Invitations: Choosing the right words

December 22, 2015 · Print This Article

An invitation is not like a chapter in a novel. It is not reading material but simply a communication. Even with relatively few words, it’s really important to get the wording right on a corporate invitation. Apart from the obvious mistakes of getting the date wrong, or forgetting to mention the venue or dress code, poorly worded or thought out content can leave a negative impression on the people you are inviting, even affecting the attendance to the event!

So how do you go about achieving this? what is the magic solution? Firstly, admit if you don’t have the ability to come up with the content on your own and find someone who can. Don’t go ahead and send to print an invitation that has not been checked and signed off, then suffer the embarrassment or wrath of your boss when there’s a spelling mistake or the details are incorrect. There are many wording templates available online, one of which is sure to be suitable with a bit of tweaking.

Look at your guest list and try to take into account religions and cultures, so as not to offend anyone. Remaining neutral is a good idea. If it’s the year-end party, don’t call it a Christmas party, as that might make people from other faiths feel excluded. The same goes for alcohol – while there is sure to be some at the party, it’s not necessary to make an announcement about what a wild event it’s likely to be – non-drinkers may find it offensive and not attend.

Here is a list of the information that should be included:

  • Purpose of event: Employee recognition celebration/Year-end Wrap Up party/Children of employees event.
  • Name of person/company hosting the event: This is a good opportunity to use the business logo, though you may want to extend the invitation on behalf of the ‘top dog’ of the company as well.
  • Day and date: e.g. Saturday, November, 7th. If you include the year, drop the th/st/nd: Saturday, November 7, 2015. Informal invitations do not require a year.
  • Time: e.g. 6:00 p.m. For formal events, you can spell it out: six o’clock).
  • Name of venue: e.g. Main Boardroom, 4th Floor; or The Oaks French Bistro.
  • Physical location: Postal codes are not needed on an invitation and GPS co-ordinates are not considered appropriate.
  • RSVP: with a phone number and/or email address, and a date by when this needs to done. This is essential for catering purposes, so your company does not incur unnecessary expenses.
  • Dress code: If this is required, spell it out. It’s amazing how people interpret dress code. If it’s a formal do, state Tuxedo and Evening Dresses, or guests may arrive in jeans (“…but they’re designer?”)
  • Guests: avoid awkward situations by specifying if partners are welcome or not.
  • Proof read: about 3 times at least. Get someone else to check it for you as well.

You can count on Port Elizabeth Minuteman Press for winning invitations

If you’re struggling with the design and wording of your event invitation, you could always bring in the help of Minuteman Press in St Georges Park. Their abilities in the graphic design field with creating and printing invitations is vast. With your input, whether it by online or in person, the team at minuteman press will put together a fabulous invitation to your year-end function.

For more information on their extensive products and services, Contact them today.