A business invitation can come in a variety of formats: It can be a letter, a card or a note card. It can range from formal to informal. However, an informal business invitation to a guest might be seen by an audience it was never intended for; therefore it is better to stick with a more formal approach. Writing a business invitation rather than sending an e-mail is the best way to project a professional image. It also sets the tone for the event.
- First, think about the purpose of the business invitation. What type of event are you hosting? An invitation you send out for a talk on industry matters is very different from an inter-office milestone celebration. So choose your format.
- If you are sending a letter rather than a card, you can stick to your regular business stationery. If you choose to find something special, try to be as consistent as possible with your design choice, for example, when choosing stationery, stay with your company colors. The stationery should have your logo printed on the letter and envelope. The paper should be heavy. Off color paper is easier on the eyes and projects a more formal approach, but a company in a creative or informal industry can choose colors and fonts that reflect their image. Keep in mind that the document must be easy to read, and easy to remove and fold into an envelope.
- If your event is a celebration, you can find all sorts of invitations at a stationary store, but it is always nicer to have something custom-made. When preparing custom made business invitations, plan your event in advance, so you may correct any printing errors on your business invitations early. A general rule of thumb is to choose light colors for events during the day and bolder colors for the evening hours.
- Address your business letter or card to an individual instead of using generic titles such as: Sir or Madam. When addressing someone you have never met, don't forget to briefly introduce yourself and your company first.
- Give your guests all the information they need: where the event takes place, when it is taking place, and why it would be in their interest to attend; again, be concise.
- Add a map, if necessary.
- Make sure you proof read your letter or card. Good grammar is important in all business communications.
- Finally, don't forget to supply R.S.V.P details to your business invitation.