Invitations

Formal engraved invitations

1. Engraved invitations (fig 2–1) are the most formal invitation and are issued for very special occasions. They are engraved with black ink on a good quality white or cream colored vellum card stock.
2. Invitations are sent out 2 or 3 weeks in advance. If the function is extremely large, 3 or 4 weeks may be more suitable.
3. Engraved invitations often include an admittance card to be shown at the door. If admittance or seating cards are enclosed, they should be brought to the function.
4. If the party is in honor of a distinguished visitor or other high-ranking official, “the host” is usually the first line of the invitation, followed by “the event,” then “in honor of,” with the appropriate information on the individual(s) on the next line or two.

Semi-Engraved invitations

1. Semi-engraved invitations (fig 2–2) are adaptable to any date or occasion and are less expensive. Individuals who must entertain frequently will generally use these invitations, they are correct for luncheons, receptions, dinners, and retirements.
2. Semi-engraved invitations (fig 2–2) are adaptable to any date or occasion and are less expensive. Individuals who must entertain frequently will generally use these invitations, they are correct for luncheons, receptions, dinners, and retirements.
3. Formerly, it was not considered correct to ask an important official “to meet” anyone of lesser rank. Today, however, most officials may wish to know for whom a party is given, possibly influencing his or her acceptance.

Figure 2–1. Formal engraved invitation

Figure 2–2. Semi-engraved formal invitation

Formal handwritten invitations

Formal invitations may be hand-written (fig 2–3) on white or cream note paper in black ink. The wording and spacing used on the formal engraved invitation (fig 2–1) are followed. Often the host or hostess has a preference for handwritten invitations. They are more personal and a nice touch if the size of the party does not make preparing them burdensome.

Telephone invitations

1. Telephone invitations are correct for formal functions as well as for small affairs. They also can be used in a case where there is extreme short notice. The protocol officer, aide-de-camp, or secretary could make the calls.
2. To confirm oral invitations, reminder cards are frequently sent out to those who have accepted. The engraved, semi-engraved, or handwritten invitations may be used. Draw through the R.S.V.P. and telephone number, writing the words “To Remind” underneath. Or have the words “To Remind” printed on the invitation where the R.S.V.P. would normally be written.

Telefax invitations

Invitations may be extended by facsimile, especially in a case where time is limited. The fax should include the same information as the invitation above. The facsimile is also a tool to use to notify the invitee of a future event. This way the date and time can be “saved” months ahead of time, followed up by an invitation issued at a date closer to the event.

Replies to formal invitations

1. A reply to a formal invitation (fig 2–4) should be written 48 hours after receiving a luncheon or dinner invitation.
2. A regret (fig 2–5) includes the same information shown on the invitation, except that no reference is made to the
   time or place.
3. A formal invitation may request that the reply be addressed to an aide or social secretary. If this is not indicated under the R.S.V.P. on the invitation, the reply is addressed to the host and hostess.
4. A married couple may accept a formal invitation when only one can attend, depending on the event and their relationship with the host or guest of honor.
5. Printed reply cards may be enclosed with invitations to large official functions such as retirement reviews and receptions. This provides for accurate accountability of the guests. The card, with a self-addressed envelope, may be the fill-in type requesting specific information written by hand or typewritten.

Figure 2–3. Formal written invitation

Figure 2–4. Acceptance of a formal invitation

Withdrawing an acceptance or invitation
There are few valid reasons to withdraw the acceptance of an invitation: serious illness, a death in the family, absence due to an upcoming transfer, official duty, or very important business elsewhere. It should be noted that an invitation to The White House takes precedence over all others (fig 2–6).

1. Recalling a formal invitation. When unavoidable circumstances warrant, a formal invitation may be recalled. If the occasion was small, and the invited guests would know the reason for withdrawal, none need be given. However, if guests are unaware of the reason for withdrawal, then the reason for recalling the invitation is prepared in a similar manner to the invitation (fig 2–7).
2. Advancing or postponing an invitation. Advancing or postponing is better than canceling! An announcement changing the date of an invitation must include an R.S.V.P. (figs 2–8 and 2–9).

Informal invitations

1. General. Invitations to informal dinner parties, luncheons, teas, cocktails, and buffet suppers may be extended by personal note, telephone, or a short message prepared on a calling card or formal card. If a reply is desired, include “R.S.V.P.” or “Regrets only,” followed by a telephone number or address. This may also be used on informal invitations when it is necessary to know the number of guests expected.
2. Informal note. An invitation to a social function may be extended by an informal note if the host or hostess does not wish to use the engraved card or the third person style invitation. Informal notes are correct for small informal dinners but are tiresome for large dinners and are incorrect for official dinners.
3. Replies to informal invitations.
   1. Informal notes and card invitations usually do not require a written answer, but one may be requested. A telephone reply is also proper.
   2. A written answer may be prepared either informally on a calling card or in the third person format used for engraved invitations (replies are addressed to the hostess only).Replies to informal invitations.

Figure 2–5. Regret to a formal invitation

Figure 2–6. Withdrawal of an acceptance to a formal invitation

Figure 2–7. Recalling an invitation

Figure 2–8. Advancing an invitation

Figure 2–9. Postponing an invitation