How to Write An Invitation Letter Sample For Event [Template]

Invitation Letter Sample For Event – Are you planning a social event and are you planning to invite people? If you are planning for one, here are some event invitation letter sample for events like meetings, visas, guest speakers, and business partners to formally invite them.

This article explains how to write a decent invitation letter to someone, including the proper structure, recommendations, and guidelines. Depending on the type of the event, a letter of invitation can be a formal or informal letter inviting their presence at the event.

The invitation letter sample for event that we provided are formal letter formats that state the purpose of the event, dress code, and the date and time of the event. It can be sent to a person or another organization by an individual or an organization to persuade them to attend the event.

How to write an Invitation Letters Sample for Event Templates
How to write an Invitation Letter Sample for Event Templates

As a professional, you must describe well the essence of the event in the invitation letter and the importance of the invitee or invitees’ presence at the event. An invitation letter can be sent through the mail, email, printed or hand-written.

But first, you need to know what is an invitation letter.

What is an Invitation Letter?

Invitation letters are produced for official and casual occasions in a variety of situations. These letters might be for a wedding, a business meeting, a graduation ceremony, an engagement, or any other occasion.

It is written when one wishes to invite visitors to a certain event or occasion. This letter is written by someone or something that is hosting an event or celebration. An invitation letter is written to a visitor, an individual or organization.

How to Write an Invitation Letter: Sample and Template

Time needed: 5 minutes.

Now that you have learned about an invitation letter, here is the step-by-step guide to writing it.

  1. Write the Sender’s information

    First is to write your name and your address at the top left corner of the letter. It is directly below the date. Always leave 1 line of space before beginning the next section of the letter.

  2. Write the Date

    The next step to writing a letter invitation is to write the date at the top left corner of the letter.

  3. Write the receiver’s information

    Next is to write the receivers’ information.

  4. Write the salutation

    The third step is to write the salutation. When writing the salutation, you may start with “Dear” (e.g., Dear Mr. or Mrs.), but if you want to be more formal, use the word “To.” If you know the person to whom the letter is addressed, you have to write the full name and title of that person.

  5. Write the body

    Write about the event that he or she is invited to. Also, write all the details about the event, like when and where it will take place.

    invitation letter sample: body of the letter

  6. Close the letter with your signature

    Lastly, write the closing part of the invitation letter. For closing words, you can use “sincerely,” “best regards,” etc. Then sign over the printed name of the sender’s name.

    invitation letter sample

Invitation Letter Sample
Invitation Letter Sample

Invitation Letter Sample for Visa

After the above steps on how to write an invitation letter sample for a certificate of visa application, remember to put the following in your letter:

To:                                                                                                                   Date:

Immigration Officer

[Embassy Name]

[Embassy Address]

[Embassy Phone Number]


Re: Invitation Letter for [Applicant’s Name] with Passport No. __________________

Respected Sir/Madam,

I, [Inviting Person’s Name] currently residing at [Inviting Person’s Address], and a citizen/permanent citizen of [Country’s Name], am writing this letter to support the visa application of my friend, [Applicant’s Name].

The purpose of the visit of my friend, [Applicant’s Name] is to visit me and engage in tourism in [Country’s Name]. Our long standing friendship has endured distance and time, and we have wanted to use the visit of my friend to reconnect and share old memories.

[Applicant’s Name] and I have been friends for [enter number of years or length of time]. We have [provide a description of activities or other events you have attended/done together]. This has led to us developing a close relationship and we have stayed in touch ever since.

[Applicant’s Name] will be visiting during the following dates: from [Provide starting date of visit in format DD/MM/YY] to [Provide ending date of visit in format DD/MM/YY].

During the specified trip dates above, we will be visiting [Specify city/place names]. In addition, [Applicant’s Name] will be staying at [Provide Inviting Person’s Address or Hotel Address]. The trip will be funded through [Provide means of funding].


Copy of inviting person’s Passport
Copy of inviting person’s other ID
Proof of relationship (you can attach pictures of events together or other supporting documents)
Proof of accommodation
Proof of return to home country (employment contract, property ownership, lease agreement, etc.)
Other applicable documents
We sincerely request that you consider [Applicant’s Name] visa application and please do not hesitate to contact me for any questions or inquiries at [Inviting Person’s Phone Number] or [Inviting Person’s E-mail].

Kind regards,

[Inviting Person’s Signature]
[Inviting Person’s Name]
[Inviting Person’s Address]
[Inviting Person’s Phone Number]
[Inviting Person’s Email]

Invitation Letter Sample for Event

Here is an example of an invitation letter for a formal or special event. Here is the sample below.

Company name
Street Name and Number
Postcode and City
Country (State)


Company name
Name ad Surname of the recipient
Street Name and Number
Postcode and City
Country (State)




Dear Mr./Ms. <LASTNAME>

We would like to invite you to attend the <ENTER NAME OF the EVENT> located at <ENTER PLACE> on <DATE> at <TIME>.  It is our great honor to have you as out guest as we apreciate you as our <CLIENT/CUSTOMER/PARTNER>. We are hoping that we will get the same support from you.

The event is prepared  in the intention to show our acknowledgment to our most important  <CLIENT/CUSTOMER/PARTNER >.  Therefore this will be an outstanding opportunity for us to show appreciation of your business, but it the sample time to strenghten our coopersation.

Please come early so that we can find a comfortable seat for you. We would appreciate if you can attend this event as you are one of out top <clients/partners>.

Please let us know if you are attending the event or not by <DATE>.

Hoping for your presence on that day. We look forward meeting you.

Sincerely yours,


<Name, Surname of the sender>

Invitation Letter Sample for a Meeting

Also, here is an example of an invitation letter template for an important meeting. Check out the template below.


{Recipient’s Name}
{Recipient’s Address}
{City, State, Zip Code}

Re: Invitation to {Nature of Meeting}

Dear {Mr./Mrs./Ms. Last Name},

This it to inform you that the {nature of meeting e.g. bi-annual staff meeting} is scheduled for {date}. The meeting, which will be held in {meeting venue}, will run from {start time} to {end time}. As an {employee/client/distributor etc.} of {company name}, I am humbly requesting your attendance.

During the meeting, we plan to address the following key agendas:

Agenda 1: {Agenda Name 1}

Agenda 2: {Agenda Name 2}

If you have other topics of concern you would like addressed during the meeting, please reach out to my office before the set date.

It is vital to the purpose of the day that you carry {mention requirements, e.g., a notebook and pen}. Before them, feel free to contact me on {contact information} to address any concerns.

Thank you for your time. I look forward to seeing you.


{Your Name}
{Job Title}
{Your Signature}

Invitation Letter Sample for Guest Speaker

Lastly, here is an example of an invitation letter for a guest speaker. Check out the template below.


{Recipient’s Name}
{Recipient’s Address}

Dear Mr./Ms./Mrs. [insert name]:

We are pleased to invite you to the [name of event] which is scheduled to happen on [insert date] at [insert venue]. This event will be [state the purpose and details of the event and why you will need his or her presence and how he or she can contribute].

The event’s deliberations will be on the following themes:
– [Theme 1]
– [Theme 2]
– [Theme 3]

It is an honor and privilege to invite you to participate in this event as a guest speaker. We believe that your expertise in this field will make a great contribution and be of benefit to many people.

We look forward to a positive confirmation. Please don’t hesitate to contact [contact person’s name] at [contact details].

Sincerely yours:


Note: Bear in mind that if someone sends you a letter that invites you to attend an event but you cannot make it, make sure to reply to that letter to let the host know that you are not coming.

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