How to Word a Formal Invite for a Presentation

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The wording and style of an invitation for a formal business presentation, such as a product launch, medical conference or executive committee meeting, can help set the tone for the event. Conveying the distinctive nature of the event and the exclusiveness of the guest list may persuade the recipients to attend.

Write the invitation in the first person, as it should come from the host of the event. Lead with a strong opener that states the nature of the presentation. For example, this might say, “I would be honored if you would attend the unveiling of our latest artificial intelligence products.”

Personalize each invitation letter to the recipient. Insert their name in the salutation. For example, “Dear Dr. Klein.” State the value of having the recipient attend the presentation, such as, “Considering your advanced work in natural language processing, our product development team would be thrilled to hear your expert opinion of our new software developments.”

Describe the contents of the presentation. For example, “Tom Harris, the managing director of our product development team, will give a brief lecture on our latest technological research. Afterward, we will reveal our three latest consumer products that were developed based on our research findings.”

Mention any refreshments, dining or entertainment that will be provided. For instance, “A cocktail reception will follow the presentation.”

Explain the proper dress code for the event, such as business professional or business formal attire.

Ask the recipient to RSVP by a specific date, usually set at 2 to 4 weeks prior to the presentation. Provide contact information and the preferred method with which they should respond, such as by telephone or email.

Close the invitation by expressing the hope the invitee will attend and that you look forward to seeing him. Have the host sign each invitation.

Tip

Print the invitations on company letterhead for a professional look and feel. Run the envelopes through the printer, if possible, which produces a more polished appearance than that of address labels.

    Tips

  • Print the invitations on company letterhead for a professional look and feel. Run the envelopes through the printer, if possible, which produces a more polished appearance than that of address labels.

References

About the Author

Beth Rifkin has been writing health- and fitness-related articles since 2005. Her bylines include "Tennis Life," "Ms. Fitness," "Triathlon Magazine," "Inside Tennis" and others. She holds a Bachelor of Business Administration from Temple University.

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