Invitation Wording Etiquette: Dos and Don'ts

Invitation Wording Etiquette: Dos and Don'ts

Creating the perfect invitation is an art. It's not just about conveying information; it's about setting the tone for your event and making your guests feel valued and informed. Whether you're planning a formal wedding, a casual birthday party, or a professional conference, the wording of your invitation plays a crucial role in its success. This guide will walk you through the essential dos and don'ts of invitation wording etiquette, ensuring your invitations are polite, informative, and engaging.

1. Formal vs. Informal Wording

Choosing between formal and informal wording depends entirely on the nature of your event. Consider the occasion, the venue, and your guest list when making this decision.

Formal Wording

Formal invitations are typically used for weddings, galas, black-tie events, and other occasions where a high degree of sophistication is desired. Key characteristics of formal wording include:

Third-person phrasing: Instead of saying "We invite you," use "Mr. and Mrs. Smith request the pleasure of your company."
Full names: Always use full names, including middle names, for both the hosts and the guests.
Traditional titles: Use titles such as "Mr.," "Mrs.," "Ms.," and "Dr." appropriately.
Formal language: Avoid contractions and use elevated vocabulary.
Date and time spelled out: Write out the date and time in full (e.g., "Saturday, the tenth of June" instead of "Saturday, June 10th").
Specific dress code: Clearly state the dress code, such as "Black Tie" or "Formal Attire."

Example:

Mr. and Mrs. Johnathan Miller

Request the pleasure of your company

At the marriage of their daughter

Elizabeth Anne

To

Mr. David Thomas Brown

Saturday, the tenth of June

Two thousand and twenty-four

At two o'clock in the afternoon

St. Mary's Cathedral

Sydney, New South Wales

Reception to follow at The Grand Ballroom

R.S.V.P. by May first

Informal Wording

Informal invitations are suitable for casual gatherings such as birthday parties, barbecues, casual get-togethers, and less formal corporate events. Key characteristics of informal wording include:

First-person phrasing: Use "We're inviting you" or "Join us."
First names: Using first names is acceptable, especially if you have a close relationship with your guests.
Casual language: Contractions and more relaxed vocabulary are appropriate.
Abbreviated date and time: Using numbers for the date and time is fine (e.g., "June 10th" instead of "the tenth of June").
Less strict dress code (or none): You can specify a casual dress code or omit it entirely.

Example:

You're Invited!

Join us for Sarah's 30th Birthday Party!

Who: Clearly state who is hosting the event and who the event is for (e.g., "Celebrating John's Retirement").
What: Specify the type of event (e.g., "Wedding Ceremony," "Birthday Party," "Corporate Gala").
When: Include the full date and time of the event. For events spanning multiple days, provide start and end dates and times.
Where: Provide the full address of the venue, including the street address, city, and state. If the venue is difficult to find, consider including landmarks or directions. You might find our services helpful in planning venue logistics.
Why: Briefly explain the purpose of the event if it's not immediately obvious (e.g., "To celebrate our 25th wedding anniversary").
How (R.S.V.P.): Provide clear instructions on how to R.S.V.P., including a contact name, phone number, email address, and deadline. Make it easy for guests to respond.

3. Addressing Guests Appropriately

The way you address your guests on the invitation is a reflection of your relationship with them and the formality of the event. Pay close attention to titles, names, and the inclusion of plus-ones.

Titles: Use appropriate titles (Mr., Mrs., Ms., Dr., etc.) based on your knowledge of the guest's preference. If you're unsure, "Ms." is generally a safe choice for women.
Full Names vs. First Names: Use full names for formal events and first names for informal events.
Plus-Ones: If you're inviting a guest with a plus-one, clearly indicate this on the invitation. You can write "[Guest's Name] and Guest" or, if you know the plus-one's name, include it directly on the invitation (e.g., "[Guest's Name] and [Plus-One's Name]").
Families: When inviting a family, you can address the invitation to "The [Family Name] Family" or list each family member's name individually, depending on the formality of the event and the size of the family.
Children: If children are not invited, it is best to clearly state this, perhaps on a separate information card or through personal communication. Avoid ambiguity to prevent misunderstandings.

4. Handling Dietary Restrictions and Special Needs

It's crucial to be considerate of your guests' dietary restrictions and special needs. Providing an opportunity for guests to inform you of their requirements ensures they can fully enjoy the event.

Dietary Restrictions: Include a line on the R.S.V.P. card or online form asking guests to specify any dietary restrictions (e.g., "Please indicate any dietary restrictions: ______________").
Allergies: Be specific about potential allergens in the food being served. If you're unsure, ask your caterer for a detailed list of ingredients.
Special Needs: Ask guests to inform you of any special needs they may have, such as wheelchair accessibility, hearing assistance, or visual aids. Ensure the venue is accessible and that accommodations are made to meet these needs. You can learn more about Invited and our commitment to inclusive events.
Contact Information: Provide a contact person and their contact information for guests to reach out with any questions or concerns regarding dietary restrictions or special needs.

5. Expressing Gratitude and Appreciation

Adding a touch of gratitude and appreciation to your invitation can make your guests feel valued and excited to attend your event.

Thank You: Express your gratitude for their presence in your life or for their support. For example, "We are so grateful for your friendship and would be honoured to have you join us."
Warm Welcome: Use welcoming language to make guests feel excited about the event. For example, "We can't wait to celebrate with you!"
Personal Touch: Add a personal touch to the invitation, such as a handwritten note or a specific reference to your relationship with the guest.

6. Avoiding Common Wording Mistakes

Even with the best intentions, it's easy to make common wording mistakes that can detract from the overall impression of your invitation. Here are some pitfalls to avoid:

Ambiguity: Avoid vague or unclear language. Be specific about the details of the event.
Typos and Grammatical Errors: Proofread your invitation carefully for typos and grammatical errors. Ask a friend or colleague to proofread it as well. These mistakes can undermine the perceived professionalism of your event. If you have frequently asked questions about grammar, consult a reliable style guide.
Confusing R.S.V.P. Instructions: Make the R.S.V.P. process as simple and straightforward as possible. Provide clear instructions and a deadline.
Overly Casual for Formal Events: Avoid using overly casual language or slang in formal invitations.
Omitting Important Information: Double-check that you've included all the essential information, such as the date, time, location, and R.S.V.P. details.

• Using Confusing Abbreviations: Avoid using abbreviations that may not be universally understood. Spell out words whenever possible.

By following these guidelines, you can craft invitation wording that is not only informative but also reflects your personal style and the tone of your event. A well-worded invitation sets the stage for a successful and memorable occasion.