INVITATION LETTER

CHAPTER 3
INVITATION LETTER

Setelah proses pembelajaran dengan model pembelajaran Problem Based Learning (PBL) dan
Cooperative Learning, peserta didik dapat:

1. Mengidentifikasi bagian-bagian dari teks undangan resmi dengan benar.
2. Membuat analisis struktur dan bagian-bagian dari teks undangan resmi dengan

tepat.
3. Menemukan perbedaan dan persamaan dari beberapa undangan resmi untuk

beberapa acara yang berbeda dengan benar.
4. Menentukan makna kata yang terkait dengan undangan resmi dengan benar.
5. Membuat undangan resmi terkait kegiatan sekolah sesuai konteks dengan tepat

When you want someone to attend an event
that you host, you can send an invitation.
Invitation can be written on a card, a letter or
an Email. Shorter invitation such as one to a
wedding party, birthday party are usually
written on a card and the longer one like
invitation to celebrate school or office
anniversary usually written in a letter.

(https://www.ilmubahasainggris.com/invitation-letter/

DEFINITION

Formal invitation is an invitation which follows a dignified form, tone or style in agreement with
the established norms custom or values (Websters, 2012).
For example:

• An invitation to the opening of a school
• An invitation to the graduation ceremony
• An invitation to a wedding, etc.

Dengan kata lain, formal invitation letter atau surat undangan resmi adalah surat resmi yang
ditulis oleh seseorang atau lembaga dalam bentuk undangan untuk menghadiri berbagai
kegiatan seperti pelantikan jabatan, wisuda, kegiatan perpisahan, saksi persidangan, perayaan
hari kemerdekaan, seminar, wawancara, kongres, diklat, dan juga peresmian perusahaan atau
produk tertentu dalam bentuk yang beraneka ragam.

The social function is to request the attendance of a particular person, group of people, or
representative of an organization at a particular event.

The information that should be included in an invitation is as follows:
The information about the host (name, address)
The information about the event (name, purpose, date, time and location)
Special instruction (e.g. dress code, direction to the location)
RSVP information (contact person, phone number)

Language features:
(1) Verb in present tense
For example: invite, attend etc.
▪ It is a great pleasure to invite you for launching our new product.
▪ We wish to share the day with our closest friends and family members.
▪ You are cordially invited to join us at the first monthly meeting of the Bukit Golf
Community of Practice.

(2) Verb in future tense
For example: will take place, will start, will celebrate
▪ The event will also introduce our product ambassador that has worked for this
magazine.
▪ The event will be started with the formal launch of the magazine.
▪ This event will give you an opportunity to interact with various clients and
colleagues in media industry.

Part Of Invitation Letter

Common Structure of a formal invitation (letter):
1) Heading (address of the host; optional)
2) Inside address (address of the invitee).
3) Salutation (Opening Greeting).
4) Body (gives the details of the place, date and time of the event and other information
related to the event).
5) Complimentary Close.
6) Signature.

)(https://portaledukasi.org/2021/08/02/materi-bahasa-inggris-kelas-11-bab-3/

1) Heading
Heading usually covers the address of the sender and the date when the letter is being written.
On the first line, write your apartment number, postal box, rural route number, and your street
address1 (whatever applies to your address). The second line gives your city, town, or village,
and the province name, and postal code2. On the third line, write the month, the day and the
year you are writing the letter.

2) Inside address
The inside address is placed at the left margin, two spaces below the heading and contains the
receiver’s full name, title, and address.

3) Salutation
The salutation is placed two spaces below the inside address. The salutation or greeting depends
on how well-acquainted the sender and the addresses are.
You can notice the table below on how to write the salutation;

Addressee Salutations

A person who is not known to the sender Dear Sir/Madam,
A person who is known to the sender. Sir/Madam,
Dear Sirs

Dear Mr. Singh,
Ms. Bonita,
Mrs. Mathew,

4) Body
The body of the letter is, of course, what the letter is all about. It begins two spaces below the
salutation. You should single space within paragraphs and double space between them. The
body of the letter consists of the introduction, the main message and the conclusion.

5) Complimentary close
The conclusion of all letters is a brief phrase showing respect called the complimentary closing
which is placed two spaces below the body. Only the first word of this closing is capitalized.
Notice the table below on how to write the complimentary closing;

Salutations Complimentary closing
Yours faithfully,
Dear Sir/Madam,
Sir/Madam, Yours sincerely
Dear Sirs
Dear Mr. Singh,
Ms. Bonita,
Mrs. Mathew,

6) Signature
The signature follows the complimentary close. The name of the sender must also be included
under the signature. It appears in brackets along the writer’s designation.

Jenis Invitation Letter
➢ Formal Invitation Letter
Jenis Invitation letter ini adalah surat undangan yang digunakan untuk kegiatan resmi.
Invitation Letter ini mempunyai format baku yang harus kita gunakan saat membuat
surat undangan ini. Beberapa contoh Formal Invitation Letter atau Surat undangan
resmi yaitu: Surat undangan pernikahan, Surat undangan wisuda, dan lain-lain.

Contoh Formal Invitation Letter

➢ Informal Invitation Letter
Berbeda dengan formal invitation letter yang digunakan dalam konteks formal atau
resmi, informal invitation letter digunakan dalam kegiatan yang tidak resmi. Tidak jarang
surat undangan ini hanya disampaikan melalui pesan singkat atau memo singkat

kepada penerima. Beberapa contoh informal invitation letter adalah: Undangan Pesta,
Undangan ulang tahun, undangan makan malam.

Contoh Informal Invitation Letter

Responding to formal invitations

Acceptance Declining/ Regret

➢ Mr. and Mrs. Eri Utomo accept with ➢ Mr. and Mrs. Situmorang regret that they

pleasure the kind invitation of are unable to accept the kind invitation of

Mr.and Mrs. Pujiyanto to the Mr. and Mrs. Pujiyanto for Friday, the

wedding ceremony of their daughter twelfth of December at seven o' clock due to

on Friday, the twelfth of December prior engagement.

at seven o' clock.

➢ Mr. And Mrs. Wibowo regret to decline the

➢ Mr. and Mrs. Wibowo accept the invitation due to health reasons.

invitation with pleasure.

Some Phrases that are used in Formal Invitation

Inviting Accepting Declining

▪ Would you like to... ▪ That’s very kind of you. ▪ I am very sorry; I don’t
▪ I’d very much like you
▪ We’d very much like to... think I can.
to...
▪ We should be pleased/ ▪ What a delightful idea. ▪ I’d like to, but...

delighted if you could... ▪ With the greatest pleasure. ▪ I’m afraid I’ve already
▪ Would you care to...
▪ You will... wont you? ▪ Thank you very much for promised...

inviting me. ▪ Thank you for asking me,

but...

▪ Unfortunately, I can’t.

Some Phrases that are used in Informal Invitation

Inviting Accepting Declining

▪ Why don’t you come ▪ I would/will. ▪ Sorry, I can’t.
to... ▪ That would be very nice. ▪ I’d love to, but...
▪ OK. ▪ I don’t think I can’t.
▪ Like to come to... ▪ I’d like to love to come. ▪ Thank you for asking
▪ Come and... ▪ All right (then).
▪ Shall we come to... me, but...
▪ You must come to... ▪ Unfortunately, I can’t

Activity 1
Read the following invitation letter and write its’ structure.

Activity 2
Read the invitation letter and complete the table based on the information from the letter.

Kalibata City Apartment
Tower Herbras
Kalibata, Jakarta Selatan
12740

June 15, 2020
Mr. Maryanto S, Sales Supervisor, Royal Care Ltd
Jln. Mawar no 9 RT09/10
Pancoran, Jakarta Selatan
12730

Dear Mr. Maryanto,

We would like to invite you to attend the inauguration of our business located at
Kalibata City Square on August 20, 2020 at 10:00 a.m. It is our honor to have you
as our loyal customer in our businesses. We are hoping that we will get the same
support from you. We have been in this business for quite some time now, yet we
have always managed to stay on top of our competitors. This would not be possible
if not with your support to our business. We have prepared something for you as
our patrons, as a way of saying thank you. Please come early so that we can find a
comfortable seat for you and so that you will be there as we acknowledge our loyal
customers and you are definitely in the list.

Please let us know if you are attending the said event or not by on August 15, 2020.
Hoping for your presence on that day. We are looking forward to more fruitful
business deals with you.

Sincerely Yours,

Signature

(Adam Nugraha)
(General Manager)
(City Services Corp.)

Topic of the letter An invitation to attend the inauguration of the
company
The relationship between ….
the sender and the recipient
Aim/purpose of writing a ….
letter
The feeling of the sender ….
toward the recipient

Parts of the Letter Functions of the parts
Address
Sender’s address ⚫ The name of building/city/email
Recipient’s address …

Salutation/Greeting ⚫ The name of recipient
First Paragraph …

⚫ Position
…

⚫ The name of Company
…

⚫ The name of street and city
…

⚫ Word/Phrase
…

Main Idea
…

Second Paragraph Details
Closing ⚫ Purpose of writing:

…
⚫ The details of the event

…
⚫ The writer’s hope

…
⚫ The writer’s promise

…
Main Idea
…

Details
⚫ The confirmation of date

…
⚫ Hope

…
⚫ Word/Phrase

…

Activity 3
Read the following letters and complete the table based on the followed instructions.
Letter 1

Letter 2
Mr. Suryananto
Manager of Shen-shen Corp.
Kebayoran Baru, South Jakarta
September 12th, 2020
Subject: Invitation for Launching a new product
Dear Mr. Suryananto
It is a great pleasure to invite you for launching our new product. It will be on September 9, 2018 at 8.30
pm. The event will also introduce our product ambassador that has worked for this magazine.
The event is for our business partners and high-profile clients. The event will be started with the formal
launch of the magazine. Covering all the issues of health and has contributions from leading doctors and
consultants. We felt that the society needs a magazine that will focus on issues related to health and
hence we decided to go for this type of publication.
This event will give you an opportunity to interact with various clients and colleagues in media industry.
Please confirm your presence latest by September 2, 2017. We look forward you at the event.
Sincerely,
Hendrawan

Do the following tasks based on the two letters above.
1. Answer the following questions correctly

Questions Letter 1 Letter 2
1. Who are the invitees? Letter 2

2. Where will they hold the
event?

3. What time should the
invitees come?

4. What is the event?

5. When will the event be
held?

6. What should the invitee
do at the event?

2. Identify the following structure in the text.

Structure Letter 1
1. Date

2. Invitee and his/her
address

3. Salutation/ greeting

4. Body
a. Place, date and time
of the event

b. Kind of event

c. Purpose of the event

5. RSVP
6. Closing

7. The host

Activity 4
Match the words (column A) with their meanings (column B)

Word (A) Meaning (B)

1. exclusive a. official opening of a business or new location
2. complimentary b. expressing praise or admiration for someone
3. commence c. to start, to begin
4. admission d. limited to a certain number of people
5. look forward e. the act of allowing to enter
6. exhibition f. to give something to someone
7. grand opening g. to feel pleased and excited about something that is

8. present going to happen
h. public display of things.

Activity 5
Write an invitation letter based on the following situation.

As the president of Students Union (OSIS) of SMA Negeri 6 Kendari, which is holding Art and
Culture Competition from 2 – 15 November 2022. You will invite district education officer and
participants to present an opening ceremony at 14.00 on November 2nd with the guest star at
school field. Write your invitation for the purpose to be sent to different school.

________________________
________________________
________________________

_____________________

We are _______________________________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________

______________

______________

Evaluasi

A. Choose A, B, C, D or E for the correct answer.

The following text is for questions no 1 to 5
Dear Mr. and Mrs. Nurhasan,

As the parents of the bride, we would like to take this opportunity to invite you to the wedding
of our daughter, Sandra Gwen to her fiancé, Adam Hardi. On this joyous occasion, we wish to
share the day with our closest friends and family members.

Children grow faster than any of us can imagine, the time is upon us to watch our child grow
and flourish into a new stage of their life. He proposed while the two of them were on vacation.
She happily accepted his proposal and now they are to be married.

The formal event will be located at the Fire Lake Golf and Country Club on the fifteenth of
August at three o'clock, two thousand and seventeen.

We hope to see you there to enjoy this special day with friends and family.

Sincerely yours,
Signatures
Purwadirjo

1. What is the letter about?
A. The bride’s parents.
B. The joyous occasion.
C. The invitation to the wedding.
D. The wedding of Sandra Gwen.
E. The attendance of friends and family.

2. When did Sandra’s fiancé propose her?
A. While he was in her house.
B. While they were on vacation.
C. When they visited her parents.
D. While he was meeting her parents.
E. When they were in front of her parents.

3. On this joyous occasion, we wish to share the day with our closest friends and family
members.
The underlined word has the similar meaning as ....
A. happy
B. crucial
C. gloomy
D. important
E. unforgettable

4. What is the main idea of paragraph 2?
A. Parents remember the moment of the proposal.
B. Their daughter imagines the moment of proposal.
C. Parents feel happy with their daughter’s wedding.
D. Parents are worried about their daughter’s wedding.
E. Parents tell his memory on his daughter’s grown up.

5. Why did Mr. Purwodirjo invite Mr. Nurhasan to his daughter’s wedding?
A. To inform Mr. Nurhasan that there will be a wedding party.
B. To keep a good relationship with Mr. Nurhasan.
C. To inform about her daughter marriage.
D. To share wedding party’s experience.
E. To keep in touch with Mr. Nurhasan.

The following text is for questions no. 6 to 10

Syafaruddin Tonda
Jln. M.Hatta no 70 Jakarta Selatan

Date: 22 August 2017

Subject: Business event invitation letter

Dear Sir,
It is indeed a great pleasure to invite you to the launching of our new magazine "Health and
you". It will be on September 7, 2017 at 7.30 pm. The event will also introduce the editor and
the team that has made this magazine.

The event is for our business partners and high-profile clients. The event will start with the
formal launch of the magazine, which covers various health issues contributed by leading
doctors and consultants. We feel that the society needs a magazine that will focus on issues
related to their health, hence our decision to go for this type of publication.

This event will give you an opportunity to interact with various clients and colleagues in the
media industry. Please confirm your presence by September 2, 2016.

We look forward to seeing you at the event.

Sincerely,
Syafaruddin Tonda

6. What is the letter about?
A. The announcement of launching new magazines.
B. The invitation to launch new health magazines.
C. The launching of Health and you magazines.
D. Opening of new style of magazine.
E. The events for business partners.

7. Whom is the letter for?
A. His colleagues and clients.
B. Editors and magazines’ team.
C. Leading doctors and consultants.
D. His business partners and Clients.
E. His colleagues and business partners.

8. ......... hence our decision to go for this type of publication. (paragraph 2)
The underlined word has the similar meaning with ....
A. because
B. although
C. therefore
D. otherwise
E. furthermore

9. Why will Larry House hold this event?
A. To keep a good relationship with his business partner.
B. To announce the launching of his new magazines.
C. To inform about launching a new magazine.
D. To share the experience in media industry.
E. To keep in touch with his business partner.

10. In what way does this event benefit the addressee?
A. Knowing editor and the team of health magazines.
B. The chance to know doctors and health consultants.
C. The chance to meet various doctors and consultants.
D. Having valuable time with various doctors and consultants.
E. The chance to meet various clients and colleagues in the media industry.

B. Arrange the following paragraph into a good invitation letter.