When holding business-related functions and events (such as a product launch or an industry lecture), your invitation letters matter. While it's impossible to correctly predict how many recipients will actually show up, an enticing invitation should help the number of positive responses considerably.
Since this is a business affair, you invitation needs to reflect a certain level of professionalism while managing to excite your recipients' imagination. How do you do it?
1. Make it formal
Email is a great medium for sending out invitations but nothing says you're serious more than a printed material. It adds minimal cost to the process, all while lending your invite a considerable amount of importance. When presented with two written matters, printed materials just beg to be attended to more urgently than a mass email.
2. Personal touch
The more personal touches you can include in your invitation, the better your chances of success. A simple "Dear Mr. Robert Altman," for instance creates much more of an impact than a "Dear reader."
3. Clean it up
Don't ever send out invitations with any factual, vocabulary or grammar errors. Whether it's getting the venue wrong or writing incomplete sentences, they both lead to the same result - not being taken seriously. Always proofread your copy for factual correctness and run it through a grammar software to ensure clear writing.
4. Have a clear agenda
The last thing anyone wants is to attend a function whose purpose is unclear. In your invitation, state what the affair is about in no uncertain terms, with a brief word on what they can both expect and stand to gain from it.
Everyday, I read business email done so informally, it makes me cringe. How do people expect me to take them seriously when they can't even be bothered to write their own emails in a proper way?
5. Proper capitalization
Writing out entire sentences in small letters may be acceptable in instant messaging applications, but they're downright irritating on emails. At the least, capitalizing the proper letters lets me know you have basic writing capabilities. At best, I would not have to sit through acronyms written in small letters, making me look it up in the dictionary, thinking it's an actual word. If you're not sure which letters need to be capitalized, put it through a simple writing software and have it correct your mistakes.
Don't even get me started on ALL CAPS...
Punctuations let me know when you're pausing, slowing down or changing tone. Without it, your copy reads like a never-ending alphabet soup, except it's got full words floating around. Help me out and give me a little rhythm while I'm reading your messages.
7. Incomplete messages
Just because you can understand what you've written doesn't mean I'll pick up on it too. Put yourself in my shoes - if you have the same information that I do, will you get the point? Will you understand the message without any previous knowledge?
Good Writing Matters
Emails may be easier and less rigid than business reports and academic papers. That doesn't make them any less important to write. Give them the attention they deserve.