Invitation Letter and Reservation Letter are also known as direct requests. Although quite different in terms of their messages.
Invitations and reservations are similar in the sense that the reader is directly asked for participation or to provide certain facilities. Let’s discuss invitation in invitation letter: –
See Also: What is a Routine Request
Different Types of Invitation Letter
Invitations may be classified as under:
- Official invitations
- Social invitations
Official Invitations
An official invitation is made to invite the addressee to a meeting, etc. related to some official business. Regardless of how one classifies them, all official invitations are organized according to the Direct-Request Plan i.e.
- The Main Idea
- The Explanation
- The Action
The main idea of the invitation is expressed in the first paragraph and should include in it as many of the ways as the writer can.
In the explanation paragraph, the writer should include all details that his reader will need and appreciate.
The ending paragraph should clearly state the desired action. If the writer needs a reply by the addressee regarding his participation, he may clearly mention it.
However, an invitation is a sort of compliment and, thus, it is always obligatory on the part of the addressee to send a reply to confirm his participation or otherwise.
The reply must be made indefinite terms to avoid keeping the host in suspense.
Social Invitations
A social invitation is made to invite a person or persons to a social function like a get-together, dinner, reception, wedding, etc. It always has a personalized touch.
It is generally written in the third person. However, in a very informal social letter, the first person may be used. Social invitations must be brief and clear.
They must also include in them as many of the ways as are appropriate to convey a complete message. The day, date, time and venue of the function must be clearly mentioned in the invitation letter to avoid chances of confusion. A formally written social invitation should contain no Heading, no Salutation, and no Complimentary Close.
To accept or to regret a formal invitation, the reply should also be made in the third person and should repeat the day, date and time mentioned in the invitation.
How To Write a Reservation Letter
Business people have to travel sometimes from one place to another in connection with their business activities.
Traveling calls for making certain arrangements in advance to facilitate the proposed journey and to make arrangements for accommodation.
See Also: How to Write Adjustment Letter
This, in turn, asks for the writing of letters to respective agents or agencies to get the required reservations.
Similarly, sometimes, a business house may need hotel reservation to hold meetings and conferences. The letters so were written are termed as ‘Reservation Letters.’
Reservation Letters should also be following the guidelines may be helpful to the writer of a Reservation Letter:
- Make the Major Request
- Give Details
- Ask for Confirmation
Making the Major Request
The writer of the Letter should express the major request in the very beginning in a straightforward way, without involving unnecessary formalities.
He should let the reader have a clear idea of the basic purpose of the letter written to him.
Giving Details
In the middle part of the letter, the writer should give details of his requirements.
He must clearly mention the number of persons, intending to travel or stay, the mode, date and time of travel, or the period and dates for which accommodation reservations are to be made, with his preference, if any.
All these details must be mentioned in definite terms to avoid any ambiguity.
Asking for Confirmation
Finally, the writer should express the desired action, endorsed by a request for confirmation of the arrangements/reservations to avoid the possibility of any confusion at a later stage.
