Sample invitation letter for a business event. Exhibition invitation letter: how to compose, what to write. invitation to the conference

A business letter of invitation is an invitation to some kind of event: a conference, work, interview, exhibition, meeting, concert, charity evening, seminar, meeting, etc.

Example

Like other types of official letters, an invitation letter is drawn up according to a template:

[Address]
[phone, email, etc.]
Dear (th, th) ladies and gentlemen.

We invite you to participate in [name and/or description of the event], which will take place at [address/name of institution, etc.].
Organizers of [event name]: [list of organizers].
Presenters of [event name]: [list of presenters].
During [event name]: [what is it about, a list of issues discussed, and so on].
[Some additional information]

Per additional information o [event name] contact [telephone, email, address, etc.].

The General Director of such and such an office signature V.M. Batkovich

Mandatory details of the invitation letter: name of the organization, organization code, reference data about the organization, PSRN, TIN, date, registration number, addressee, signature of the head, note about the performer.

The text of the letter of invitation should be short, concise, correct and should not allow different interpretations. An invitation letter should be devoted to only one issue (event, event), except in cases of their close relationship and location in one structural unit sending organization. The letter is drawn up in two copies (the second copy is endorsed by the compiler, the head of the sending unit and remains with the sending organization).

For an event

On our website you can download a sample of the official invitation to the event (concert):

For an interview

Interview invitation. Sample.

There is a certain template for an invitation to an interview.

Example 1
Dear Petrenko Alexander Alexandrovich (your full name).
Thank you for submitting your CV for the position of ***. We have reviewed your resume and your candidacy interested us. We invite you to an interview, which will take place on July 10 at 10:00. You will be met by the manager of the department *** - Vasiliev Yuri Valerievich. Sincerely, the company ***.

Example 2
Dear Petrenko Alexander Alexandrovich (your full name). The company "***" invites you to pass an interview for the position of administrator, which will be held on 10/25/2013 at 11.00. Sincerely, the company ***.

Letter 3.
Dear Petrenko Alexander Alexandrovich (your full name). I recently received your resume for the position ***. We have already found a candidate for this position, but we have another vacancy that may be of interest to you. Please call me at [number] and we will discuss the details with you. Sincerely, Anasov Petr Nikolaevich.

To the conference

Letter #1:
Dear colleagues!

We invite you to become participants of the scientific conference [name].

The topic [name] has long attracted the attention of specialists. At the conference we would like to talk about […]. And, of course, we will talk about […].

The work of the conference is planned to be accompanied by an exhibition of objects illustrating the topics under consideration. It is planned to publish the texts of the reports and the catalog of the exhibition.

The conference will be held on August 12, 2013 in the business center "Delopis.ru" (Moscow, Lev Tolstoy st., 15).

Applications must be sent by August 10, 2013.

Sincerely,
Petr Petrov

Letter #2:
Dear Ivan Ivanovich,

We invite you to the international conference [name].

The main objectives of the conference:
task 1
task 2
task 3

In the conference program:
activity 1
activity 2
event 3

The registration fee for participation in the conference is 37,000 rubles, incl. VAT 18% (transfer, lunches, coffee breaks, stationery).

Conference agenda:
Registration from 8.00 to 9.00 hours.
The beginning of the conference at 9.00.

Conference Venue:
[Address]

Applications for participation in the conference are accepted until August 15, 2013 in the form to the following e-mail addresses: [email protected] or [mail address] or fax: [number].

For organizational questions, please contact: [last name, first name of the contact person], phone: [number], email address: [mail address].

Sincerely,
Petr Petrov

To the exhibition

Letter of invitation to the exhibition of products

Respectable partners!

December 20, 2015 in Moscow will be the largest exhibition of construction equipment.

For the past five years, this event has brought together consumers, distributors and manufacturers of unmanned construction droids every year.

The exhibition "Robostroy" is a great opportunity to establish business contacts, attract new customers, find reliable partners. As before, the booths of participants from Germany, the USA, Japan and the Netherlands will be open at the exhibition, offering the most modern technical solutions.

To visit the Robostroy exhibition, you need to register on the robostroy.rf website. The procedure for issuing an e-invitation is simple and will not take you more than two minutes.

Venue: Moscow, st. Pushkin, d. Kolotushkina. Beginning December 20 at 13:00. We will be glad to see you!

An invitation letter is a type of business message-notice. Why you need an invitation letter is clear from the name. If you are holding an exhibition, you need to somehow notify partners and other people involved, and even motivate them to attend the event. Let's figure out how to do it correctly and correctly.

What to write?

The letter of invitation to the exhibition should invite to the exhibition. That's it, it serves no other purpose. No need to hint that you want to change the terms of cooperation with the invitee, you should not mention any other events and, in general, touch on any issues that are not relevant to the case.

The text of the message should be concise. Do not talk about the exhibition in too much detail - just mention the most important points. Why is the exhibition organized, what will be there? When where? You can briefly mention that the event will be visited by the director of some reputable company. It is permissible to say a few words about the opportunities opening up for the participants of the exhibition. All this easily fits in 10–20 sentences (and the text itself usually takes up no more than half of a Word page).

Specify the program of the event, if any. This becomes necessary when holding, for example, an exhibition-presentation. But if the presentation will talk about a dozen new models, do not list them all - better limit yourself to a phrase like "several new product lines will be presented."

How to write?

An invitation letter is a completely official message, and it is drawn up according to the principles of writing business letters. Use standard calls and expressions:

• we invite you (we have the honor to invite you);
• allow (allow) to invite you;
• we will (would) be grateful (grateful, obliged) if you can (could) visit the exhibition;
• we ask you not to refuse us courtesy.

You can send an invitation to all the necessary recipients at once, or you can get confused and write personalized letters. It will take longer, but the response will be warmer. If you are sending a letter to a specific person, use the wording of a personal appeal: “Dear (th, th) ...,”.

And do not forget the rules for writing the pronoun "you". When referring to a specific person, write it with a capital letter, when mass mailing or addressing several people in one letter - with a small one.

Formatting and details

You can write an invitation to letterhead, but this is not required at all. You have the right to choose any "carrier" - a regular sheet for printing, a cardboard card, a color form custom format... Feel free to use decoration with decorative elements if you want. Patterns, drawings, ornaments - all this is permissible. Little things like this can make your letter more appealing.

The list of required details is standard:

• the name of your organization;
• basic information and reference data about it (address, code, etc.);
• OGRN / TIN;
• date of compilation and registration number;
• name of the addressee (name of the company or full name of a particular person, or both at once);
• manager's signature;
• artist mark.

A sample letter of invitation to the exhibition can be downloaded here.

Like other notification messages, the invitation is drawn up according to a standard template:

• name and address of your company, other necessary details;
• contact details (phone, email);
• appeal (“Dear Sirs!”, “Dear Vladimir Petrovich!”);
• the invitation itself (“We invite you to take part in the exhibition “…”, which will be held at the address…”);
• list of organizers (“The organizer of this event is our company”);
• list of presenters (“The firms “…” and “…” will present their products);
• basic information (what the exhibition is about, what issues will be discussed, what goals are planned to be achieved);
• additional information (“You will be able to greatly benefit from this event because…”);
• link to the site where you can register, view more detailed information about the event, etc. (or a phone number where you can contact for any clarification);
• position, full name and signature of the head;
• the date.

Feel free to adjust this template if necessary. Nothing terrible will happen if you use other expressions (of course, just as correct) or write a letter in a light "informal" language. Organizers and presenters can also be omitted. By the way, some originals even send invitations in poetic form, but not everyone will take this format for granted.

The invitation letter can be duplicated in in electronic format, but there is a good chance that it will simply get lost in the recipient's mailbox among spam and business correspondence. It is better to use the good old "printed" version.

Letter of invitation to the exhibition of products

Respectable partners!

December 20, 2015 in Moscow will be the largest exhibition of construction equipment.

For the past five years, this event has brought together consumers, distributors and manufacturers of unmanned construction droids every year.

The Robostroy exhibition is a wonderful opportunity to establish business contacts, attract new customers, and find reliable partners. As before, the booths of participants from Germany, the USA, Japan and the Netherlands will be open at the exhibition, offering the most modern technical solutions.

To visit the Robostroy exhibition, you need to register on the robostroy.rf website. The procedure for issuing an e-invitation is simple and will not take you more than two minutes.

Venue: Moscow, st. Pushkin, d. Kolotushkina. Beginning December 20 at 13:00. We will be glad to see you!

Letter of invitation to an exhibition-fair

Dear Alexander Vladimirovich!

From 20 to 21 September 2015 in St. Petersburg in the cultural and exhibition center "Eurasia" will be held an exhibition-fair "Achievements National economy Ingria".

More than 100 enterprises of Russia and Estonia, which represent the machine-building, chemical, processing, metal and woodworking, light, printing, food industries, as well as Agriculture and the service sector. Guests of the event are expected to see a food fair from local producers.

The exhibition will be held on 20 and 21 September from 10:00 to 20:00. Free admission. We would appreciate your attending this event!

Letter of invitation to an exhibition-sale

Dear friends!

We invite you to visit the exhibition and sale of children's toys, which will be held from 14 to 16 October 2015 in Yekaterinburg in the shopping center "Orange" on Bolshaya Sadovaya Street.

Presumably, from 15 to 20 Russian, Belarusian and European manufacturers of children's toys will be represented at the exhibition. Participants will demonstrate new samples of their products - from soft toys to the most complex models of helicopters. We believe that mentioning the benefits of participating in such an event is unnecessary.

Your invitations have already been sent by mail.

Exhibition opening hours:

You can find more information on the official website of the exhibition. Waiting for you!

As you can see, everything is elementary - just use the above examples of invitation letters to the exhibition. And do not forget to send the letter in advance so that the recipient can match his plans with the event to which he is invited. If the exhibition will be held within one day, partners can be notified about this one or two weeks before the start. If the event is pompous, large-scale and long (2-3 days or more), the message should be sent at least a month in advance.

The organization of any business event requires preliminary preparation on the part of its organizers. Sending an invitation to its participants in advance is required condition, the implementation of which ensures the presence of all interested persons and their participation in the planned program.

What should an invitation contain?

An official engagement allows you to inform all participants about what event will take place, and contains information on the basis of which the addressee can decide whether he is interested in this proposal, whether he is ready to come to the meeting.

As a rule, an official engagement is created for such events as: a conference, a meeting of partners, official receptions and holidays, exhibitions, interviews, business meetings on any specific occasion, round tables.

Despite the fact that in everyday life most often the invitation comes in verbal form, in business communications a more acceptable form is to send a letter that differs in the composition of information from other types of written communications.

The main functions of the invitation letter:

• inform about the event;
• receive a response about consent or impossibility to participate from a specific addressee;
• determine the exact number of persons who have confirmed participation.

The text of the invitation of officials to the event must contain several mandatory elements:

1. date, time and place of the event with an accurate description of the route to help participants get to the place without assistance;
2. the theme and program of the event with the definition of the time planned for each part;
3. the role of the invitee: whether he will be an ordinary participant-listener or spectator, or he will be entrusted with the function of a speaker or organizer of the discussion;
4. an indication of the type of dress code established for all participants;
5. please provide feedback about the decision of the addressee to participate, instead of the phrase about the need to send a response, the letter designation R.S.V.P. - an abbreviation for Repondez sil vous plait, meaning a request to respond to a letter;
6. contact details of the organizers;
7. additional information, if necessary;
8. maps and seating plans for guests during the event itself and the banquet.

Examples

Types of invitations can be distinguished on several grounds for classification.

According to the indication of the name of the invited person, they are divided into:

• registered;
• common to the group invited without individual appeal to each participant.

By event format:

• official, which include not only receptions, but also conferences, round tables;
• informal.

According to the purpose of the invitation are divided into:

• private: celebrations of birthdays, anniversaries, weddings and;
• commercial: exhibitions, opening of shops, vernissages.

An invitation to an event must contain all the necessary information about how and where it will be held and how the invitee must confirm his participation to the organizers.

It can be personal, as in the example below:

It can also be issued without referring to a specific person.

Breakfast, lunch or dinner invitation must contain information about the reason for which the participants are gathering, and a request to notify the acceptance of the proposal.

Reception invitation, as a rule, is drawn up especially strictly and solemnly, on paper of the highest quality. In addition to a message about the time and place of the event, it may contain information about the format of the event, and, if necessary, a seating plan for guests.

invitation to belongs to the category of the least strict forms of invitations. Its main task is to organize a personal meeting of the applicant with a hiring specialist or the head of the department in which a new employee is selected.

Delivery methods

After all the invitations to the events have been prepared, it is necessary to decide in what ways it is better to deliver them to the addressees. The choice of delivery depends on the format and prestige of the event.

• If this is an official reception, then it is better to hand most of the invitations personally into the hands of the invited persons.
• Courier services can be used to organize the participation of invitees in commercial events.
• It is allowed to send invitations by mail, while taking into account the period of time required for their delivery.
• The most common and fast way deliver an invitation is sending by e-mail. However, for especially solemn events, this option is not recommended.

It is also important to remember: the rules business etiquette determine the deadlines for sending letters, which are at least 2 weeks before the start of the event.

How to respond to an invitation

After receiving an invitation, you must inform the organizers of your decision to take part in the event or reject the offer.

The answer is provided in different ways, taking into account the format of the event. This may be a call to the inviting party using the contact numbers indicated in the invitation, sending an email or providing a written notice in cases where it is necessary to comply with the requirements of the business protocol.

When preparing a response, especially in case of refusal to take part in the event, it is important to formulate its reason. If there is no real reason, but you don’t want to go, then it’s better to refer to employment, since references, for example, to malaise or illness can turn into trouble, because the one who refused can be seen at another holiday, evening or banquet.

If the abbreviation R.S.V.P. is indicated on the invitation, then the answer must be provided by contact numbers or email address indicated on the form. If the organizers in the text indicated that it is necessary to inform them only in case of refusal, then this is exactly what should be done.

If necessary, inform the organizers of unofficial private holidays about your participation, most often there is no requirement to comply with any conventions. As a rule, a simple call with information about whether the offer was accepted or rejected for any reason is sufficient.

The ability to create a high-quality invitation and accept it correctly allows the parties to demonstrate respect for each other, emphasize the value of contacts and the desire to maintain and develop further communication.

An invitation letter is a way to invite the addressee to attend a certain event, to be present at any event. An invitation can be expressed orally, but in business relations it is the written form that is common, which has a number of advantages. In the article we offer several sample letters of invitation to participate in an event, conference, exhibition. There is also an example of a written invitation to an interview with an employer and an invitation to cooperate.

In business relations, an invitation letter is an important element in building a trusting and respectful relationship between the two parties. A written offer to participate, visit, watch is a sign special attention, in addition, allows the addressee not to forget about an important event awaiting him.

Why do you need invitation letter:

• confirms that the addressee is indeed invited, avoids errors;
• reminds of the time and place of the meeting, the event to which the recipient is invited.

Why written invitation better than oral

• allows you to notify a certain person about any important event, event;
• reminds the addressee of plans, will not let you forget an important event;
• acts as an additional sign of attention and respect - the sender took the time to inform the addressee in writing of the invitation information;
• it is possible to send even to those persons with whom it is not possible to talk on the phone or in person.

How to send invitation:

• transfer personally from hand to hand - bring to the addressee and hand it over, this method allows not only in writing, but also orally to invite the addressee to an event - a meeting, interview, meeting, exhibition, conference, reception or other event;
• send by Russian post, if the event is especially important, then you can send it by a valuable letter with a description of the attachment, however, the sending must be done in advance, taking into account the delivery time of the letter to the invitee;
• send by e-mail - a very simple and convenient way, if the addressee's e-mail is known, this method is often used by recruiters when sending a letter with an invitation to come to a job interview.

To this document performed its function correctly, it is necessary to provide a sufficient amount of information in it. The information should be of such volume that the addressee does not have any questions regarding the planned event, place and time of its holding.

In order for the address to make sure that the invitation was sent to him, you need to specify the details of the recipient. Usually this information is placed in the upper right corner of the letterhead in the dative case. If this is an organization, then write its name and location, full name and position of the head. If this individual– then his name and address of residence.

Next, indicate from whom the letter was sent. It is important to indicate not only the name of the organization or the full name of the originator and sender, but also contact information, which allows you to ask the author of the letter of invitation if you have questions about the planned event.

The text of the letter begins with an appeal. The polite form is used. If this is a specific person, then be sure to indicate his full name or first name, patronymic. For example, “Dear Olga Vladimirovna!” or “Dear Alexander!”. The appeal depends on the type of event, the degree of acquaintance of the originator and recipient. If these persons are not in close acquaintance, it is enough to confine ourselves to the neutral “respected”.

How to invite to an event

• the date of the event - a meeting, conference, interview, exhibition, meeting, official reception, indicate not only the date, but also the exact time;
• venue - the information in the letter should be sufficient so that the invitee has no questions about where to go. It is important to indicate not only the address (street, house), but also additional information - where to go, where is the entrance, which floor, which office, hall. It is also possible to attach a traffic plan to the letter. If necessary, also indicate the type of transport that can be used to get to the venue of the event. That is, the information should be as complete as possible so that the person invited to participate in the event does not wander through the corridors in search of a venue for the event, does not waste time, and is not late. Inaccurate information regarding this requisite is disrespect for the invitee, he will have to clarify exactly how to get there, what to ride;
• type of event, its name - it is also important to indicate in the letter of invitation what type of event the invitee expects, if it has a name, then it is written in exact accordance;
• the word “invite” directly, it also specifies what exactly the invitee should do at the specified event - participate, watch, observe, for example, you can invite to speak at a conference with a report, or you can invite other speakers to watch speeches at the conference;

Examples of an invitation letter:

“Dear Anna Dmitrievna!

We invite you to take part in the celebration of National Unity Day on November 4, 2018 at the Golden Alley restaurant at Novosibirsk, st. Dekabristov d.34, entrance from the end of the building.

“Dear Daniel Mikhailovich!

We invite you to visit the All-Russian conference “Changes in accounting and tax legislation in 2018”, which will be held on November 22, 2017 in the small conference hall of the Palace of Culture Zheleznodorozhnik, Yekaterinburg, at the address: Yekaterinburg, st. Zheleznodorozhnaya d.23 (main entrance, 2nd floor).”

• the content of the event - if this is a conference, you can attach to the letter a list of speakers, who will participate in it, and topics of speeches; if this is a celebration of the event - then short program developments". This information will allow the recipient to assess the degree of interest in the planned event and prepare for it correctly;
• please let us know about your plans to attend the event. If you want to know the exact desire of the addressee to attend the event, then you need to clarify at the end of the letter of invitation whether the person will come on the specified day at the place of invitation. You must indicate how you want to send your answer - by e-mail, postal letter, telephone call or otherwise.

The letter is signed by the addressee indicating the date of compilation. If necessary, the prepared document can be packaged in beautiful envelope and transfer to the destination.

It is important to make sure that the text contains contact information for feedback.

Sample exhibition invitation letter

How to invite for an interview

Candidates for vacant position are usually invited for an interview either by telephone or email invitation letter.

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An invitation letter is a special case of a notification letter that is used to invite you to some event (exhibition, negotiations, meetings, seminars, etc.)
It differs in that the letter of invitation can be issued not on letterhead and have artistic decorations: drawings, ornaments, and so on.

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How to write an invitation letter

As in other official letters, it is customary to use the first-person plural in an invitation letter: “we invite”, “we ask”, etc. (because the author of the letter speaks on behalf of the entire organization or unit).
Usually (but not always) an invitation letter is addressed personally to a specific person, therefore the wording of a personal appeal is used: “Dear (th, th) ...,”.
Stereotypical expressions are also used:
“We invite you, we have the honor to invite you, take part, visit, etc.”
“We will be grateful, grateful, obliged to you if you visit us as (experts, guests, etc.) ..., etc.”

Like other types of official letters, an invitation letter is drawn up according to a template:

[Address]
[phone, email, etc.]
Dear (th, th) ladies and gentlemen.

We invite you to participate in [name and/or description of the event], which will take place at [address/name of institution, etc.].
Organizers of [event name]: [list of organizers].
Presenters of [event name]: [list of presenters].
During [event name]: [what is it about, a list of issues discussed, and so on].
[Some additional information]

For more information about [event name], contact [telephone, email, address, etc.].

The General Director of such and such an office signature V.M. Batkovich

Mandatory details of the invitation letter: name of the organization, organization code, reference data about the organization, PSRN, TIN, date, registration number, addressee, signature of the head, note about the performer.

The text of the letter of invitation should be short, concise, correct and should not allow different interpretations. An invitation letter should be devoted to only one issue (event, event), except for cases of their close relationship and location in the same structural unit of the sending organization. The letter is drawn up in two copies (the second copy is endorsed by the compiler, the head of the sending unit and remains with the sending organization).

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