How to Write a Business Dinner Invitation

PeopleImages/E+/GettyImages

A traditional business dinner invitation never goes out of style. It's an excellent way to make an impression on your partners and put your company in a positive light. It could even help you secure new business. Ever detail matters, so choose your words carefully and send the invitation by mail.

Some things never go out of style. Such is the case with a business dinner invitation that, just like party invitations from childhood, contains straightforward information in a centered, easy-to-read format. An invitation that is professionally printed will convey an air of formality; one written by own hand will convey informality – and perhaps even your personality and sense of fun. Whether you have the invitation professionally printed or write it in longhand, you might wish to have your company logo imprinted on it for instant recognition on the part of your guests. Either way, preserve the special nature of the occasion by sending your invitations by standard mail.

Craft a Welcoming Invitation Phrase

Top your invitation with the name of the host, whether it is person or the name of a company, a welcoming phrase, such as “invites you,” “cordially invites you” or “requests the pleasure of your presence” and the nature of the event, such as “a dinner,” “an evening of dinner and dancing” or “a dinner and silent auction.”

State the Purpose of the Event

Explain the purpose of the dinner, if you wish, especially if it is tied to an important business event, such as to mark an employee's retirement or to launch a new company product or service offering. The inclusion of such information will help convey the importance of the event.

Include the Details

List the day and date of the business dinner, and spell out all the words rather than abbreviating them. Choose between a formal style – “Saturday, the seventeenth of February” – or a more informal style, such as “Saturday, February 17.” Continue the easy-to-read format by writing the location of the business dinner, the street address and city and state, all on separate lines. Include a map of the location along with the invitation, if you wish.

Provide the RSVP Address or Phone Number

Include RSVP information. This is where it would be appropriate to convey the inclusion of guests by writing “Please RSVP number of attendees by January 5” and the phone number your guests should call.

Include Special Instructions

Demonstrate courtesy to your guests by distinguishing between a cocktail or social hour and the dinner, again on separate lines. For example, you might say on one line, “Cocktails from 6 p.m. to 7 p.m.” and “Dinner served at 7:30 p.m.” on the following line. Close the invitation with any helpful or supplementary information, such as dress code expectations or the availability of valet parking. Alternatively, burnish the invitation with highlights of the dinner, such as the appearance of musical guests or a celebrity speaker.

Sample Business Dinner Invitation

Here's how the body of your invitation might fir together:

"Main Street General Hospital requests the pleasure of your company at a dinner and silent auction. All proceeds will benefit our new children's leukemia wing, which is slated to open next January.

The event will be held on Saturday, December 17, 2018 at:

Celebration Hall 1234 Main Street, Main Town, Ohio

Please R.S.V.P. by December 5, by calling 123-555-1234.

Cocktails served from 6 p.m. to 7 p.m. Dinner served at 7:30 p.m.

Join us in your holiday finest and prepare to bid on artwork from renowned Ohio artists."

References

Resources

About the Author

With education, health care and small business marketing as her core interests, M.T. Wroblewski has penned pieces for Woman's Day, Family Circle, Ladies Home Journal and many newspapers and magazines. She holds a master's degree in journalism from Northern Illinois University.