Writing : letter writing, Responding to a formal invitation eg wedding, chieftaincy etc

Learning Objectives :

By the end of the lesson, pupils should be able to

1. Make a list of occasions or events for the formal invitation
2. Give reasons for giving out formal invitations
3. Identify the features of formal invitations
4. Write responses to formal invitations
5. properly respond to formal invitations, including weddings, chieftaincy ceremonies, birthdays, inter-house sports, and housewarming parties.

Learning Activities

1. Pupils, as class, brainstorm to list occasion that require formal invitations
2. Pupils, as groups, state reasons for formal invitations eg important dignitaries, need to invitation as evidence, for descriptions, for direction, and reminders
3. Class discusses the format for responding to a formal invitation invitation
4. Pupils in small group study samples of wedding invitation card, marriage invitation card, graduation invitation card, house warming invitation card that are provided by class teacher’s asked teaching aids
5. Pupils in pairs, draft and responses to the forms invitations of their pen in the their’s own languages with teachers guiding them on what steps to take.

Embedded Core Skills

1. Communication and Collaboration
2. Critical thinking and problem solving
3. Leadership skills and Personal Development
4. Creativity and Imagination

Learning Materials

• Examples of formal invitations (e.g. wedding invitations, chieftaincy invitations, etc.)
• Response cards or RSVP cards (if available)
• Writing materials (e.g. pen and paper, computer)
• Wall charts

Content

What is formal invitation?

A formal invitation is a written or printed request to attend an event, such as a wedding, a party, or a business meeting. It is typically more formal and formalized than an informal invitation and may include details such as the date, time, location, and dress code for the event. Formal invitations are often used for events that are more formal or important, and they may be sent by mail, email, or in some cases, hand-delivered. They may also include a response card or RSVP request to allow the recipient to confirm their attendance.

Reasons for giving out formal invitations

1. To request the presence of the recipient at an important or formal occasion, such as a wedding, a business conference, or a charity event.
2. To provide the recipient with all the necessary information about the event, including the date, time, location, and dress code.
3. To convey the importance or formality of the event to the recipient.
4. To allow the recipient to confirm their attendance in advance, either by responding to the invitation or using a response card.
5. To provide a record of who was invited to the event and who attended.
6. To show the recipient that they are valued and worthy of a formal invitation to the event.

Features of a formal invitation

1. Formal language: Formal invitations are written in a formal, polite tone and use formal language. For example, they might begin with “The honor of your presence is requested at…” instead of “We would like you to come to…”
2. Detailed information: Formal invitations typically include detailed information about the event, such as the date, time, location, and dress code. This helps the recipient plan for the event and ensures that they have all the necessary information.
3. Response request: Formal invitations often include a request for the recipient to confirm their attendance in advance, either by responding to the invitation or using a response card. This helps the host plan and prepare for the event.
4. Formal design: Formal invitations are often printed or written on high-quality paper with a formal design, such as a raised font or a decorative border.
5. Personalization: Formal invitations are often addressed to the recipient by name, rather than using a general term like “Guest” or “Friend.”
6. Envelope: Formal invitations are typically sent in an envelope, either by mail or hand-delivered. The envelope may also have a formal design

Example of an invite to school inter House sport competitions

Dear Pupils,

You are cordially invited to attend the 3rd annual inter House sport competitions of Edu Delight Tutors, to be held on the 12th of April, 2023 at Campus Mini Stadium at 2:00 PM. All athletes are expected to come dressed in their sport wares.

We hope to see you there!

Sincerely, [Your Name]

Or

The management, staff and students of the above named school cordially request your presence as Special Guest of Honour at the 3th edition of the school’s Inter-House Sport Competition which is scheduled to hold as follows;

Date : 6th May,20xx

Venue : Marakanna Multi purpose stadium, Ilubinrin, Laos

Time : 10:00 am

We thank you in anticipation of your honouring the invitation.

(name)

(phone number)

How to respond to an invitation letter

To write a response to an email invitation letter, follow these steps:

1. Start by thanking the sender for the invitation. This can be as simple as saying “Thank you for the invitation” or “Thank you for thinking of me.”
2. Confirm whether or not you will be able to attend the event. You can say something like “I am pleased to accept the invitation” or “Unfortunately, I will not be able to attend.”
3. If you are accepting the invitation, provide any necessary information that the host has requested, such as your dietary restrictions or the names of any guests you are bringing.
4. If you are declining the invitation, it is polite to offer a reason for your absence. You could say something like “I am sorry that I will not be able to attend, as I have a prior commitment on that day.”
5. Thank the host again for the invitation and close with a polite farewell, such as “Sincerely” or “Best regards.”

For example:

Dear [Host], Thank you for the invitation to attend the [event] on [date]. I am pleased to accept and look forward to attending.

I have no dietary restrictions.

Thank you again for the invitation. Sincerely, [Your Name]

Presentation

Introduction

• Explain that formal invitations are requests to attend an important or formal event, such as a wedding, a chieftaincy ceremony, or a birthday party.
• Mention that it is important to respond to formal invitations in a timely and appropriate manner.

II. Accepting a formal invitation

• Discuss how to accept a formal invitation, including:
  • Thanking the host for the invitation
  • Confirming your attendance
  • Providing any necessary information (e.g. dietary restrictions, number of guests)

III. Declining a formal invitation

• Discuss how to decline a formal invitation, including:
  • Thanking the host for the invitation
  • Giving a reason for your absence (optional, but polite)

IV. Responding to a formal invitation by mail or email

• Discuss the appropriate way to respond to a formal invitation by mail or email, including:
  • Using proper formatting and language
  • Adding a subject line (if responding by email)
  • Using a response card or RSVP card (if provided)