Writing invitations and replies is a part of the updated CBSE class 12 curriculum. It may seem simple, but it is an important communication skill to master in class 12 English.
Imagine you are planning an inter-school event or responding to a friend’s birthday invite. Knowing how to write an invitation or reply properly will make you look more respectful and thoughtful.
In this blog, we will walk you through the format, types, and tips for writing invitations and replies in class 12. We will also show examples to make everything crystal clear.
What is an Invitation?
An invitation is a written or verbal request asking someone to attend an event or occasion. It can be a competition, a meeting, or a birthday party. Invitations can be sent by letter, card, email, messages, or even delivered personally. Depending on the purpose and style of writing, invitations can be formal and informal. All invitations and their replies have a specific format that one should follow.
Invitation Format
When writing an invitation, follow a specific format. A basic invitation format includes:
- Who is inviting? (Name of the host)
- What is the event? (Purpose or occasion of the event)
- When and where? (Date, time, and venue of the event)
- RSVP details (for formal events)
Types of Invitation
Invitations can be broadly categorised into formal and informal invitations. Let us take a look at each of the invitation formats for class 12 in detail.
Formal Invitation
Formal invitations are usually sent for official, professional, or important social events. It can include a competition, corporate event, inauguration ceremony, conference, or graduation ceremony. Writing a formal invitation requires you to follow a specific structure and be polite, respectful, and professional in tone.
Formal Invitation Format
[Name of the Institution/Organisation]
[Address]
[Date]
Subject: [Purpose of the Invitation]
Dear Sir/Madam,
[Brief introduction of the event/occasion with key details such as the purpose, date, time, and venue.]
[Polite request for the invitee’s presence at the event.]
We look forward to your esteemed presence at the event.
Thank you,
Yours sincerely,
[Name of the Sender]
[Designation]
[Organisation Name]
[Contact details]
Tips to Write a Formal Invitation
- Keep the tone polite and respectful.
- Use full names and titles (e.g., Dr., Mr., Mrs.).
- Always write the invitation in the third person.
- Use the simple present tense.
- Avoid using abbreviations.
- Include details like date, venue, and time.
- Always include RSVP information if required.
- Avoid contractions and slang.
- In the exam, the content of this must not exceed 50 words.
- The invitation should be enclosed in a box.
Formal Invitation Examples/Samples
Example:
You are the club president of the Science Club of Delhi Public School, Kolkata. Your club is organising the Annual Science Exhibition on the theme ‘Innovations in Renewable Energy’ on 15th December 2024. Write a formal invitation to a chief guest, inviting them to preside over the event.
Delhi Public School
Kolkata
24th November, 20XX
Subject: Invitation to preside over the Annual Science Exhibition
Dear Sir/Madam,
The Science and Technology Club of our school is going to hold its annual science exhibition on the theme ‘Innovations in Renewable Energy’ on 15th December 2024 at 10:00 AM in the school auditorium. Kindly give us the honour of presiding over the event as our chief guest.
We look forward to your esteemed presence at the program.
Thank you,
Yours Sincerely,
Mr. Rajesh Singh
Club President
Delhi Public School
(Contact details)
Informal Invitation
An informal invitation in class 12 is used for casual events, usually involving friends or family. These invitations have a friendly tone and do not require following strict rules of language or structure. Common examples include birthday parties, casual gatherings, and personal celebrations.
Informal Invitation Format
[Your Address]
[City, State]
[Date]
Dear [Friend’s Name],
I hope you are doing well! I’m writing to invite you to [briefly describe the event, e.g., “a small get-together we are hosting to celebrate my brother’s success in his exams”]. The event will be on [date] at [time], and we would love to have you at [venue/location].
Looking forward to seeing you there and celebrating together!
Warm regards,
[Your Name]
[Optional: Contact Details]
Tips to Write an Informal Invitation
- Use a friendly and personal tone.
- You do not need to be overly formal; keep it relaxed.
- Write in first/second person.
- It can be elaborate, discussing a lot of different topics as well.
- Different tenses can be used as per requirement.
- Mention all necessary details like time and place.
- A casual sign-off can make it feel more inviting.
Informal Invitation Examples/Samples
Example:
Write an informal invitation to attend a Diwali party hosted by you. The invitation includes all the necessary details like date, time, and venue while keeping the tone festive and friendly. Also, mention that it is a family event and requests everyone to come dressed in traditional attire.
23, Shyam Nagar Colony
Mumbai
7th October 2024
Dear Sanya,
I hope you and your family are doing well! This Diwali, we are hosting a small celebration at our home, and we would love for you to join us with your family. It will be a fun evening filled with sweets, lights, and festivities. The party is on 12th October 2024 at 7:00 PM at our place.
Please come dressed in traditional clothes so we can celebrate the festival of lights in style! I cannot wait to see you all and celebrate together. Looking forward to having you here!
Warm regards,
Rohit Patel
What Are Invitation Replies?
The responses after one receives an invitation are the invitation replies sent to the person who invited you. They let the host know whether you will attend the event or not. Replies can also be formal or informal, depending on the type of invitation received.
Types of Replies
Just like invitations, replies can be formal or informal. Let’s go through the details of both.
Formal Reply
A formal reply is often used for official or large events, where the host needs to know the exact number of attendees. It maintains a polite tone and is clear about acceptance or regret.
Formal Reply Format
Formal Reply
[Your Name]
[Your Address]
[City, State]
[Date]
To
[Name of the Host]
[Host’s Address]
[City, State]
Subject: Acceptance/ regret for declining the invitation to [Event Name]
Dear [Host’s Name],
I am honoured to receive your invitation to [event name] on [date]. [Confirm your presence if you are attending. If you are not, state the reason for the same. Elaborate a little and wish them the best.]
Thank you again for considering me, and I look forward to future opportunities to attend your events.
Yours Sincerely,
[Your name]
[Designation (if applicable)]
[Your Organisation (if applicable)]
Tips to Write a Formal Reply
- Always start by thanking the person for the invitation.
- Be direct but polite about whether you will attend or not.
- Give a reason if you are declining, and ensure your presence if you accept the invitation.
- Avoid any unnecessary details.
- Always write in the third person.
- Use respectful language and titles.
Formal Reply Examples/Samples
Example:
You have been invited to the Annual Awards Ceremony hosted by ABC Corporation on 20th December 2024 at The Grand Ballroom, Hilton Hotel, at 6:00 PM. You need to send a reply declining the invitation.
Rahul Gupta
56, Maple Street
Mumbai
10th December 2024
To
The Director
ABC Corporation
Sector 17, Gurgaon
Subject: Regret for Declining Invitation to the Annual Awards Ceremony
Dear Sir/Madam,
Thank you very much for your invitation to the Annual Awards Ceremony on 20th December 2024 at The Grand Ballroom, Hilton Hotel. Regrettably, due to prior professional commitments, I will be unable to attend the event.
I truly appreciate your thoughtfulness in extending the invitation to me, and I hope the event is a great success.
Yours Sincerely,
Rahul Gupta
Informal Reply
An informal reply is a response to casual events like birthdays, auspicious occasions or family gatherings. Writing an informal reply is friendly, straightforward, and doesn’t require any formalities.
Informal Reply Format
Informal Reply (Accepting the Invitation)
[Your Address]
[City]
[Date]
Dear [Host’s Name],
Thank you so much for inviting me to your [event, e.g., Diwali party]! I’m super excited to join the celebration on [date], and I’ll be there with my family, dressed in traditional attire, just as you requested. I can’t wait to meet everyone and have a great time together!
Looking forward to it!
Warm regards,
[Your Name]
Informal Reply (Declining the Invitation)
[Your Address]
[City]
[Date]
Dear [Host’s Name],
Thank you so much for inviting me to your [event, e.g., Diwali party]. Unfortunately, I won’t be able to attend as we already have some plans on [date]. I’m sure it’s going to be an amazing celebration, and I’m really sad to miss it. I hope you have a fantastic time!
We’ll catch up soon. Have a great time celebrating Diwali!
Best,
[Your Name]
Tips to Write an Informal Reply
- Keep it short and cheerful.
- It’s fine to use casual phrases and contractions.
- Feel free to add a personal touch (e.g., “I’m excited!”).
- Don’t forget to mention if you can’t attend.
Informal Reply Examples/Samples
Example:
You have been invited by your friend Ananya to a Movie Night at her house on Saturday, 25th September 2024, at 7:30 PM. You need to reply either accepting or declining the invitation.
Informal Reply (Accepting the Invitation):
56, Maple Street
Mumbai
18th September 2024
Dear Ananya,
Thanks so much for inviting me to your movie night on 25th September! I’m super excited to come, and I can’t wait to catch up with you and everyone else. It sounds like a really fun evening, and I’ll be there by 7:30 PM sharp.
Looking forward to the fun!
Best,
Rahul
Common Mistakes While Writing Invitation/Reply Letters
When writing invitations or reply letters, it’s easy to make a few common mistakes. Here are some things to watch out for:
- Missing key details: Always include important information like the date, time, venue, and purpose of the event. Forgetting even one of these can confuse the reader.
- Too formal or too casual: Make sure your tone matches the occasion. For formal events, keep the language polite and professional. For informal events, be friendly but not too casual.
- Spelling and grammar errors: Simple mistakes in spelling and grammar can make the letter look unprofessional and sloppy. Double-check your work before sending it.
- Forgetting to mention RSVP: If you want the person to confirm their attendance, clearly mention the RSVP date and contact details.
- Being too long or too short: Keep your letter clear and to the point. Avoid unnecessary details, but make sure all the necessary information is included.
Invitation Questions
Here are some formal and informal invitation class 12 topics for practice:
- As a student representative, invite a special guest to your school’s Annual Day. Include the date, time, venue, and any performances. Write a formal invitation and respond to the invitation as well.
- Plan a birthday party and invite your friends. Mention the theme (if any), date, time, and location. Draft an invitation and practice replying if you can attend or not.
- As the school’s sports team captain, invite another school for a friendly match. Include the sport, date, time, and venue. Write a formal invitation and reply.
- Invite a close friend and their family to your Diwali party. Include the dress code, date, time, and location. Practice replying if they can come or not.
- A friend of yours has invited you to attend his sister’s wedding. However, due to prior engagement, you have to decline the invitation. Write him a letter regretting your inability to attend the marriage of his sister.
Conclusion
Invitation writing class 12 is a useful skill, especially for students who will be joining college. Whether you are preparing for a formal event or just sending a casual invite to friends, following the correct format and tone can make a huge difference. Now that you know the tips, formats, and examples, you are all set to write perfect invitations and replies!
FAQs on Invitations and Replies
Q1. What is an invitation?
Ans – An invitation is a message asking someone to join an event or celebration, like a birthday party, a school function, or a competition. You can send invitations by letter, card, email, or even as an ordinary personal letter.
Q2. What is the format of a formal invitation?
Ans – The formal invitation format should have:
-> The host’s name, organisation, designation and contact details.
->The event details (what, when, where).
->A polite request for attendance.
->RSVP (Reply if you are coming or not).
Q3. How do I reply to an invitation?
Ans – In an invitation reply, you must thank the person for inviting you, say if you can come or not, and give a reason if you’re declining. Replies can also be formal (for official events) or informal (for casual ones).
Q4. How should I write a formal reply to an invitation?
Ans – In a formal reply, start by thanking the host for inviting you. Then, say whether you can attend or not. Use polite and respectful language, and mention your position or title if necessary.
