How to write a letter of invitation to a corporate event

How to write a letter of invitation to a corporate event

The success of a corporate event depends on an endless number of factors, a collection of elements which used intelligently and connectively, come together in a unique moment (the day of the event) where all the pieces fit together and everything flows coherently. Among these factors, the letter of invitation has an important role.  

Writing an invitation letter to the event is a crucial moment in the organisation of the event as it is the first point of contact between the organising company and the guest. This is a key moment where the first sensory impression (feel, look, smell…) and the wording of the content can define the decision of the sender.

Before deciding on each of the the aspects of the invitation to your company event, first define its identity and character well, and from there generate each action based on this. Is it a formal event? Will it have a relaxed and fun feel? What is the importance of its development in the future of the company? Certain aspects must determine the way in which you will have to present the invitation. Let us take a look.

Main picture: Markus Winkler en Unsplash

Invitation formats by types of event

The format is the first point of contact between the guest and the organiser. It will be the way in which the communication is received. You will not find novel or unfamiliar forms here, but the fundamental rationale behind each one of them.

Printed invitations

The printed invitation is the most common method of sending invitations to an event. It is the format which allows more concessions to creativity and is also considered the most formal way to make an invitation.

The design becomes extremely important, creating a wide range of possibilities and prices, from a simple invitation printed on conventional paper, to authentic works of art in large formats such as boxes and objects of all descriptions. However, it is also the most expensive. They are reserved for classic events and for a less digital savvy public.

  • Social events of a personal character.
  • Fashion events or those with a strong aesthetic content.
  • VIP and fund raising events.
  • Events with a commercial objective.
  • Events requiring formal confirmation using non digital means.
  • Conventions and conferences of sectors with a low digital profile.

Digital invitations

The digital invitation is the most economical format and also the most modern. The incorporation into the job market of successive generations who have grown up with internet has without doubt now made this means into the most frequently used for invitations to corporate events.  

This is not so however, with social events at a personal level. In this aspect, the guest still has a certain nostalgia for the past and retains in his mind the written format as being something more formal. 

In any case, this mindset is found less and less and will end up disappearing. Until that happens, the digital format usually demands more than one message to be sent for the invitation to an event. A first contact, a reminder and an email or two requesting confirmation of attendance. It is used overall in a corporate environment with a digital component.   

  • Large scale occasions such as musical or sports events.
  • Fairs, congresses and exhibitions.
  • Networking events.
  • Roadshows.
  • Internal corporate acts.
  • Team building activities.
  • Virtual events.
  • Events for highly digitalised sectors.

Handwritten invitations

Handwritten invitations have been practically erased from the collective imagination. They are time consuming and personal and are only reserved for events with a certain vintage or naïve feel.

How to word an invitation letter to a formal event

A blank sheet of paper can be deceiving. We try to draw up our invitation but in the end we just don´t make a start. For drafting the text of a letter of invitation to a formal event, we recommend that you consider the following questions, which are the same ones the user will ask:

  • Who are we?
  • Who are we inviting?
  • What act is being organised?
  • When will it be?
  • Where will it take place?
  • What does the guest have to do?

In this way and in this order, the manner in which we present and word the invitation to our formal event will come to us far more simply. We can begin to write, so that the following points will be covered:   

  • Name of the person invited.
  • Name of our company.
  • Name and nature of the act.
  • Day and time of the celebration.
  • Venue.
  • Confirmation of attendance if necessary; dress code… all actions the guest must consider to feel integrated into the event. 

Example of the wording of an invitation to an event

Below we give a completely ficticious example  of how the wording of an invitation to a formal or corporate event might look.

To the attention of Ángel Ábalos: 

It is with great pleasure that BoomServices Ltd. invites you to the twinning cocktail of hospitality companies in the Community of Castilla La Mancha, which will be held on March 28th at 2 p.m. in the Cuenca Auditorio theatre.  

To attend the event, please send us comfirmation by email to, indicating your name and company in the subject field.

We also remind you that a dress code has been agreed which requires jacket and tie.

We look forward to welcoming you with our other guests.

Best regards

As you can see, we have dealt with all the questions mentioned in the previous point, so the guest now has all the information necessary to attend the event if they wish.  

What kind of design should the invitation to the event have?

Now that we have the text drawn up, both in digital and physical format, we must be very careful with the design to offer the user attractive aesthetics and a style in accordance with the type of event we are staging. 

This invitation will be the first point of contact between the guest and the organiser. For this reason it is important that the initial effect is striking. The reaction of the user to our event will depend to a large extent on this first impression. It will bestow us with the necessary authority to understand that the event is an important one and will automatically associate certain values to the brand, which must of course be those that we wish to transmit.  

Are we a fun brand? Do we aim to project seriousness, professionalism, passion…?  It is not easy to project the corporate culture or the brand via an object without the necessary knowledge.Consequently, in this area it is important to collaborate with designers and art specialists who will confer our message with the appropriate character.   

In this pin from Pinterest, we offer you some design ideas for event invitations.

Pre-designed invitation cards for events; a good idea?

The use of invitation cards for events is a practice which we do not recommend at all. One of the aspects which we must take most care with – as it is the most appreciated among users – is that of identity. Having your own identity and a clearly defined character of the event is totally at odds with the use of this type of pre-designed and written invitations.

Moreover, this type of pre-designed templates are easily recognisable for the user and immediately convey a lack of seriousness and care. The event automatically becomes of little importance for the user.

These types of templates can be found in printing stores or on webs dedicated to this activity where they can be ordered in bulk. There are also predefined templates which users of the web have created in order to share them with the rest of the users. 

We unequivocally do not recommend these practices when referring to design. The writing is a different question. If we get stuck in front of a blank sheet of paper, it is not a bad solution to to seek help from a template in order to  generate the  text as this part can come after an invitation whose design has been produced exclusively.