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The Explained Of Appointment and Inviting


APPOINTMENT (promise) is an expression used to make a deal or several

agreements to meet or do something with other people at a certain time (a
predetermined time and agreed upon)
APPOINTMENT ( Janji ) yaitu sebuah ekspresi yang digunakan untuk membuat sebuah atau
beberapa perjanjian bertemu atau melakukan suatu hal dengan orang lain pada waktu
tertentu (waktu yang telah ditentukan dan disepakati bersama)

 There are several points to consider when making an

appointment, including:

1. Make an appointment

If there is a formal situation, you can say, "I would like to arrange an
appointment to discuss something."

As for situations or meetings that tend to be informal / casual, you can

say, "Can we meet on Tuesday?", "Are you free next Sunday / week?",
"What about we meet sometime this weekend?" The time can certainly be
replaced as you like, as needed.

2. Agree on an appointment

If there is a formal situation, you can say, "I would be available at that
time,", "Yes, I believe I am available to have a meeting at the time

As for situations or meetings that tend to be informal / casual, you can

say, "Yes, Sunday is fine.", "This Friday would be perfect, I'll be there.", Or
"Friday suits me just fine. See you. "

3. State that the time is not right

If there is a formal situation, you can say, "Unfortunately, I don't think I

won't be available at that time, because ...", "I will be out of town next
Sunday, but I will be available on Monday in the afternoon. "

As for situations or meetings that tend to be informal / casual, you can

say, "I'm afraid I can't meet you today. What about tomorrow? ","
Wednesday is going to be a bit difficult, I will be quite busy that day. What
about Saturday? "," Can we meet up on Sunday instead of Saturday? "

4. Determine the meeting time

If there is a formal situation, you can say, "Shall we meet around 8.30 in
the morning?" or "What sort of time would you suit?"

As for situations or meetings that tend to be informal / casual, you can

say, "I'd like to meet at lunch.", "Is dinner time good for us to meet?",
"How does 12.30 sound to you?"

5. Cancel the appointment at the same time apologize

If there is a formal situation, you can say, "Would it be possible to

schedule the meeting for another? I have a sudden change of plan for this
weekend. " or "I'm afraid I have to cancel / post our meeting because ..."

As for situations or meetings that tend to be informal / casual, you can

say, "I'm sorry about canceling our meeting, can we fix another time to
meet?", "Can we make another time?", Or "Something just came up and I
won't be able to come this afternoon. "

6. Confirm the appointment

If there is a formal situation, you can say, "Please confirm / let me know if
this date and time is convenient for you."

As for situations or meetings that tend to be informal / casual, you can

say, "Would you let me know if Friday morning is okay for you?"

 Making an Appointment/ Membuat Janji

 Can I join you for the party tonight? I will come at 7 pm.
 Can I call you after dinner?
 How about tomorrow?
 How about after school?
 I would like to make an appointment with you.
 You can use my car tomorrow.

 Approving an Appointment/ Menerima Janji

 Okay
 Sure
 Certainly
 That must be great
 That would be fine
 It’s a deal
 I don’t mind
 Don’t be late
 Why not
 No problem
Making an Appointment and Approving an Appointment

Jack: I will have a party tonight. At 8 pm after dinner. Would you like to join with
Kyra: Sorry, Jack. I have to study for my exam. How about after that at 9 pm?
Jack: That will be fine.
Kyra: Oke… see you there.

 Canceling an Appointment/ Membatalkan Janji

 I’m sorry because I will have planning tomorrow.

 I wish I could, but I will go with my mother.
 Sorry… I am busy.
 I can’t make it.
 That is not a good time.

Making an Appointment and Cancelling an Appointment

Ana: I will have a presentation tomorrow. Would you like to help me preparing the
materials after school?
Jane: Sorry, Ana. I wish I could, but I have to take my mother to see a doctor.
Ana: How about tonight?
Kyra: I don’t know. I think that I can’t do that. Sorry.
Ana: That’s okay.

 Exercise 1
Useful Expressions Ungkapan yang Sering
 I’d like to make an appointment with Mr. Smith.
 When would you be available?
 Are you available on Tuesday?
 Would that be ok for you?
 Is Wednesday convenient for you?
 Would that suit you?
 I'm afraid I have another appointment at that time.
 I'm sorry, but I won't be able to make it on Wednesday.
 Could we meet on Thursday at 6 pm instead?

 I want to make an appointment to see … (Saya ingin membuat janji untuk bertemu …).
 Would you mind arranging a meeting with …? (Bisakah anda mengatur sebuah
pertemuan dengan …?).
 Can we meet at …? (Bisakah kita bertemu di …?).
 Are you free tonight? (Apakah kamu ada waktu luang malam ini?).
 I’d like to make an appointment with … (Saya ingin membuat janji dengan …).
 If it is possible, I would like to come by and see you tomorrow (Jika memungkinkan,
saya ingin datang dan bertemu denganmu besok).
 Are you available at … A.M./P.M.? (Apakah kamu ada pada jam ….?).
  Let’s meet at/in/on….? (Mari kita bertemu pada/di….?).

 Exercise 2
Dialogue Practice Latihan Percakapan
 Example Dialog Appointment
Dialog 1. Making appointment with a doctor

Assistant: Good afternoon. This is Doctor Emma’s office. How may I help
you? (Selamat sore. Dengan kantor dokter Emma di sini. Ada yang bisa
saya bantu?)

Patient: Hi. I’d like to make an appointment to see Doctor Emma,

please. (Hai. Saya ingin membuat janji temu dengan dokter Emma)

Assistant: Have you seen Doctor Emma before? (Apakah Anda pernah
bertemu dengan dokter Emma sebelumnya?)

Patient: Yes, I have. I had a physical check-up three months ago.

(Pernah. Saya pernah melakukan pemeriksaan fisik tiga bulan yang

Assistant: All right. What’s your name? (Baiklah. Siapa nama Anda?)

Patient: My name is Angela Smith. (Nama saya adalah Angela Smith)

Assistant: Ms. Smith, could you please wait a moment? I’m searching
your file. (Bu Smith, bisa tolong menunggu sebentar? Saya akan
mencari catatan Anda)

Patient: Sure. (Tentu saja)

Assistant: Thank you. I’ve found your information. May I know the
reason of making this appointment? (Terima kasih. Saya telah
menemukan informasi Anda. Boleh saya tahu alasan Anda membuat
janji temu ini?)

Patient: I’ve been feeling sick lately. I’d like to see Doctor Emma soon.
(Saya merasa tidak enak badan akhir-akhir ini. Saya ingin bertemu
dokter Emma segera)
Assistant: Okay. There’s one available time this Friday at 8 in the
morning. (Oke. Ada waktu tersedia hari Jumat ini pukul 8 pagi)

Patient: Yes. That would be great. (Ya. Itu akan bagus)

Assistant: Very well. I’ll schedule an appointment for you 8 o’clock this
Friday. (Baiklah. Saya akan menjadwalkannya untuk Anda pukul 8 pagi
hari Jumat ini)

Patient: Thank you. (Terima kasih)

Assistant: My pleasure. See you this Friday. (Sama-sama. Sampai

bertemu di hari Jumat)

Patient: See you. (Sampai bertemu)

Dialog 2. Making appointment with a friend to watch a concert

Ana: Hi, Dave. What are you doing this Saturday? (Hai, Dave. Apa yang
akan kamu lakukan hari Sabtu ini?)

Dave: I’m going to the Coldplay’s concert. (Aku akan pergi ke konsernya

Ana: Really? Me too! (Benarkah? Aku juga!)

Dave: How about we go to the venue together? (Bagaimana jika kita

berangkat ke lokasinya bersama?)

Ana: Actually, I’m going with my cousin, but you’re welcome to join us.
(Sebenarnya aku akan pergi dengan sepupuku, tetapi kamu boleh
gabung dengan kami)

Dave: I’ll come with you if it’s that okay for your cousin. (Aku akan pergi
bersama kalian jika sepupumu tidak keberatan)

Ana: She’ll be happy to see you. (Dia akan senang bertemu denganmu)

Dave: Great! (Bagus!)

Ana: So… where should we meet? (Jadi… di mana kita harus bertemu?)

Dave: I’ll drive and pick you up at your house at 5. How about that?
(Aku akan mengemudi dan akan menjemput kalian di rumahmu pukul
5. Bagaimana kalau begitu?)

Ana: Sounds good. (Kedengarannya bagus)

Dave: All right. See you both at 5 on Saturday! (Baiklah. Sampai
bertemu kalian berdua pukul 5 hari Sabtu)

Ana: Yeah. See you. (Ya. Sampai bertemu)

Dialog 3. Making appointment with a teacher

Student: Excuse me, Mr.Edgar. I’d like to talk with you about my final
assignment. Could I make an appointment with you? (Permisi, Pak
Edgar. Saya ingin berbicara dengan Bapak tentang tugas akhir saya.
Bisakah saya membuat janji temu dengan Bapak?)

Teacher: I’m free this Wednesday from one until three. What works best
for you? (Saya senggang hari Rabu ini dari pukul satu sampai pukul
tiga. Kapan waktu terbaik untuk Anda?)

Student: I’d like to come in at one o’clock. (Saya akan datang pukul

Teacher: Fine. I’ll see you in my new office. Do you know where it is?
(Baik. Saya akan menemui Anda di ruangan baru saya. Apakah Anda
tahu di mana ruangannya?)

Student: I’m afraid I don’t. (Saya khawatir tidak tahu)

Teacher: It’s on the first floor next to the counseling room. (Letaknya di
lantai satu di samping ruang konseling)

Student: Okay, I’ll find it. (Baik, saya akan menemukannya)

Teacher: Good. (Bagus)

Student: Thank you. I’ll be there. (Terima kasih. Saya akan ke sana)

Dialog 4. Making appointment with hairdresser

Receptionist: Hello. This is Beauty Hair. How can I help you? (Halo.
Dengan Beauty Hair. Ada yang bisa dibantu?)

Customer: Hi. Can I make an appointment with Lucy, please? (Hai.

Bisakah saya membuat temu janji dengan Lucy?)

Receptionist: Is it for a hair treatment? (Apakah ini untuk perawatan

Customer: No, it’s for a haircut and coloring. (Tidak, untuk potong
rambut dan pewarnaan)

Receptionist: Oh, okay. When would you like to come in? (Oh, oke.
Kapan Anda ingin datang?)

Customer: Is there anything available after four on Tuesday? (Apakah

ada waktu yang tersedia setelah pukul empat di hari Selasa?)

Receptionist: Is 6 pm okay? (Apakah pukul 6 sore tidak apa-apa?)

Customer: Yeah, that’s fine. (Ya, itu tidak apa-apa)

Receptionist: All right. What’s your name, please? (Siapa nama Anda?)

Customer: Meghan George. (Meghan George)

Receptionist: Ok, Meghan. We’ll see you on Tuesday at 6 pm. (Oke,

Meghan. Sampai jumpa hari Selasa pukul 6 sore)

Customer: Thanks. (Terima kasih)

Dialog 5. Making appointment for job seeker

Secretary: Good morning. I’m calling from ABC Company. May I speak
to John Parker, please? (Selamat pagi. Saya dari Perusahaan ABC. Boleh
saya berbicara dengan John Parker?)

Job seeker: This is John himself. (Saya John sendiri)

Secretary: Hello, John. I’m Kim the secretary of a hiring manager of ABC
Company. I’m calling to inform you that we’ve reviewed your resume
and we’re impressed. (Halo, John. Saya Kim sekertaris manajer HRD
Perusahaan ABC. Saya menelepon untuk memberitahukan bahwa kami
telah melihat CV Anda dan kami terkesan)

Job seeker: Thank you. (Terima kasih)

Secretary: We’d like to invite you for an interview at our office on

Thursday or Friday after two pm. What time slot would be best for you?
(Kami ingin mengundang Anda untuk wawancara di kantor kami hari
Kamis atau Selasa setelah pukul dua siang. Kapan waktu terbaik untuk

Job seeker: Friday at three o’clock would be good for me. (Hari Jumat
pukul tiga)
Secretary: Great. We look forward to meeting with you. (Bagus. Kami
tidak sabar untuk bertemu dengan Anda)

Job seeker: I look forward to meeting with you too. (Saya juga tidak
sabar untuk bertemu dengan Anda)

Dialog 6. Making appointment with boss

Employee: Good afternoon, sir. We’d like to discuss the new project
with you. When would be the best time for you? (Selamat siang, Pak.
Kami ingin mendiskusikan proyek baru bersama Bapak. Kapan waktu
yang terbaik untuk melakukannya?)

Employer: How about tomorrow morning? (Bagaimana jika besok pagi?)

Employee: That would be good. What time would we meet? (Itu akan
bagus. Pukul berapa kita akan bertemu?)

Employer: I’ll check my schedule, and my assistant will e-mail you the
exact time. (Saya akan memeriksa jadwal saya, dan asisten saya akan
memberitahukan waktu tepatnya lewat surel)

Employee: All right. I’ll make sure that the other committees get
notified about this. (Baiklah. Saya akan pastikan bahwa komite lainnya
akan diinformasikan tentang hal ini)

Employer: Good. (Bagus)

Dialog 7. Making appointment for visa interview

Consulate: Netherlands embassy. How may I help you? (Dengan

kedutaan besar Belanda. Ada yang bisa saya bantu?)

Sarah: Good morning. I’m Sarah Nababan. I’m calling to make an

appointment for visa interview, please. (Selamat pagi. Saya Sarah
Nababan. Saya menelepon untuk membuat janji temu wawancara visa)

Consulate: Okay. When are you planning to visit the Netherlands? (Oke.
Kapan Anda berencana untuk mengunjungi Belanda?)

Sarah: I’m planning to visit it on January 27th. (Saya berencana

mengunjunginya tanggal 27 Januari)

Consulate: All right. Ms. Nababan, we have slots available on

Wednesday at eight to ten o’clock. Which one do you prefer? (Baiklah.
Bu Nababan, slot yang tersedia adalah hari Rabu pukul delapan sampai
pukul sepuluh. Yang mana yang Anda pilih?)
Sarah: I’m afraid I’m not available on Wednesday. Is there anything
available on the other days? (Saya khawatir saya tidak bisa di hari
Rabu. Apakah ada slot yang tersedia di hari yang lain?)

Consulate: How about on Monday at eight? (Bagaimana dengan hari

Senin pukul delapan?)

Sarah: Yes, Monday at eight would be great. (Ya, hari Minggu pukul
delapan saja)

Consulate: Okay. We’ll see you on Monday. (Oke. Sampai berjumpa di

hari Senin)

Sarah: Thank you. (Terima kasih)

Dialog 8. Making appointment by phone

Parent: Hello. (Halo)

Teacher: Good afternoon. May I speak to Nadia’s parent? (Selamat

siang. Bisa bicara dengan orangtuanya Nadia?)

Parent: I’m her mother. Who is this? (Saya ibunya. Ini siapa?)

Teacher: I’m Budi, her homeroom teacher. (Saya Budi, wali kelasnya)

Parent: Oh hello, Mr. Budi. What are you calling about? Is Nadia messing
up in school? (Oh halo, Pak Budi. Ada apa? Apakah Nadia berulah di

Teacher: No, she isn’t. I’m calling about the parent teacher meeting.
When would be the best time for us to meet? (Tidak, dia tidak berulah.
Saya menelepon tentang rapat orangtua dan guru. Kapan waktu yang
terbaik untuk kita bertemu?)

Parent: How about this Friday at two? Is that convenient for you?
(Bagaimana dengan hari Jumat ini pukul dua? Apakah itu tidak apa-

Teacher: Yes, that would be great. I’ll be waiting for you on Friday. (Ya,
tidak apa-apa. Saya akan menunggu Anda di hari Jumat)

Parent: Okay. Thank you. (Oke. Terima kasih)

 Cara Membuat Janji Melalui Telepon

1. Greet politely  and Introduce yourself

Sapalah lawan bicara kita dengan cara berbicara yang ramah dan
sopan.  Kata yang umum digunakan saat menyapa lewat telepon
misalnya : 'Hello '
Saat kita menelpon sebuah kantor atau klinik dokter, kita
menggunakan bahasa yang lebih formal. Biasanya yang menerima
telpon kita adalah sekertaris atau resepsionis. Maka setelah menyapa
perkenalkan siapa diri dan mengapa anda menelpon.
Contohnya seperti berikut :

Good morning.
This is Rose calling. I’d like to make an appointment to see Mr. John.

 BeberapaCanresepsionis
you tell me what’s
kantor “Jika akan
mungkin Anda menanyakan
dijawab langsung
its about?
lanjut untuk keperluan anda membuat yang bersangkutan,
janji temu. bukan lewat akan
 mendengar pertanyaan
Can you seperti
tell me what resepsionis,
it’s berikut : Sahabat dapat langsung
regarding? mengungkapnya sebagai berikut:”

 Anda dapat menjawab Hi / Hello/ Good afternoon. It’s Rose.

dengan alasan yang ringkas Can we meet to talk about ....
dan jelas. Misalnya:
 Yes, it’s about the new
marketing strategy.
2. Suggest the time and place
Jika yang menjawab telpon anda adalah lewat resepsionis. Anda akan
mendengar frase seperti :

 Ok. Let me take a look in his diary.

 I can fit you in next Friday.
 I can fit you in tomorrow evening.
 Oh. His diary in full until next Monday.
 I can’t fit you in until next Friday.
Dan Anda dapat menjawab seperti ini:
Agreeing on a date

 "Yes, Thursday is fine."

 "Thursday suits me."
 "Thursday would be perfect."
 "That suits me well."
 "That’s fine. What sort of time?"
Suggesting a different date

 "I'm afraid I can't on the 3rd. What about the 6th?"

 "I'm sorry, I won't be able to make it on Monday. Could we meet on
Tuesday instead?"
 "Ah, Wednesday is going to be a little difficult. I'd much prefer
Friday, if that's alright with you."
 "I really don't think I can on the 17th. Can we meet up on the 19th?"
Jika Anda berbicara langsung dengan orang yang bersangkutan, Orang
tersebut bisa menanyakan :
Sure! When suits you?
Sure! When would you like to meet?
Dan inilah beberapa ungkapan untuk membuat saran. Suggest the
time or the place:
Making suggestions

 What about next Monday? At your office?

 How about next Monday?
 How does next Monday sound?
 Are you available next Monday?
 Would you be available next Monday?
 Would Monday morning suit you?
 Would Monday morning be convinient?

3. Check and confirm

Sebelum mengakhiri telpon, Sahabat sebaiknya mengecek ulang
tentang janji yang telah disepakati dan memastikannya. Tujuannya
agar kedua belah pihak merasa pasti dan mengingat tanggal dan janji
temu yang telah ditetapkan.

Frasa yang sering digunakan adalah :

Ok. So that’s Monday at 4 pm.
Shall we meet in the boardroom?
Shall I come to your office?
Thanks see you then.


The phrase invite / invite (inviting) Contoh:

is used to invite someone to do
 Let's
something or invite someone to a
speak English!
place / activity.  Let's sing a pop
The solicitation expression is
generally stated by:

Let's + be + adj.
Let's + Vbase + N
The Purpose/Tujuan Invitation (Undangan)
“To invite someone attend/come an event.”
Untuk mengajak atau mengundang seseorang untuk hadir dalam suatu acara

Sebuah undangan dapat digunakan untuk mengundang seseorang untuk

datang ke suatu acara, adapun beberapa hal diantaranya adalah:

 Birthday       : Ulang tahun

 Weeding      : Pernikahan
 Anniversary  : Hari jadi
 Meeting       : Rapat
 Graduation  : Kelulusan
 Dinner          : Makan malam

 Ungkapan ajakan/undangan dapat juga disertai dengan bentuk penegasan

(question tag).

 Ria : Let's go to the beach, shall we?

Nila : That's a good idea.

 Indah : Let's be happy, shall we?

Tia : All right.

 Ungkapan mengundang juga dapat seperti berikut.

 I'd like to invite you to my birthday party.

 Can you drop by my house after school?
 Would you like to attend the meeting?
 I wonder if you would like to come to my wedding party.

 Invititation Text
Generic Structure of an invitation/Bagian –bagian teks undangan
Secara umum/dasar bagian teks sebuah undangan meliputi:

1. Receiver/To: nama orang yang dituju/yang diundang

2. Body of invitation/isi undangan: Isi undangan biasanya berupa hal hal
berikut ini:

 Subjek: Nama Acara

 Day or Date: Hari dan tanggal
 Time: Waktu yang ditetapkan
 Place: Tempat dimana acara tersebut diadakan

      3. Sender/from: Orang yang mengirim undangan


 Inviting Of Letter Formal

An invitation letter is a written message that requests a person, group of

people, or a company to be present at a certain event. This type of letter
may be sent both by email and post. For some cases, hand-written or
printed invitations will work better than an email. While you can just call
your friend and invite him or her to your birthday, you will need to write an
invitation letter if you need to invite guests for a formal event, business
partners for a meeting, or assure the embassy consul that you will be
hosting for your friend, and more.

A formal invitation
They are used in formal events such as cocktails, weddings,etc... Formal
invitations should contain and comprise with the following rules and
information: The logo or initials of the party organizer.
The invitation should be written in third person. The full name of the
organizer or organizers.
 Preparing to Write an Invitation Letter

An invitation letter is usually limited by one page, but may be expanded if you need
to attach more information about the event. Organize your information in a well-
structured text so the reader will easily understand the information from your

 Make a list of potential visitors.

If you will be writing a personal letter, make sure that you accurately mention
their names. Also, you need to find out whether the letter is formal or informal
and choose the appropriate tone.

 Find out the necessary information.

Make sure that you have all the information about the event. Briefly note the
main points that you need to highlight in the letter. Are there any special
instructions for the visitor? Do you need a response to your letter? How many
guests do you plan to have Do you need to ask for a certain dress code?

 Define the tone of the letter.

If you are writing to a friend, write the text in an informal tone. If you are writing
as a representative of an organization or to the embassy, you will need to keep a
formal tone.
Think about the format.

If you have decided to send an ordinary letter, think of what paper you need to
choose. Find out whether your company has special forms for such occasions.

 Steps on How to Write Invitation Letter for an Event

What steps do you need to proceed to write a good invitation letter? What is the best way to
ask the reader to visit your event? Basically, there is no single approach to writing a formal or
informal invitation letter. Below we have collected the most common steps you need to consider
while creating a formal email to an event.

Step 1. Write the subject line (for emails).

It should clearly represent the essence of your letter. For example, you need to invite a travel
manager for an annual tour of hospitality services in Turkey: “Invitation for annual hospitality
tour in Turkey.”

Step 2. Add a letterhead.

If you are writing a formal invitation, use the company’s letterhead. It is not required, but it will
represent the authority of the organization in a more professional light.

Step 3. Write the salutation.

Start your letter with a salutation. If you don’t know the recipient’s name, you can write: Dear
Madam/Sir. If you know the person’s name, write the first and last name: Dear Laura Ashley.
End the salutation with a comma and skip a line. Always try to find out the person’s name to
address the letter personally. Here are the variants of starting phrases:

 We are glad to invite you …

 Our company will be honored to have you as a guest …
 Would you like to join the event that will be held …
 It would be our pleasure if you would come …
 I will be happy if you come to …
 On behalf of the company, we would like to invite you …

Step 4. Write the body of the letter.

In the first paragraph, state clearly the purpose of the event. But first, you need to show your
respect and happiness for inviting the person to the event. Then you need to mention where the
event will take place and the time. This information should be at the very beginning, as it will be
helpful for the reader to find necessary information without reading the letter once more.

In the second paragraph you can identify yourself as a constituent. Describe the aim of the
event and why you think the reader needs to attend it.

Additionally you can attach more details about the event. If the event will have a program, it is
advisable to list it in the letter. You can also mention the special guests or activities that were
prepared for the event.

Provide additional instructions, as some events require special actions for every guest. For

 complete the registration form

 get the copy of the invitation to an event
 bring certain items or documents
 dress code
 return gift, etc.

If the event may imply giving a gift and you don’t want to receive any, just mention “No gifts
please.” For other cases, don’t mention anything at all.

The letter of invitation should include the following details:

 Reason for the event

 Address
 Date and day of the week
 Time to arrive and time to leave (optional)
 Special activities and program (optional)
 Request for the reply (optional)
 A map (optional)

Step 5. Write the closing and signature.

Show your gratitude for considering your invitation. Say that you are looking forward to seeing
them at the event. If you plan to make a call to get a response, mention the date. Also, if you
are asking the recipient to confirm their presence by email or filling in the form, indicate the

Write your contact information (email, phone number, etc.) after the text. If you are writing on
the company’s behalf, mention your title. If the person will have some questions related to the
event, they will easily contact you. See how it may look in the following example:

Thank you for your consideration. We sincerely hope that you will accept our invitation, and we
look forward to your presence.


Your Name
Company Name
City, State

Contact phone number: +365987654500

Email: yourname@mail.com

Step 6. Proofread the letter.

Always look through the letter before sending it. Correct grammar, punctuation, and spelling
errors. Make sure that your text doesn’t contain incomplete sentences or jargon.

 Tips on How to Write a Formal Invitation Letter

 Use an appropriate tone.
 Be polite and positive.
 Provide detailed information about the event.
 Always check the letter before sending it.
 Don’t forget to write the contact information.
 Mention special instructions or requirements if needed.
 Follow the required format if needed.
 Send the invitation letter beforehand.

 Format Letter Invititation

Letter of Invitation formal

PJ Party
22 Yew Street, Cambridge, Ontario
Tel: 416-223-8900
April 7th, 20–

Dear Valued Customer:

Our records show that you have been a customer of PJ Party Inc. since our grand
opening last year. We would like to thank you for your business by inviting you to our
preferred customer Spring Extravaganza this Saturday.

Saturday’s sales event is by invitation only. All of our stock, including pajamas and
bedding will be marked down from 50-80% off.* Doors open at 9:00 AM sharp.
Complimentary coffee and donuts will be served. Public admission will commence at

In addition, please accept the enclosed $10 gift certificate to use with your purchase
of $75 or more.

We look forward to seeing you at PJ’s on Saturday. Please bring this invitation with
you and present it at the door.


Linda Lane

Linda Lane
Store Manager

*All sales are final. No exchanges.

Enclosure: Gift Certificate #345 (not redeemable for cash)

Writing an Invitation Letter

An invitation letter serves the purpose of inviting a guest to a party, an

event or a celebration while conveying more information than a traditional
invitations card. It serves two purposes; one, to invite the individual to the
event and two, to ensure that the person receiving the letter is going to

There are two tenses used within the invitation letter, the present and the
future. The present tense conveys information about the event and the
future tense ensures the guest is going to attend.

 Business Invitation Letter

An invitation letter is a formal way to invite peers and clients to
events which are being hosted by the company and are one of the
most popular ways of inviting guests to functions. The professional
invitation should be written in a formal tone, even when being sent
to friends and family members, if the letter is also being sent to
professional contacts.

The introduction allows the host and sender to introduce

themselves, as well as the organization in which they have chosen
to represent. A simple background of the individual or company will
suffice in this section of the letter.

Next, in the body of the letter it is important to outline all of the

information about the event. The date and time should be included
as well as the theme and purpose for the event. At this point, a date
should be mentioned in which guests should provide their reply by,
and it may also contain any information regarding special roles
played at the event, attire and items required for the guest to bring.

Be sure to mention any specifications about dress code in the

invitation letter.

Next, in one sentence, the appreciation for the guest to attend the
party should be shown. This can be completed with a formal note,
stating that you look forward to seeing the individual at the event.
Remember, this needs to keep in tone with the rest of the letter.

The conclusion should contain the sign off and a line that ties the
complete letter together, drawing the end of the invitation, with a
salutation and a signature.

 Friendly Invitation Letter

A friendly invitation letter is similar to a business letter but contains
less formal speech and can make nuances with memories that may
be shared with the guests whom are being invited to the occasion.

Friendly invitation letters are used for a variety of reasons from

engagement parties and showers to wedding invitations. They can
also be used for personal parties and showers as well as
housewarming get together. Personal invitation letters should be
signed with a less formal sign off, such as; yours sincerely, best, or

Invitation letters are used as an alternative to traditional invitations.

They allow the host to convey different messages through the tone
of the letter. Invitation letters allow the host to convey additional
information that what is traditionally shared in an invitation card.
Memories can be shared with close friends and family members that
bring about memories of past events.
When sending an invitation letter, be sure to edit it completely,
ensuring there are no punctuation, grammatical or spelling errors
before the letter is sent to potential guests. Using these techniques,
you should be able to create personal and professional invitation
letters with ease.

 Sample Text for an Invitation Letter to Your Service-

Learning Site

April 14, 2004

The Honorable Your Public Official

Organization/Affiliation (e.g., U.S. Senate)

City, State Zip

Dear Title and Last Name of Your Public Official:

I would like to invite you and your staff to visit THE NAME OF YOUR
SCHOOL/ORGANIZATION, where we are engaged in an exciting
service-learning project.  Service-learning is a teaching method that
engages students in solving problems within their schools and
communities as an integral part of their academic studies.  Students
master important curriculum content by making meaningful
connections between what they study and its real-life applications. 
Students become more effective citizens through acts of kindness,
community stewardship, and civic action.  This effort is made
possible with support from Learn and Serve America, a program of
the Corporation for National and Community Service.

May we suggest that you visit us on DATE at TIME.  This will give you
an opportunity to see our program in action!  I have also invited our
community partners, members of the local media, and several
families of students whom we serve.  They are eager to talk with
you about the importance of investing in service-learning activities
in our local community.
We have enclosed a one-page profile of our program for your
reference.  I will contact your office within the next two weeks to
follow-up on this invitation.  Again, I hope you can join us on DATE.

Thank you for your consideration.


Your Name

Your School/Organization

Your School/Organization Mailing Address

Your Phone Number

Your Email Address

Even in the technological world we live in with emails, text

messaging, and websites, there are still events that require writing
formal invitation letters to guests.


This template is just a guide. Copy & paste it into your text editor
(like MSWord or notepad) and edit it however you like with your
personal information.

Mr. Doe,

To celebrate the 50th Anniversary of the ABC Corporation, we are

holding a dinner party at XYZ Hotel in Statesville from 7:00 p.m. to
9:30 p.m. on Saturday, May 1st.

You are cordially welcome to the party so that we can express our
sincere appreciation for your generous support. For your
information, the party will be attended by other business elites such
as Mr. Bob Brown and Mrs. Jane Johnson from DEF International. We
believe that this may offer many of us an excellent opportunity to
get acquainted with each other.
We do hope that you will be able to join us on this special occasion,
and look forward to meeting you at the party.

John Smith
General Manager, ABC Corporation