Vihar
New Delhi

9 February 2020

Dear Mehul
You will be glad to know that my family has decided to celebrate my selection to the B.Tech. course at DU
with a party. So, I invite you to join in the celebrations at my residence on 20th February 2020 at 7:30 pm.

Please join the celebrations and merry–making.

Yours affectionately
Manoj

Sample Informal invitation (Printed/Card format)

(When the question says ‘draft a card’)

COME LET’S CELEBRATE….

MY SELECTION TO THE B.TECH. COURSE AT DU
WITH A PARTY…..
On: 20 Feb.2020
At : My residence ( G 213, Vayu Vihar, New Delhi)
Time: 7:30 pm onwards

Manoj

WEDDING INVITATION

Q6. You are S.K Verma. Draft an invitation to be sent on the occasion of your daughter, Remya’s
marriage. Invent the necessary details within 50 words.
 Mrs. & Mr. S.K. Verma request the pleasure
Of your benign presence on the occasion of the marriage of their daughter
Remya
With
Rakesh
(S/o Mr. & Mrs. D.K. Singh, Mandla)
On 20 February 2020 at 10 a.m.
Venue: Hotel Anand, Kalam Road, Seoni

RSVP With best compliments from

Mr. S.K. Verma friends & relatives of
9898XXXXXX Verma Family

Sample Informal Replies- Acceptance

Replies - Accepting and declining

Informal - Like an ordinary letter
- do not use any formal expressions but use informal words and expressions
- use the first person (‘I’, ‘We’)

Q7. You are Mehul/Meena. You have been invited to attend the celebration of selection of your friend
in B.Tech. course in Delhi University. Respond to the invitation informally accepting it.

C22/5 BSNL Colony

New Delhi

12 February 2020

Dear Manoj
Thank you for your kind invitation. It is really a matter of great pleasure for me to join the celebration of
your selection in B.Tech. course in Delhi University. Indeed I am excited to be a part of it and I’ll
definitely be there on time.

See you soon.

Yours affectionately
Mehul

Sample Informal Replies- Declination

Q8. You are Mehul/Meena. You have been invited to attend the celebration of selection of your friend
in B.Tech. course in Delhi University. Respond to the invitation informally declining it.

C22/5 BSNL Colony

New Delhi

12 February 2020
 Dear Manoj
Thank you for your kind invitation and hearty congratulations on your grand success. I am sorry to
say, however , that I shall not be able to come to the party as I shall be out of station that week.

I wish you all the best for your bright future.

Yours affectionately
Meena

Question 1
You are a CCA Incharge of Kendriya Vidyalaya CRPF Mudkhed. The school is holding its annual function
on Saturday, 5th August, 2023. Brig. G S Reddy, SM, DIGP, CRPF Mudkhed 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.

Question 2
Suppose you are Mr. Ramakant Shakya, Principal of Kendriya Vidyalaya CRPF Mudkhed. Write a formal
invitation letter to Brig. G.S. Reddy, DIGP, CRPF, Mudkhed to invite him as the Chief Guest for the Annual
Day Function of your school.

The Principal
Kendriya Vidyalaya
CRPF
Mudkhed
02 August 2023

Brig. G. S. Reddy
SM, DIGP
CRPF, CTC
Mudkhed

Subject: Formal Invitation to be the Chief Guest for the Graduation Ceremony

Respected Sir

It gives us immense pleasure to invite you to be the Chief Guest for the Annual Day Function that is to
be held at 5.00 pm on 5th August 2023 at Kendriya Vidyalaya CRPF Mudkhed. It would be a great
honour to the students if you could give away the prizes to the students.

The undersigned genuinely hopes that you would accept this invitation. It would be highly appreciated
if you could reply to us by the 3rd of August, 2023, so that we can make the necessary arrangements for
your travel and accommodation.

Looking forward to hearing from you.

Thank you

Yours sincerely

RAMAKANT SHAKYA
Principal

Model Invitation – 1

The Principal, Staff and Students of

Lady Shriram College, New Delhi
solicit your benign presence
for the inaugural ceremony of

THE ANNUAL LITERARY FEST

TULIKA – 2023

On 14 August 2023 at 10 a.m.

In the College Auditorium

Mrs. Arundhati Roy, the eminent writer

has kindly consented to grace the occasion as chief guest

RSVP
The Principal
Lady Shriram College New Delhi-02
Mob: 9879xxxxxx
Email ID: [email protected]
 Model Invitation – 2

Mrs. & Mr. M. K. Mehta

solicit your gracious presence
on the auspicious occasion of
the marriage reception of their daughter

NAYANIKA
with
MANEESH
(S/o Mr. & Mrs. S. C. Ahuja, Karol Bagh, New Delhi)

On FRIDAY, 11 AUGUST 2023

At 7pm – 10 pm

Venue: Sai Vihar Convention Centre, New Rohtak Road, New Delhi

RSVP With best compliments

Mr. M. K. Mehta Nikhil, Nitya and Devansh
3C/21,Windsor Heights
New Rohtak Road
New Delhi-05
Mob: 8847xxxxxx
Reply to Card Type Invitations

Suggested Value Points:

• Written in the third person and in the simple present tense

• Date of reply is to be written on the top left corner
• Name of the sender, the host, the event, date, time and venue to be clearly mentioned
• Acceptance or refusal should be mentioned clearly
• Reply to be enclosed in a box

Model Reply in Acceptance (Card Type)

03 August 2023

Mrs. and Mr. A. K. Aggarwal thank the students, staff and management of Lady
Shriram College for invitation to the Annual Literary Fest TULIKA 2023 on 14
August 2023 at 10 am in the college auditorium.

They are happy to accept the invitation and extend their felicitation

Model Reply in Refusal (Card Type)

03 August 2023

Mrs. and Mr. A. K. Aggarwal thank the students, staff and management of Lady
Shriram College for invitation to the Annual Literary Fest TULIKA 2023 on
14 August 2023 at 10 am in the college auditorium.

They extend their felicitations. However, they regret their inability to attend the
event due to a prior commitment.
 Model Invitation (Letter type)– 1

Rotary Public School

Andheri West
Mumbai-400068
03 August 2023

Mansi Arora
14, Runwal Forests
Kanjurmarg West
Mumbai – 400078

Subject: Invitation to engage session in literary workshop-reg.

Dear Madam

We are pleased to inform you that Rotary Public School is organizing a one-day literary workshop for
budding writers on 25 September 2023 from 10 am to 5 pm in the school auditorium. It would be a matter
of great pride for us if you could engage a session on poetry and inspire the young minds. A tentative
schedule of the programme is attached for your perusal. Kindly confirm your availability by 15 August
2023.

Thank you

Yours sincerely

Priya George
Principal

Model Invitation (Letter type) – 2

St. Joseph’s College

Thiruvananthapuram
Kerala-695002

03 August 2023

Anuradha Pai
Sarovaram
Nanthencode
Thiruvananthapuram– 695004

Subject: Invitation as moderator for Inter Collegiate debate competition –reg.

Dear Madam

St. Joseph’s College is organizing an Inter Collegiate debate competition in English on the topic “Digital Turn
in the Classroom-Boon or Bane?” in connection with the celebration of the 3rd anniversary of NEP-2020.
Teams from five reputed colleges in and around the city are participating in the event which is scheduled on
20 August 2023 at 10 am in the college
auditorium. It would be a great honour for us if you could kindly consent to be the moderator of the debate.
We request you to confirm your availability by 10 August 2023.

Thank you

Yours sincerely

M K Kurien
Principal

Formal Reply in Letter type – Acceptance

• Written in the format of a formal letter

• Expression of gratitude for the invite (Could include an appreciation of the initiative)
• Acceptance of the invite
• Confirmation about relevant details such as time, date etc.

Model Letter of Acceptance

Mansi Arora
14, Runwal Forests
Kanjurmarg West
Mumbai – 400078

12 August 2023

Priya George
Principal
Rotary Public School
Andheri West
Mumbai-400068

Subject: Reply to invitation to engage session in literary workshop-reg.

Dear Madam

Thank you for your gracious invitation. Your efforts in promoting literary skills in students
are commendable. It would be an honour to engage in a creative interaction on poetry with
the budding minds. I accept the invitation and hereby confirm my availability for the literary
workshop on 25 September 2023 at 10 am.

Thank you

Yours sincerely
Mansi Arora
 Formal Reply in Letter type – Refusal

• Written in the format of a formal letter

• Expression of gratitude for the invite (Could include an appreciation of the initiative)
• Statement of refusal of invitation (Could include the reason)
• Conveying best wishes for the event.
•
Model Letter of Refusal

Anuradha Pai
Sarovaram
Nanthencode
Thiruvananthapuram-695004
18 August 2023

M K Kurien
Principal
St. Joseph’s College
Thiruvananthapuram
Kerala-695002

Subject: Reply to invitation as moderator for Inter Collegiate debate competition-reg.

Dear Sir

Thank you for your gracious invitation to attend the Inter Collegiate debate competition as moderator. The
topic is interesting and I would have loved to listen to the young minds’ opinions on the same. However,
I regret to say that I will be unable to accept the invitation on 20 August 2023 due to a prior engagement.
Best wishes for the programme.

Thank You
Yours sincerely
Anuradha Pai

QUESTIONS FOR PRACTICE

1.Your school is organizing the prestigious KVS National Level Social Science Exhibition in its premises.
Draft an invitation in not more than 50 words giving all essential details.
2.You are Rahul, son of Ram Singh, Ambedkar Colony, Chhindwara. Your father wants you to draft a formal
invitation to be sent on the occasion of your sister, Meera’s marriage. Prepare the invitation.
3.You are Somi. You have been invited by Rotary Club to act as one of the judges for a state level debate
competition. But due to a previous engagement you cannot accept this invitation. Write a formal reply to the
President of the Club regretting your inability to accept the invitation.
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