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Chapter Six
Invitations and Answers
About Invitations
In a company’s daily activities, there are many occasions in which someone outside the company needs to be invited. Those occasions may include a conference, an exhibition, a celebration, a visit, or a party. Before these activities, the company will do many preparations, and one task is to send letters of invitation to such people. Formal invitation letter can be written either on letterhead or on traditional invitation card.
Section One Invitation Letter
It should be short but specific and sincere.

It should present some specific information about the particular occasion and some specific explanation about why the recipient is being asked to be included and why their involvement is critical to that particular activity.

It should be complete and exact. Give details of when and where the activity will be held, and what will be done. Sometimes the critical information should be highlighted on some way.

One cannot issue a general invitation to the whole delegation. Each member should be sent an individual invitation.
Below are some tips for writing letters of invitation:
Generally speaking, an effective letter of invitation should cover the following points:
Highlight the purpose of the activity (meeting, conference, party, etc.);

Make the reader feel his / her attendance is truly expected;

Provide all the details that the recipient needs in order to attend: date, time, location. etc.

Ask for a response by a specific date if necessary.
Dear Mr. Porter,
Sub.: Moore end-user’s meeting from Dec. 10 to 13
We’ll have our end-user’s meeting from Dec. 10 to 13 in Sanya, Hainan, and we’d like to invite you to be present.
As you know, our business has developed very fast in China in recent years. As your company is one of our key accounts, we’d take this opportunity to express our sincere appreciation to you, as well as giving you some introduction of our latest technology.
If you could confirm your attendance, would you please advise us no later than Nov. 30 so that we can make arrangements for you All arrangements for your stay in Sanya, including your flight tickets and your accommodations, will, of course, be at our expense.
We are looking forward to your attendance.
Edward Wang
Sales Manager
Samples(1)
Section Two Invitation Card
The phraseology of an invitation card is standard fixed. In a full engraved or printed invitation, the phrase “…request the pleasure of your company / request the honor of your presence” without specific name of the guest is used, and in a fill-in type, there is a blank space in the fixed phrase in which the name of the guest is written by hand. The day of the week, the month, and the year and the time of the event are always spelt out in full. A formal invitation is usually arranged in a decorative, irregularly indented form on the page.
A formal invitation usually includes the following information: the inviter’s name, the occasion or the reason for this invitation, the invitee’s name, the date, time, and the location. Sometimes, the instructions on how one should respond are included in the lower-left corner, for instance, R.S.V.P., Please reply, For Regrets Only, and the requirements for dress are usually placed in the lower-right corner, for example, Dress optional, Black tie.
The American Ambassador
and
the Import and Export association of America
request the pleasure of
Dr. Edward Willis’s
company at the Inauguration of
the American Industrial Exhibition, Beijing 2012
on Wednesday, Nov.22, 2012, at 10 am
at the Beijing Exhibition Center
R.S.V.P.
Tel.: (10) 8529-6655

Note:
Sometimes you may need the invitee to confirm whether he or she will receive the invitation. Then, you can state the following at the bottom of the Invitation Card and followed by your telephone no.

R.S.V.P. 敬请回复
For Regrets Only 如不来请回复
Sample
Section Three Acceptance or Regret
The acceptance or regret should be written promptly and the answers should be definite, to say “yes” or “no”. Thus write “I will come with pleasure” instead of “I’ll try my best to come” so the inviter can make his plan. If you cannot come, express your appreciation for inviting you and then express your regret with the reasons why you cannot make it.

Sample:
Dear Mr. Young,
I am very pleased to accept your kind invitation to the opening ceremony of your service center to be held on Dec.12, 2012. It will indeed be an honor to be part of this historical moment.
I am sincerely looking forward to seeing you there.
Best regards
Cecil Murphy
Useful expressions:
1.A car with our company’s name on it has been arranged to pick you up at the airport from 9 am to 5 pm. If you miss it, you may take a taxi there, the address is …
我们已安排车在机场接各位，时间是从上午9点到下午5点。车身上写有我公司的名字。如未能赶上，请打的前往，地址是：
2.We would to formally invite you, on behalf of our committee, to be the Opening Keynote Speaker at the upcoming conference.
在此代表大会组委会正式邀请您在即将召开的大会上做开幕演讲。
3.The demonstration will be conducted at 15:00, followed by a 30-minute’s Q & A.
15:00 将进行产品演示，随后是30分钟的提问和回答。
4.The morning’s show is by invitation only; we will open to the public at noon.
上午的展览仅对受邀客人开放；下午才对公众开放。
5.Please bring this invitation with you and present it at the door.
届时请携带此邀请函并凭此函入场。
6.If you would like to attend the conference, please complete the attached form and e-mail or fax it back to me by Friday, April 15.
如您可以参加此次会议，请填写所附的表格，并与4月15日周五前以电子邮件或传真形式发送给我。
7.Unfortunately, though I would like to attend your meeting, the year-end schedule here is particularly tight.
虽然很想来参加此次会议，但是很遗憾，我的年底计划已全部排满。
8.I had originally planned to proceed to US after the conference. However, due to the pressing need for my presence there, my schedule was moved up, forcing me to withdraw from the conference.
当初我打算再参加完你们的会议后前往美国。但如今却因一件重要的事务而提前了，所以现在根本无法参加此次会议。
Dear Mr. Linton,
1________________________（敬请您参加）an exclusive presentation of our new DX700s audio-visual system.
2
_______________________________________________________（本次产品说明会将于4月28日星期一下午2点在上海光大展览中心（漕宝路100号）举行）. 3___________________________________________________ (我们殷切希望您和您的同事能拨冗前来).
4__________________________________________(希望周一看到你).
5
___________________________________________________ （请您拨打我们办公室的电话。。。，我们 非常愉快地为您预留座位）.
Exercises: Complete the following invitation letter in accordance with the prompts in the parentheses
___
Just call our office at … and we will be glad to secure a seat for you
We would like to invite you to
The presentation will take place at the Guangda Exhibition Center, 100 Caobao Road, at 2 pm on Monday, Aril 28.
We hope you and your colleagues will be able to attend
We look forward to seeing you on Monday
Please write a formal invitation card according to the following instruction:
Inviter: the President of the International Textiles Exhibition
Invitee: Mr. Bill Brown
Occasion: opening ceremony
Time: 10 am , 2013.4.9
Place: the Shanghai Exhibition Center, 1001 Yanan Street
Please tell whether you will come or not
Write an invitation letter to Mr. Lorry according to the following information:
Invite him to attend your company’s 20th anniversary as he has contributed a lot to the development of your company;
Date: Wednesday, April 10
Place: in your company
Activities involved:
3:00 pm: one- hour’s tour of the new office building,
engineering, and manufacturing facilities
4:00 pm: 30 minute’s presentation of the latest products
5:00 pm: dinner party
Your assistant Rebecca Wright (Tel. 555-1980, extension 236) is ready to give him assistance if needed.
Writing
Supposing you were Mr. Lorry. Write a letter back to tell them that you cannot attend the activities in the afternoon. But you will attend the dinner party.

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