In previous blogs, we addressed the ball etiquette and dress code, so it seems ideal to wind up this series with a post about invitations. I will try to explain all the possible terms that you might find on them, and I will also show you how to create such an invitation if you are ever entrusted with this task.
How to invite guests to any event
It of course depends on the type, but the warmest invitation is 100% personal. Unfortunately, this is not always possible, so it is necessary to choose a telephone or written option. Even in these cases, do not forget to be tactful and do not invite guests in the presence of someone you do not wish to invite.
Types of written invitations
- Printed (where the guest name, title, function and the event, date and hour are to be completed with a pen, by hand, in black ink).
- Personal sheet – this gives us more space to express respect and friendship.
Rules for sending out invitations
- Invitations to formal events are always by written invitation, which is sent in a sealed envelope well in advance.
- For lunches and dinners, invitations are sent 3 weeks in advance.
- For important social events, invitations are sent 6 to 8 weeks prior to the event.
- We invite extraordinarily important guests twice: two months before the event, and if they confirm their participation, we will send a second invitation two weeks in advance with a note, i.e. a pour memoire – as a reminder. This invitation does not require a response.
- The exact address of the event is displayed in the lower left corner of the invitation.
- The lower right corner is reserved for traditional abbreviations that have the same meaning as on business cards.
- The invitation must be courteous and accurate.
- The invitation is always addressed to a person, never an institution, and always invites a specific person.
- If you have made the invitation personally, then the invitation can simply be marked p.m. – for reminder, and we do not need to confirm the reminder and invitation again in writing.
- We can send a joint invitation to spouses.
- We respond to invitations as follows:
- to a personal sheet in writing,
- to a printed invitation with a business card or short message,
- to an invitation by telephone, we respond by phone or in person.
- If our participation needs to be confirmed, the invitation will have an R.S.V.P. or RLO.
- We respond to invitations as soon as possible.
- Once we have accepted the invitation, we should not cancel it.
- If we cannot come, it is our duty to apologize well in advance.
- We arrive on time – about 10-15 minutes in advance. The maximum delay is about 10 minutes, that is, the time during which an aperitif is served.
What the invitation should contain
- Name and last name, position, and potentially the title of organizer.
- Name, last name and title of the invited person, if any.
- Type of social gathering (reception, dinner, concert) and reason for its organization (company anniversary, visit by a foreign guest).
- Date and time of the event, including the exact day of the week.
- Venue, address (or brief directions for transport connections).
- Additional information includes:
- Dress code (for example, black tie, formal dress, social attire),
- At the bottom of the invitation it should be stated whether the invitation is for two people, or simply write “+ guest”,
- A requirement to confirm attendance (a reply is given to the abbreviation R.S.V.P., which has been completed with a telephone or address to which the reply must be made).
List of most frequently used abbreviations:
- S.V.P.– repondez s´il vous plait – the given telephone or addressed is only used to excuse non-attendance.
- RLO– Please reply
- Regrets only– use the listed number to excuse your non-attendance.
- p.m. – pour memoire – as a reminder (the second invitation sent by the host, by which we want to remind the invited guest of the upcoming event; it is an expression of great honor toward the invited guest, showing the host really cares for the invitee’s attendance).
- s.t.– sine tempore – please arrive promptly
- c.t.– cum tempore – time stated is an approximate start time.
- Dress code– instructions on how to dress for the event you are invited to (mostly this is provided for the gentlemen, and the lady dresses to match the man; if there is no dress code stated, the type of event is decisive).
I believe your invitations will attract everyone you address. Stick to all the rules, and devote practical consideration to their format, but do not forget to be creative.