Inviting invitations

15 March 2015

Image courtesy of koratmember at

Have you ever received an invitation that was missing important details?

Or perhaps one that sounded nothing like the organisation that sent it – like the invitation from the funky homewares store that began “It is with the greatest pleasure that the proprietors of Jugs and Rugs cordially invite you to attend the grand launch of…”

It might seem the easiest task in the world, yet some people just don’t get it.

If you’re not getting the responses you want to the invitations you send, check that they have these attributes:

  1. Theme or title to communicate the occasion or purpose of the event (what)
  2. Date of the event clearly stated, including the day of the week (when)
  3. Time (when/how long)
  4. The venue and its address (where)
  5. The person or organisation hosting the event (who)
  6. Names of any speakers and (where possible) the titles of their talks
  7. An indication of the benefit to the recipient (why they should attend)
  8. Ticket price (how much – be clear about the cost of attending, if any)
  9. RSVP date (when you absolutely need to know if guests are planning to attend so you can cater accordingly)
  10. RSVP method (how you want the guest to let you know – phone and/or email – and how they can register/pay for tickets – provide the email or web links)

Make sure the tone of your invitation matches your brand and the occasion – do you want the invitee to understand that it’s a formal or a casual event? Tone is conveyed in the wording (e.g., formal, friendly, personalised, generic) and in the format of the invitation (e.g., by a plain text email or a sleek card delivered by traditional post).

If your invitation is an image inserted into an email, remember to hyperlink the whole image to the registration page or email address. Check that the image is not so big that it will make the email clog up the recipients’ in-boxes.

If your invitation is a pdf attachment, remember to check that the hyperlinks in the pdf are activated properly. Keep the pdf as small as you can – definitely less than 1MB.

Include a dress code, parking options and other notes if you think they’ll help your guests prepare for the event.

Like to learn more about managing memorable business events? Contact Presence to arrange training.

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