The correct format of official invitation letter

Sample of the correct format of an official invitation letter

Sample of the correct format of an official invitation letter. I believe everyone is familiar with invitation letters in the workplace, and they all need them when organizing some activities. Those who write invitation letters should pay great attention to the format of the invitation letter. The following is a sample of the correct format of the official invitation letter. The correct format of the official invitation letter 1

1. The meaning and purpose of the letter

The letter is suitable for negotiating work between agencies that are not affiliated with each other, asking and answering questions, requesting approval and replies Approval matters.

Letters have a wide range of uses and are used very frequently. They can be described as the "light weapons" in official documents. Specifically, the purpose of the letter mainly includes four aspects:

1. Official contacts and exchanges between agencies at the same level or unrelated agencies and units.

2. Request approval of relevant matters from unaffiliated business authorities.

3. The competent business department shall respond to matters requested for approval by agencies without superior or subordinate affiliation.

4. Contact the government agencies with personal affairs, such as replying to letters from the masses, etc.

2. Characteristics of letters

1. Widespread use. The use of letters is not restricted by the level or the size of the unit. All units sending and receiving letters are contacted on a relatively equal basis. From the State Council to grassroots organizations, enterprises, institutions, and social groups, letters are widely used.

2. Multi-directional writing. Letters can go up or down, but most letters are written in parallel.

3. Use modest words. Regardless of the type of letter, the language must be courteous and courteous, respect the other party, and strive to gain more understanding and support from the other party. Letters are the official documents that pay the most attention to the use of classical Chinese vocabulary. Letters are the most literary type of official documents.

3. Types of letters

1. Negotiation letter. That is, letters to discuss work and contact related matters between non-affiliated agencies. Such as personnel consultation, contact for visits and study, etc.

2. Question and answer letter. That is, letters between agencies that are not affiliated with each other asking and answering specific questions. In fact, inquiry letters can be divided into "inquiry letters" and "reply letters". If you have any unclear questions, use a letter of inquiry to ask the relevant agencies and departments. Use reply letters to explain and respond to questions asked by agencies and departments. Most Q&A letters involve questions rather than specific tasks.

3. Approval letter. That is, a letter used to request approval and reply to approval matters between agencies that are not affiliated with each other. Approval letter can actually be divided into "approval letter" and "approval letter". Letters of approval are used to request approval matters from competent departments that are not affiliated with them, while letters of approval are used by the competent departments to respond to requests for approval from agencies and units that are not affiliated with them.

4. Notification letter. That is, a letter informing an agency not affiliated with relevant matters.

The above is a classification of letters according to their content and purpose. If classified according to the written format, letters can be divided into official letters and casual letters. If classified according to the destination of the writing, letters can be divided into letters of departure and letters of reply.

4. The structure and writing style of the letter

(1) Title

The title of the letter generally consists of the issuing agency, the subject matter and the language type. Sometimes it can also only consist of Reason and language composition.

(2) Text

1. The beginning. The reason, background and basis for writing the text.

Generally speaking, the beginning or explanation of the letter is based on the spirit of the relevant instructions from the superior, or a brief description of the actual needs, doubts and difficulties of the region and unit.

The beginning of the reply letter quotes the title and document number of the other party's communication. Some replies also briefly describe the subject of the letter, which is basically the same as the way of writing an approval. Then, some replies introduce the main matter, that is, the reply opinions, with the following language: "I will reply to the relevant issues as follows".

2. Subject. Write down matters that require negotiation, inquiry, reply, contact, request for approval or reply for approval and notification.

The matters in the letter, or the outgoing letter and the reply letter are generally relatively simple and can be combined into one paragraph with the reason for the writing. If the matter is complex, write it out in separate items.

3. Conclusion. Different types of letters have different endings. If the text is just to inform the other party of matters without requiring the other party to reply, the closing words are often "I hereby inform you" or "I hereby write you".

If you are requesting a reply from the other party, use the words "look forward to a reply", "hope for a reply", "please reply immediately", etc. Approval letters are often concluded with idiomatic expressions such as "please approve", "please support me greatly", "hope to agree", "hope to be granted ××", etc. The conclusion of a reply letter is often expressed with idiomatic expressions such as "This is your reply", "This is my reply", "This is my reply". Some letters do not include a conclusion.

5. Pay attention to issues

1. Pay attention to the difference between a letter of approval and a request for instructions. Request instructions from the superior authority with which you are affiliated. Use requests for instructions for approval matters. , and when requesting approval of relevant matters from a non-affiliated business competent authority, an approval letter is used. The competent authority responds to matters requesting approval with an approval letter.

2. Get straight to the point and get to the point. Regardless of whether you are sending a letter or replying to a letter, do not beat around the bush, and avoid empty words, cliches, and general comments.

3. One article and one letter, concise and clear.

4. The language must be standardized and appropriate, and reflect the language characteristics of the letter. When sending letters, you must use calm, polite, and sincere language, be respectful and humble to the competent authorities, be gentle to lower-level units, and be friendly to parallel units and units that are not affiliated with them. Avoid using blunt, commanding language. When replying to a letter, the attitude should be clear, the language should be precise, and avoid vagueness, generality, and hesitation. Correct format of official invitation letter 2

1. Format of official invitation letter

Dear ___________:

Hello!

The ________ unit will hold a ___________ event at _________ on __, month, __, and you are specially invited to participate. Thank you.

_________unit

__year__month__day

Title

consists of the name of the ceremonial activity and the name of the language. Also include a personalized event themed slogan.

Title

Use "general name" as the title in the invitation letter, and add an honorific before the general name. For example, "Dear Mr./Ms. × × ×" or "Dear General Manager (Director) × × ×".

Text

The text of the invitation letter refers to the formal notification by the organizer of the business etiquette event to the invited party of the reasons, purposes, matters and requirements for holding the etiquette event. Write down the schedule, time, and location of the ceremonial activities, and issue a decent and sincere invitation to the invited parties.

Commonly used invitation phrases should be written at the end of the text. Such as "Please come" and "Welcome".

In the example text, the text is divided into three natural paragraphs. The second paragraph states the reason, time, location, and event arrangements for the "20xx Year-End Customer Appreciation Party". (See the original text)

The opening sentence of the first paragraph - "In the past year, We build the platform carefully, and you are the protagonist of wealth that we pay attention to and support. "And the conclusion of the third paragraph - "Let us renew our friendship, talk about the future, and welcome more wealth and more happiness in the coming year! " not only reflects the organizer's review of the history of cooperation, that is, the business purpose of sincere cooperation with "online merchants" and sincere service to customers, but also expresses a bright outlook for the future. Alibaba is willing to welcome the Internet merchants *** Wealth, happiness.

These two sentences are independent paragraphs, concise and concise, semantically coherent, and consistent with the writing requirements of etiquette documents. It can be said to be a perfect combination of affairs and etiquette.

Signature

The signature should indicate the full name of the organizer of the ceremonial event and the date of writing.

2. Sample invitation letter

Dear Mr./Ms. xx:

In the past year, we have carefully built a platform, and you are the protagonist of wealth that we pay attention to and support. The New Year is coming, and we are dedicated to realizing the happy gathering of the online business family.

In order to thank you for your strong support to Alibaba over the past year, we will hold the 20xx annual Alibaba customer appreciation meeting at 14:00 on x, month xx, xxxx, in the Regent Hall on the first floor of Qingdao Regent Hotel. There will be exciting programs and generous prizes are waiting for you, and we look forward to your visit!

Let us talk about friendship, talk about the future, and welcome more wealth and happiness in the coming year!

_________Unit

Correct format of official invitation letter __year__month__day 3

Dear Sir/Madam:

Hello!

We are honored to invite you to attend the "Non-Governmental Organization Consultation Meeting for the xx Asia-Pacific Regional Conference of the Food and Agriculture Organization" to be held at the 21st Century Hotel in Beijing from 1xx to 16th. The theme of this conference is: From Agenda to Action – Following the NGO Forum on Food Sovereignty. The consultation meeting was hosted by the Food and Agriculture Organization (FAO) and the Asia Branch of the International Food Sovereignty Planning Committee (IPC-Asia), and co-organized by the China Association for the Promotion of International Cooperation of Non-Governmental Organizations. By then, more than xx0 representatives from more than 80 civil organizations in the Asia-Pacific region will participate in the meeting. The declaration of this meeting will be read out at the xx Asia-Pacific Regional Conference of the Food and Agriculture Organization to be held from October 17th to 21st.

The main topics of this meeting include:

1. How do non-governmental organizations in the field of food and agriculture in the Asia-Pacific region implement the "Global Action Plan" at the regional and national levels? Action Agenda/Civil Society Strategy”.

2. How do non-governmental organizations in the food and agriculture field in the Asia-Pacific region determine participants for future actions based on the current situation.

3. Participating organizations will draft a letter of recommendation for non-governmental organizations and submit it to the xx Asia-Pacific Regional Conference of the Food and Agriculture Organization, continuing to call for safeguarding the interests of farmers.

We sincerely look forward to your enthusiastic support and participation!