大学核心商务英语写作教程Unit3InvitationLetters.ppt

,Unit Three Invitation Letters,大学核心商务英语写作教程,Main Theme,This unit introduces the main form of invitation which is a kind of social letter commonly used in daily life. And this unit will expound the contents and steps for the writing of invitation letters. By studying these typical samples, students can handle the writing features and main information, master the useful expressions and put them into practice.,Pre-reading Questions,Do you know how to invite your friends to join in your party? Send E-mail Write invitation letters or cards,2. Do you know what the main parts of witting an invitation letter are? Letterhead Body Close,3. What information should be included in an invitation letter? The person being invited The person extending the invitation Company extending the invitation,1. Introduction,2. How to Write Invitation Letters?,3. Writing Tips,4. Invitation Letter Samples,5. Writing Practice,Text A Invitation Letters,Introduction to the Text,the opening ceremony /new product promotion invitation cards forms of letters not as formal and serious,What is an Invitation letter?,Personal invitation letter Less formal in nature and can have more focus on emotions or shared moments. Business invitation letter. The tone of the letter should be formal and respectful.,Structure of Invitation Letters,1. Introduction Introduce simple background of the individual or company 2. Body information about the event. (theme ,purpose ,place, date and time). 3. The final part directions or a simple map of the location. 4. Attentions two tenses (present and the future. ),The main purpose of an invitation letter is of inviting a guest to a party or an event.,How to Write an Invitation Letter?,The Content of Invitation Letters letterhead, (the name, address, date of the inviter and the name, address of the invited. ) addressing, “Sir”, “Madam”, “Mr.” or “Miss” body time, place and brief statements. close. genuine sincerity to the invited,The Steps of Writing Invitation Letters,1. Always send the letter of invitation in advance. You need to let people know about the occasion at least a week prior to the event so that they plan the things. 2. You have to begin the letter with name and address of sender and receiver. Date as to be mentioned. 3. Begin the main body of the letter with salutations. A word like “Dear” followed by the recipients name is a good way to start.,4. The letter has to give out the purpose in the very first paragraph. This helps in clearly conveying the message. 5. The letter has to give relevant facts like date, time and venue of the event in the beginning itself. This helps the reader in planning his schedule accordingly. 6. Make sure that the invitees know the way to the venue. You can inset a map and directions to reach venue with the letter.,7. Let the invitees know that they have to inform the organizers whether they will attend the event or not before a specified date. Give the reader the details about the person whom to contact to confirm their attendance for the occasion. This should be the last line of the letter. 8. Proofread the letter thoroughly before sending it to the invitees. The letter has to be flawless. 9. The letter should use fonts that are professional and readable.,Notes: 1. R. S. V. P. (Please reply)Repondez sil vous plait! 2. For Regret Only (if you cant come, please reply. If you can, then you may not reply.) 3. Telephone number of the host. (optional),4. Extn. /Ext. in 83845634 Ext. 177 ( extension, extension telephone number.) 5. Other information: the entrance, the exact address of the host or the place of the activity.,Writing Tips,Be sure your invitation letter includes: 1. The name of the person sponsoring the event. (who is the host/hostess?) 2. Exactly who is invited. (can someone bring a guest, spouse, child?) 3. What type of social event is being held? 4. The date, address, and time of the event.,5. Directions or a simple map if the location may be difficult to find. 6. What type of dress is appropriate or preferred. 7. The phone number and deadline to reply; precede these facts with “RSVP” (French abbreviation for “please reply”).,If you must decline to accept an offer, invitation, or gift, you should:,1. Be gracious, whatever the reason is that you must decline. 2. Thank the person for the invitation, offer, gift, suggestion, etc. 3. State clearly that you are unable to accept. 4. Briefly state the reason that you are unable to accept, if desired. 5. In closing, restate your appreciation for the persons consideration.,What are the invitation cards?,1. Invitation cards are used when you want to invite somebody to a reception, party, celebration, lecture and opening ceremony etc. 2. Invitation cards should be given in advance.,3. Invitation cards have certain pattern, and are printed on hard paper sheet. Usually, it needs to be typed, while those written by hand are only for friends and relatives. 4. Invitation cards can be divided into two categories: the formal and the informal. The formal ones should be written in a fixed pattern, and with formal language, and in a brief and concise style. And the informal ones can be written in the pattern of the invitation letter or the ordinary letter.,The contents of invitation cards,1. The contents of the invitation cards are including time, place, the activity form, and the hosts name. 2. The full names of person, company, school, group, program, and activity appeared in the card are required. 3. The Chinese invitation cards usually dont cover the guests name and their names can be found on the envelopes.,4. Internationally, people tend to send one invitation card for a couple. There is such occasions in our country when the guests can only take part in the activity by the invitation card, then the host should give two cards to a couple. 5. Time, including the year, the month, the day, the hour, and the day of the week, is preferred to write in English words to Arabic numbers and the date when the card is made is not required.,6. The activity, such as: bridge, cocktails, tea party or ball, etc., usually appears in the bottom left-hand corner instead of the body of the invitation card. 7. For formal reception or party, the host had better have arranged the seat before sending the cards, and note down the seat number in the bottom corner. 8. After sending out the cards, the attendance should be checked in time and write it down correctly, and rearrange the seats if necessary.,9. If the host has made the appointment with the guest face to face, then the host should also send the invitation card to the guest later on. “To remind” can be written at the right top or bottom. 10. If the host needs the guest to reply in time in order to make sure the seats, or requires the dress, then he can note the requirements down in the bottom left-hand or right-hand corner. The host can telephone the guest to make sure the attendance.,11. When the guest receives the invitation card, it is polite to write back or telephone the host to tell whether you can or cannot go and state your great thanks to their invitation. 12. The replying letter can be written in two forms. One is like the invitation card which is written in third person and the other is written in the pattern of ordinary letter.,Electronic Invitation Cards,1) X invites you to a reception (party, etc.) at (place) on (date) at (time). 2) You are warmly (cordially) invited to attend a reception (party, etc.) at (place) on (date) at (time). 3) X requires the pleasure of your company ( the company of Mr. Y) at a reception (party, etc.) at (place) on (date) at (time).,The Dress,1) Dress Informal/Dress Optional. (you can wear anything) (very informal) 2) No note/ note Lounge Suit/Day Dress. (suit or dress wearing for leisure time) (Informal) 3) Black Tie. (men black tie and suit, women long dress) (formal) 4) White Tie. (male guest white tie and evening suit/ tuxedo, female guest long evening dress of high-quality) (very formal),On the occasion of the 45th anniversary Of the founding of the Peoples Republic of China Liaoning Provincial Peoples Government requests the pleasure of ABC company at a National Day reception In the Banquet Hall，Villa 1 FuLihua Hotel Shenyang, China on 29th September，2011 From 6：00p.m. to 8:00p.m R.S.V.P. TelDress：Formal,Invitation letter Samples,Formal Invitation Card on Activity,Mr. Zhong Hua requests the pleasure of the company of Miss Li Ling at a tea party in the Staff Restaurant of The Hangzhou University on Monday，September 21th，1995 from 20:00 to 21:00 Tel：(024)5552567 to RSVP,Informal Invitation Card on Activity,Invitation Card on Wedding,Mr. & Mrs. Anthony Alexander Smith cordially invite you to attend the wedding ceremony of their daughter Mary Jane Smith to Andrew Scott Cross at 5.00 p.m, September 12th, 2011 St. Andrews Cathedral Stirling Street Perth,Reception 7.30 p.m Stirling Gardens Restaurant Hyatt Hotel Perth Buffet Meal (incl. Beer, wine & soft drink) We kindly request no children,Invitation Card on Dance Party,Mr. and Mrs. Luther Basler request the pleasure of your company at a small dance Friday, the ninth of April at seven oclock The Kentshire House Please reply TelDress：Formal,Invitation Letters,Invitation for a party Invitation for a ceremony.,Invitation for a party,To: Achieve Group I.T.Alley Santa Rita California Date: 20 May 2009 Subject: Inviting all for the 50th birthday celebration of our Chief Executive Officer Hello all, Greetings! We, from the human resources department, would like to let you know that this June 23, 2009, Achieve Consultancy Chief Operating Officer Mr. Ramon Powers will be celebrating his golden jubilee birthday.,Birthday Party Invitation Letter,Our team has organized a party at the left hall of the building for Mr. Powers most special day. To add color to the event, a fashion show will be presented as well as some intermission numbers that will surely bring joy to us all. In line with this event, we were given the responsibility to invite everyone from Achieve California to grace the event and please be in the said venue promptly and be part of the success of this grand event. Other details of the event will be sent to you for your compliance one of these days. Our team is counting on for your cooperation for a successful birthday party celebration. Thank You. Best Regards, Achieve Human Resource Department,House Warming Party Invitation Letter,To: Mr. and Mrs. John Stewart Emerald Avenue California Date: December 09, 2009 Dear Mr. and Mrs. John Stewart, Good Day! It is a great honor for us to take this opportunity to invite you to our house warming party for our daughter Marie Nicole Fable. We are preparing this event for close family friends, relatives and loved ones. As parents we are very happy for the success of our daughter that is why we want her to be surprised as she is coming back next week from Los Angeles and she has decided to stay in her new dream house. The said event will be on December 16, 2009 at her place, Villa Fontana.,We will be glad to see you on the coming event. Attached here with is the invitation letter containing all the details including the address. You dont have to worry for the service because we are arranging the transportation for all the guests so that there will be no problems. Allow me to thank you in advance as you are one of the inspirations and this will not be possible without the blessings of our elders. Best regards, Mr. and Mrs. Samantha Quieng,An Invitation for A House and Weekend Party,Sabrina Reagan Far Acres, Boston, America July 3rd, 2001 Jane Clinton Stone Lake, Boston, America Dear Jane, I hope you and Fred havent any plan for the weekend of July twenty-fourth as wed like you to spend it with us at Far Acres. Its simply beautiful here now, with everything in bloom!,I think we can promise Fred some good fishing this year. The fish are biting better than ever! So bring your fishing clothes; and be sure to bring your tennis things, too, because the Owens are coming and Im sure youll want to get out on the courts with them. Theres a very good train Friday night; Ive marked it in red on the timetable. It gets you here about seven-thirty which is just in time for dinner. You can get a late train back Sunday night, or theres an early express that Bob usually takes on Monday morning.,We hope nothing will prevent you from coming, as were looking forward to your visit, and I know the Owens are looking forward to seeing you again, too. Be sure to let us know what train you are taking so that Bob can meet you at the station. Affectionately yours, Sabrina Reagan,Invitation for a ceremony,To: Mr. & Mrs. Danny Floyd Garden Avenue, Manchester June 1st, 2009 Dear Mr. & Mrs. Floyd, Mrs. Soina Long and Mr. Leo Long would like to cordially invite you to witness the marriage of their one and only lovely daughter Samantha Long to Engr. Alvin Drift, the son of Mrs. Elisa Drift and Mr. Emmanuel Drift. You have been a witness of their relationship, thus they want you to witness as they tie the knot in marriage.,Wedding Invitation Letter,This will be on June 16, 2009, a Sunday at exactly 8:00 in the morning at the Hyatt gardens, Manila. We are hoping that you will be able to grace this ceremony because this is the most important day in our daughters life and we want you to be a part of it. Reception will follow after for lunch. Please confirm your attendance at telephone number 977-890-3568. Best Wishes Mrs. Soina Long and Mr. Leo Long,Invitation to Opening Ceremony of New Factory,Lily Zhang Jingshi Corporation, Beijing March 20th, 2000 Mr. Peter Harrison Room 302, 22 Garden Street, New York A8, USA Dear Mr. Harrison, Our new factory will be commencing production on April 10 and we should like to invite you and your wife to be present at a celebration to mark the occasion.,As you know this is an important milestone for this organization, and is the result of continued demand for our products, both at home and overseas. We are inviting all those individuals and trust that you will pay us the compliments of accepting. Please confirm that you will be able to attend by advising us of your timewe can arrange for you to be met. All arrangements for your stay overnight on April 10 will, of course, be made by us at our expense. Yours faithfully, Lily Zhang,Key phrases and sentences,I am greatly honored to invite you to participate in Its our great honor to invite you to Wed like to invite you to visit It is to be held at Beijing Grand Hotel from 8 to 10 p.m. on May 1, 2007. Please confirm that you will be able to attend by advising us of your time.,Bring your fishing clothes; and be sure to bring your tennis things, too. All arrangements for your stay will be made by us at our expense. Should you have any questions, please feel free to inform me. We look forward to the pleasure of your company. We are all looking forward to seeing you soon.,We hope you will help us celebrate this haunting time of year by joining us for a Halloween party. A reception immediately following the ceremony will be held at . Please join us in celebrating this joyous occasion. Please R.S.V.P. by .,It is an honor to be given the privilege to invite you to the (Home Decor Exhibit). With great honor, we would like to request for your presence on this coming (Sunday), (15th January) at (3:00PM) for the (14th birthday of Jessica). We wish that you will find time for you to be present on the party. Please let us know whether you can or cannot join us for whatever reason.,Writing Practice,Step 1. Read the invitation samples above and learn how to plan and organize a invitation letter for a party. 1) Decide whether the followings are true or false. a) Invitation letters should include sponsors name, date, address and time of their birthday. b) The format of an invitation letter is almost the same as that of ordinary business letters.,F,F,c) R. S.V.P is the French abbreviation for “please reply”. d) Formal invitation letter is written in the third person and not signed. e) 7Cs principle is to make the language clear, concise, complete, correct, considerate, concrete and courteous.,T,F,T,T,F,T,T,F,T,F,T,T,F,2) Invitation letters should include some basic information. What do you think this should be? Make a list of the information you should write in your invitation letter. Compare yours with the samples of invitation letter you have read.,Answers,a) The name of the person sponsoring the event. (who is the host/hostess?) b) Exactly who is invited. (can someone bring a guest, spouse, child?) c) What type of social event is being held? d) The date, address, and time of the event.,d) The date, address, and time of the event. e) Directions or a simple map if the location may be difficult to find. f) What type of dress is appropriate or preferred. g) The phone number and deadline to reply; precede these facts with “RSVP” (French abbreviation for “please reply”).,Step 2. Language: Vocabulary You should use “efficiency” language in your invitation letters, and the phraseology should be standard. Such as they are: request, honor of, confirm What kinds of expressions you want to use? Make a list of more expressions you want to use suitable for an invitation letter.,Answers,a) Id liketo come to dinner. b) We request the pleasure of c) The favor of a reply is requested. d) May I have the honor of your company at dinner? e) Would you love to join us? f) We would happy if you come.,g) We hope it will be possible for you to be with us. h) I hope youre not too busy to come. i) The reception/party will be held in , on j) Please confirm your participation at your earliest convenience. k) Please phone to let us know if you can come.,Step 3. Write your invitation letters 1) Your company is going to hold a New Year party on December 31st, 2010 in the Grand Hotel. There will be some acti