With so many other details to attend to in planning a business luncheon, you might be sweating over how to write the invitation. But take a cue from the paper napkin you might use to wipe the sweat from your brow -- business luncheons are usually less formal affairs than business dinners, so a handwritten invitation might lend the personal touch you wish to convey. Even if you decide to have your invitation printed professionally, it should contain information your guests need to know. These include the purpose of the lunch, the time and location, RSVP information; and other details that will ensure your daytime event is a success.
Write a prominent headline for your business lunch invitation. If you are having the invitation printed professionally, make the headline stand out by choosing a font that differs from the font you have chosen for the rest of the invitation. Alternatively, use the same font but place the headline in italics. Remember that the goal of any invitation is to convey information quickly and succinctly, so consider something that gets right to the point, such as “You are invited to a business luncheon with ABC Company.”
Communicate the purpose of the luncheon below the headline. Write “Please be our guest at...” Complete the sentence accordingly. For example, you might say “our annual employee appreciation luncheon,” “our quarterly board of directors luncheon” or, if you wish to imbue an air or suspense, “an exciting announcement about the future of our company.”
Provide pertinent details about the luncheon. Place the day, date and time of the luncheon -- “Thursday, February 17 at Noon” – on one line and the location underneath. Include the full name of the hosting facility as well as its address and town.
Decide whether to include RSVP information on the invitation. Placing a contact name and number might unwittingly convey that the business luncheon is discretionary. If you expect all invitees to attend the luncheon, this might not be the message you want to send. At the same time, RSVP information is still considered a basic courtesy, and it will help you arrive at an accurate guest count so you can order an appropriate amount of food and drink.
Wrap up the invitation by including information that will anticipate your guests' questions, add to their comfort or otherwise help ensure that your business luncheon is a success. For example, you might suggest a dress code, reveal the appearance of an important guest speaker or tout the give-away of door or raffle prizes.
Send your invitation by standard mail to make a lasting impression.
Add a personalized touch and a personalized message to your invitations, if you like. A simple “Hope to see you there!” carries the twin benefit of being friendly and assertive in terms of your expectations.