How to Word Invitations For Special Events

Wedding invitations on polka dot background
Walter B. McKenzie/The Image Bank/Getty Images

If you work in event planning, you will often be relied upon to help your clients handle their invitations. For many, preparing the perfect invitation can be overwhelming and frustrating. Your clients will rely on your expertise to help them through the process.

As an event planner, you can influence the tone of the event, and that includes the invitation's format and wording. An invitation should match the client's needs and personality.

If you are planning a wedding for a fun-loving couple, you might use bold colors and lighthearted wording on the invitation. By contrast, if you are working with a corporate client for a major fundraiser, the invitation may be more formal and sedate.

Wording Formal Invitations

Writing formal invitations for special events and meetings is easier than most people would think. Too often people are searching for a sample invitation letter when they really mean to find the format that provides invitation wording ideas. The fun part is to figure out how creative you can be in selecting stationery for your invitation.

But the formal invitation is an important element of the total package of invitation letters and materials used for events.

Invitations are presented in many different formats, including telephone calls, email, letters, hand-written stationery and formal invitations.

Above all, you should be concerned about errors in spelling, grammar and punctuation.

Working with a graphic designer to create a custom layout can make the event seem more distinctive and fit your client's personality.

Sample Formal Invitation

Regardless of the function, the best approach for event planners is to establish a standard format for themselves and update specifics depending on the actual event.

A formal invitation should be simple and formatted on a card or stationery stock that is the size of a greeting card or smaller. Most invitations use a font that matches the organization's standard fonts or a script that the designer likes. The key is to make sure you're following the host's brand standards while creating a sense of formality.

If, on the other hand, you are working on a private event, such as a wedding, you may want to hire a calligrapher to write the invitations manually. This is a popular option or many couples, as it looks more elegant and personalized than typed invitations.

The invitation should contain the following information:

[Insert logo]

[Insert host name, title]
requests the pleasure of your company
at the
[Insert formal name of the event]
[Insert location]

[Insert event tagline if appropriate]

[Insert day, date(s), year]

R.S.V.P.
[Insert name]
[Insert phone number]
[Insert email if appropriate]

Details to follow
 

It's important for the designer to format the individual lines so that they fit the available space of the final invitation. You should plan to work closely with the designer to ensure all of the necessary information fits on the invitation in a visually-appealing manner.

As an event planner, you can help influence the event's chances of success long before the event occurs. Helping your client choose the right invitation and wording it carefully can ensure the event is packed and everyone knows what to expect.