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Writing Formal and Informal Replies

The document provides guidelines for writing formal and informal replies to invitations, emphasizing the importance of politeness and brevity. It outlines the characteristics of both types of replies, including acknowledgment, expression of thanks, and reasons for acceptance or regret. Several examples of invitation responses are included to illustrate the proper format and tone.

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9 views13 pages

Writing Formal and Informal Replies

The document provides guidelines for writing formal and informal replies to invitations, emphasizing the importance of politeness and brevity. It outlines the characteristics of both types of replies, including acknowledgment, expression of thanks, and reasons for acceptance or regret. Several examples of invitation responses are included to illustrate the proper format and tone.

Uploaded by

marketingace587
Copyright
© All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd

INVITATION

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WRITING REPLIES
(FORMAL AND INFORMAL)
OR
RESPONDING TO INVITATIONS

A formal reply is usually very short. It is brief and to the point. The quality of a good reply is that it must always be
pleasant. Even while declining the invitation or expressing inability to attend one must be polite and courteous. Formal
replies demand a formal tone and treatment. There is no room for unnecessary details or superfluous matter in them.
An informal reply or private letter may, however, express personal feelings or desires in an intimate style and informal
tone.

Main characteristics:
(a) Formal Replies

• Acknowledge the invitation.

• Express thanks in third person.

• Mention acceptance/regret.

• Specify the reason for refusal.

• Be brief and specific.

• Be formal in tone and treatment.

• Do not exceed the word limit (usually 50 words).

(b) Informal Replies

• Acknowledge the invitation in first person.

• Use second person for the sender of invitation.

• Mention acceptance/regret.

• Specify the reason in case of refusal.

• Use warm and simple language.

• Do not exceed the word limit (usually 50 words).

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(ii) INFORMAL REPLIES

Question 1:
You are Aakash/Varsha. You have been invited to attend the wedding of your friend’s sister
during summer vacation. Respond to the invitation, regretting your inability to attend it.
Answer:
205, Vasant Kunj
New Delhi
4 March, 20XX
Dear Neha
Thank you for your cordial invitation on the occasion of your sister’s wedding. I, however,
regret my inability to be with you on this happy occasion as we shall be leaving for Shimla for
summer holidays on 1 May, 20XX. Please excuse my absence. Do convey my regards and best
wishes to the couple.
Yours sincerely
Varsha/Aakash

Question 2:
You are Manoj /Mini. You have been invited to attend a birthday party of your closest friend.
Respond to this invitation.
Answer:
217 MIG Flats
Surya Vihar, New Delhi
15 March, 20XX
Dear Shuchi
I have received your invitation for your birthday party on 25 March, 20XX at 5 p.m. at Hotel
Janpath. I am extremely happy to know that all our old friends are likely to be there.
I would like to confirm my participation.
Looking forward to the momentous occasion.

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With love.
Manoj/Mini
Or
Dear Shuchi
I acknowledge with thanks your kind invitation to your birthday party on the 25th March. I
regret to inform you that I will not be able to join you in the celebrations due to some very
urgent and unavoidable prior engagements that may keep me tied down here on that day.
Please accept my heartiest felicitations and love.
Kindly accept a small gift that I am sending through courier.
Wishing you a very happy birthday.
Yours sincerely
Manoj /Mini

Question 3:
You are Arjun /Aparna. Your school has been invited to participate in an inter-school On-the-
spot painting competition organised by the Lions Club of your district. As General Secretary of
the Painting Club of your school, respond to the invitation.
Answer:
D.N. Public School
Karnal
7 March, 20XX
The President
Lions Club
Karnal
Sir
This refers to your invitation to our school to participate in the inter-school on-the- spot
painting competition. We thank you for inviting us and gladly confirm our participation in this
interesting competition.
Yours sincerely
Aparna / Arjun
General Secretary

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Painting Club
Question 4:
You are Sachin / Shama. You have been selected to represent your school in a seminar on
‘Education for All’, organised by NCERT. Write a letter to the Professor Incharge requesting
her to send you a copy of the working paper prepared for the seminar to enable you to prepare
yourself on the subject.
Answer:
ABC School
New Delhi
7 March, 20XX
The Professor Incharge
NCERT
New Delhi
Madam
Sub: Education for All
I would like to thank you for inviting our school for the proposed seminar on ‘Education for
All’ being organised by your Institute.
Kindly send me a copy of the working paper prepared for the seminar so that I can prepare
myself properly and make a meaningful contribution in the deliberations at the seminar.
Looking forward to an early response.
Yours sincerely
Sachin/Shama

Few Tips:
Writing Informal Invitations:
Informal

Written in a letter form, in an informal format. Such letters are very persuasive in
nature.
-Written in the first person.
--Salutation is ‘dear + name’.
-Complimentary close ‘Yours sincerely’.
-Date of writing the invitation is given.
-Sender’s address appears on the left-hand side.
-Various tenses used to suit the sense.
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Replies

-Replies Accepting or Declining


-Formal Follow a set formula:
formal words: ‘kind invitation’, ‘great pleasure’, ‘regret’, etc.
Use third person (‘they’) instead of first person (T, ‘We’)
Address of the writer and the date to be written.

Informal – Accepting or Declining


Like an ordinary letter
Do not use any formal expressions, but use informal words and expressions
Use first person (‘I’, ‘We’).

Question 1.
As Secretary of the Literary Club of St. Anne’s School, Ahmedabad, draft a formal
invitation in not more than 50 words for the inauguration of the club in your school.
(Delhi 2009)
Answer:

St. Anne’s School


Ahmedabad

We cordially invite all staff, students and parents for the inauguration of the
Literary Club of the School on 29th July between 8.30 a.m. to 11.30 a.m. within the
school premises. Well, known novelist, Mr Sandeep Kumar will be our Chief
Guest. You all are also requested to join us in the auditorium for tea and snacks
after the inauguration ceremony.
Secretary

Question 2.
The literary club of your school is putting up the play ‘Waiting for Godot’. As
secretary of the club, draft an invitation inviting the famous writer Sudeesh Gupta

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to be the guest of honour at the function. Write the invitation in not more than 50
words. You are Govind/Gauri. (All India 2014)
Answer:

ABC School
Shastri Nagar
Mumbai
February 20, 20xx
Mr. Sudesh Gupta
XYZ Lane
PQR Colony
Mumbai
Dear Sir
Subject: Invitation as Chief Guest
The Literary club of our school is putting up the play ‘Waiting for Godot’ on 17th
January, 20xx in our school auditorium from 9-10 am. On behalf of our club, I
would like to extend a cordial invitation to you to be the guest of honour at the
function. It would be our privilege if you consent to grace this occasion with your
esteemed presence. Gauri
Secretary (Literary Club)
Question 3.
As the principal of a reputed college, you have been invited to inaugurate a Book
Exhibition in your neighbourhood. Draft a reply to the invitation in not more than
50 words, expressing your inability to attend the function. You are Tarun/Tanvi.
(All India 2014)
Answer:

Reply to Invitation:

The Principal
ABC College
March 25th, 20xx

Subject: Inability to accept the Invitation Sir

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I would like to express my gratitude to the Civil Lines Book Club for inviting me to
inaugurate the first edition of the Civil Club Book Exhibition. But I regret my
inability to attend the function due to a prior commitment. I have to attend a
meeting with the governing body of our college on the same day for which the
inauguration is scheduled.

Yours faithfully
Tanvi
Principal

Question 4.
You have received an invitation to be the judge for a literary competition in St.
Ann’s School. Send a reply in not more than 50 words, confirming your acceptance.
You are Mohan/Mohini. (All India)
Answer:

Confirming Acceptance:

16, XYZ Lane


ABC Nagar,
Chennai
St. Ann’s School
TVS Nagar
Chennai

Subject: Acceptance of invitation for judging the literary competition.

Sir,
I would like to express my gratitude to St. Ann’s School for inviting me to be the
judge for a literary competition in your school. I confirm my acceptance for the
same and will make sure that I am present there at the scheduled date and time.

Yours sincerely
Mohini

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Question 5.
Sunrise Global School, Agra is going to organize a one-act play competition in the
school auditorium. You have decided to invite noted stage artiste, Nalini to grace
the occasion. Draft a formal invitation for her in about 50 words. You are
Karuna/Karan, Cultural Secretary. (Delhi 2016)
Answer:

The Principal, Staff and Teachers


Of
Sunrise Public School
take pleasure in inviting
noted stage artist
MS. NALINI
to grace the one-act play competition
in the School Auditorium
on Tuesday, 1st April, 20xx
From 8:30 am to 11:00 am RSVP
Awaiting a favorable response from your end.

RSVP
Karuna, Cultural Secretary
987xxxxx00

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Common questions

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Non-adherence to guidelines in formal invitation writing can lead to misunderstandings, diminish the perceived professionalism of the sender, and potentially insult the recipient by appearing disrespectful or informal. It can also result in practical issues, such as key details being misunderstood .

Cultural differences can significantly impact how formal and informal invitations are perceived, where certain cultures might value formality and precise language, while others might prioritize personal expression. These differences can affect the appropriateness and effectiveness of communication, necessitating cultural sensitivity in choosing the response style .

Formal communication uses a respectful and structured tone, emphasizing brevity, formality, and third-person usage. Informal communication is more personal, using the first or second person with a warmer tone, allowing personal expressions and feelings, adhering less stringently to formality .

An effective formal reply is one that acknowledges the invitation, expresses thanks in the third person, clearly states acceptance or regret, provides a specific reason for refusal if applicable, and maintains a formal tone throughout, all within the word limit .

A formal invitation should use the third person, include formal expressions like ‘kind invitation’, and clearly state the details of the event such as date, time, and purpose. The sender's address and the date of writing should appear, and unnecessary details are avoided .

Formal replies must be brief, specific, and formal in tone, expressing thanks in the third person and mentioning acceptance or regret without unnecessary details. In contrast, informal replies allow more personal expression, use the first and second person, and involve warm, simple language. Both should not exceed 50 words .

Maintaining a formal tone in certain replies or invitations ensures that the communication is respectful, professional, and adheres to social norms, which is particularly important in institutional or official contexts. This style helps convey politeness and formality expected in such settings .

Informal invitations might be more suitable in personal or casual settings as they allow for a more intimate and warmer expression, which can build stronger personal relationships and allow for greater flexibility in expression compared to the rigid structure of formal invitations .

Challenges include ensuring all necessary information is included while remaining concise, maintaining the appropriate level of formality, and tailoring the tone to suit the recipient and event. These can be addressed by following a structured template, reviewing examples, and ensuring peer review .

Informal invitations resemble ordinary letters, use the first person for the sender, and the second person for the recipient. They include a date, the sender's address, and the salutation ‘dear + name.’ The language is persuasive and uses complimentary closes like 'Yours sincerely' .

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