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By Cynthia Grosso
We are approaching the time of the year, when companies and individuals get together to share some year end cheer. Holiday parties, dinners and lunches are among the most common form of business interaction on a social level.
In today’s relaxed and informal corporate environment, invitations may be extended
in a variety of acceptable ways, depending upon the occasion.
An invitation to an informal holiday lunch or on-site party, for a small group, may be extended by way of a telephone call, hand written note/invitation or even email.
For a larger, more formal event, typically off-site, a hand written or custom printed invitation is more appropriate. If this is an evening social on a weekend night, an invitation to a spouse or significant other should be extended.
The contents of the invitation, although simple enough….often leave out pertinent information. The basics are Who, What, Where, When, special information/instructions and the reply request information. The “Who” is usually first, as it talks about the host. A corporate seal is acceptable as it is part of the host’s information. The “What” speaks about kind….such as dinner, lunch, cocktail, etc. and the purpose, such as holiday, birthday, retirement, etc.. The “Where” is often left incomplete…if at a hotel and or banquet hall make sure to state in what ballroom or meeting room. The “When” includes date and time.
“Special instructions” are located on the lower right corner of the invite, or on the lower left under the reply request line. Special instructions may include dress code, directions, gifts, parking, rain locations or dates, etc.
The reply request information is an important part of the invite. It is located on the bottom left of the invitation and typically called the R.S.V.P.. French for “Repondez s’il vous plait”, it translates to “please reply”. Invitations should be replied to within one week of receipt.
For the reply request, when using a telephone number, be sure to put the person’s name to whom you are responding. This is often left out of the information.
Today, a written request for a reply is typically by way of a reply card and pre-stamped envelope. These two items are located on top of the invitation as you place it in the envelope, so as to not be missed. If it is a formal invitation with an RSVP request, but no reply card enclosed, you simply hand write the reply on a white or ecru stationary or letterhead in black ink. Repeat the information on the invite with a “will attend” or “will not attend”, be sure to include a brief reason if declining.
Although correct, a “reply by” date is often ignored, which can be frustrating for the host. You should reply by the date requested or it is considered rude. If you have sent an invitation and not received a reply by the date requested, it is acceptable to have your assistant call.
The use of “Regrets Only” in general, does not work. It is something you may want to consider not using, as those who do not attend are usually the ones who do not reply anyway.
With the most common method of sending invitations being the postal service, they should be sent out three to six weeks in advance depending on the event.
Invitations should be individually stamped and not run through the office postage meter. A nice attention to detail is to have a stamp related to the event if possible; like a Holiday stamp for a holiday party.
Invitation envelopes, depending on the formality, can be typed (but not affixed labels) or hand written. Remember when addressing the envelope to include the honorific of Mr., Ms., Miss or Mrs. Ex: an invitation to John Smith is addressed Mr. John Smith.
The etiquette of correctly sending a business invitation helps to create a positive pre-party impression and is the first step to insuring the success of your event.
Cynthia Grosso is the founder of the Charleston School of Protocol and Etiquette which specializes in helping corporations package the people that represent them with style, polish and confidence. She writes for a number of regional and national publications. Find out more at www.charlestonschoolofprotocol.com.
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