invitation

2. MEANING
 THE LETTER SHOULD ALWAYS BE CORDIAL AND
GRACIOUS IN TONE,BUT THE DEGREE OF
FORMALITY OF THE LETTER DEPENDS ON THE
OCCASION AND THE RELATIONSHIP OF THE
WRITER AND THE SENDER.
 THE INVITATION LETTER SHOULSD STATE THE
PURPOSE OF THE INVITATION , THE NATURE OF
THE OCCASION AND ROLE OF THE SIGNIFICANCE
ON THE INVITED PERSON TO BE PRESENT ON
THE OCCASION.

3. HOW TO WRITE AN INVITATION
LETTER
 Preparing to Write a Request Letter
 Identify the proper person for the request. Many times,
part of making a request is finding out who the right
person to contact is. Generally, you should ask the person
most qualified to fulfill your request, and it may take some
work to find out who that is.If you are writing to ask a favor
of a company, then you might need to call the company
secretary to identify the appropriate person. Get this
person’s full name, address, phone number and title.
 You might need to write a different request letter to ask
someone who you should write to. In this case, still follow
these steps for writing a request letter.

4.  Learn the format for a business letter. Your request letter should use
the proper business letter format, as it is likely a formal request. This
applies whether you're sending an email or a hard copy
letter.[1] Become familiar with the following format and be sure to use
it when writing your letter.[2]Place your name, title, and address on the
top left of the paper.
 Place the date below this.
 Put the person's name, title, and address below this.
 Address the person appropriately. Start with "Dear Mr." or "Dear Mrs."
 Have 1-inch margins around the paper and use single spacing. Don't
indent, just use a double space in between paragraphs.
 Use an easy-to-read font such as Times New Roman or Arial, in 12-
point font.
 End with "Sincerely," then leave 4 lines so you can manually sign your
name. Below this, type your name and title.

5.  Leave enough time for the request. Keep in mind
that whoever you're writing to probably has other tasks
to complete, so your request may take some time to get
to. If your request is time-sensitive, be sure to give the
recipient a enough advance notice to process it.
Generally, allowing a week for requests is a good
guideline, though bigger tasks could very well take
longer.For example, you wouldn't ask for a letter of
recommendation from a teacher 2 days before it's due.
That is an unreasonable request. If you'd planned
ahead, you'd know that such requests usually require 2
weeks to fulfill.[3]

6. FORMAL GREETING

Use a proper greeting. The recipient of the letter
should be greeted and addressed properly."Dear" is the
accepted opening for this style of letter. Openings like
"Hi" or "Hello" are inappropriate and unprofessional
for a business letter.
 Use Mr., Mrs., and Ms. as appropriate. Never use only
someone's first name.
 If you're unsure of a person's gender, use the full name
in the greeting instead of Mr. or Mrs. For example,
"Dear Casey Smith."

7. INTRODUCTION

Introduce yourself. If this is an unsolicited request, the recipient will
need to know who's making the request. Make a brief introduction of
yourself, such as your job/position or affiliated organization. This will
help your reader understand who is making the request. Your
introduction can only be a sentence or two. You don't need to provide a
biography, you just need to give the recipient an idea of who you are.
 Introducing yourself has two advantages. First, it's polite. Remember,
whoever you're writing to probably doesn't have to grant your request,
so good manners will show that you've put thought and effort into
contacting him or her. Second, identifying yourself will help the
recipient understand who you are and better process your request.
 If you've met the person before, it might help to remind him or her. For
example, you might write: “We met last week at the sports banquet. I
was pleased to make your acquaintance.”

8. THE REQUEST
 State the favor you're asking. After introducing
yourself, start a second paragraph. Politely, but clearly,
state the favor you need. Also fill in any necessary
details the recipient will need to meet your request,
like dates and times.
 Don't: demand help with "I need your help" or "I heard
you could do this for me"
Do: request help with "Would it be possible..." or "I
would be grateful if you would..."

9.  Keep it simple. Don't go crazy with detail. You should
be able to make your request in a few sentences.
What's most important is that what you need is clearly
stated.Don't: include unnecessary flattery or apology.
Do: cover all necessary info, such as the time frame.

10. REASONING

Tell your recipient why the favor is important. In certain cases, you
might need to convince the recipient that he or she should grant your
request. This should also go in the second paragraph. Have all your
supporting evidence ready and briefly state why this request is
important, and why granting it would help the recipient. For example,
you might be requesting that a company sponsor an event you're
putting on. You could stress that the company will receive good
exposure by doing this. You could say: "If you were to provide the
necessary funding, we will announce your company at the event as an
official sponsor. This will give you exposure to the community and
identify your company with a good cause.]Don't: pressure someone
with "This is extremely important." or "It would really mean the world
to me."
Do: provide specific info such as a deadline or a concrete incentive.

11. OFFER OF ASISTANCE

Offer to provide assistance to the recipient. Always
demonstrate your willingness to work with the
recipient. A simple statement like "Please let me know
if you need any more information" can show the
recipient that you're willing to work together and be as
much help as you can be.Don't: pressure the reader
with references to past favors you've done.
Do: acknowledge "I understand if you're not able to do
this."

12. CONCLUSION

Close the letter politely. When you've stated your
request and provided all the necessary information the
recipient may need, then close on a polite note. Thank
the recipient for considering your request, and say that
you look forward to hearing back. Then end with a
proper salutation like "Sincerely."[11]For example:
"Thank you very much for your time in considering
this request. I look forward to hearing back from you
on this matter. Sincerely, John Smith."

13. PROOFREAD

Proofread your letter before sending it. Never send a letter
without proofreading, especially a formal business letter.
Any spelling or grammar errors will make your letter look
unprofessional, and could decrease your chances of having
your request granted. Read your letter at least two more
times before sending. That way, you can catch any mistakes
you might've made.
 Just because you're typing your letter doesn't mean that
your spelling and grammar check will catch everything.
Never rely exclusively on these programs. You still need to
proofread the old fashioned way.

14. SAMPLE OF INVITATION LETTER
INVATION FOR BUSINESS FAVOR
 [Name of Company You Are Writing To]
 [Full Name of Person You Are Asking]
 [Street Address]
 [City/State/Zip]
 [Your Business Name, If Applicable]
 [Your Full Name]
 [Your Street Address]
 [City/State/Zip]
 [Your Phone Number]
 [Your Email Address]
 Dear [First Name of Person You Are Asking a Favor From],
 [Opening Paragraph: Describe your issue in detail, giving any background that will make
your needs clear.]
 [Second Paragraph: Simply state that you are asking for their help in this matter. Include
information about the type of help this person can provide you.]
 [Closing Paragraph: State your intent to cover any charges and compensate them for their
time or service, if appropriate. Thank them for their time and consideration in reading the
letter and helping, if they are able.]
 Sincerely,
 [Your Signature]
 [Your Full Name]
 [Your Title, If Applicable]


15. Mr. Frank Edward
Musician
Loveworld Records
Area 3, Garki Abuja
Dear Frank Edward
We are having our “Annual Christmas Carol of Nine Lessons” in the New Law Theater of University of
Abuja Main Campus December 9-11. The theme of this year’s event is “Christ Is Come”. We are focusing
on the birth of Christ and the lessons that came with his birth.
Would you be our guest artist? We are overwhelmed by the impact your music has made in the lives
of everyone both young and old. Your performance will set the tone perfectly for our event. A 10 minute to
15 minute performance will be fine. We expect an attendance of over a thousand students.
Due to financial constraint, we will not be able to pay or cater for your expenses for performing at this
event. We are hoping as a means of giving back to the society and mentoring and motivating aspiring
young singers and other students will be a sufficient incentive for you to be with us.
I look forward to a favorable reply, and just as soon as I receive it. I will send you complete details. Our
meeting place is New Law Theater just east of the university gate.
Yours sincerely
Ade Abolarin
P.R.O (S.U.G)