Birthdays
Sam is turning 40! Come celebrate on Saturday 21 November from 7 pm at 12 Harbour St. Please reply by Friday 13 November so we can sort the food.
Wording
How to word an invitation
A good invitation answers every question a guest would otherwise text you about, and makes replying the obvious next step. Keep it short, put the date and the reply near the top, and write like you speak.
The checklist
- What it is. The occasion in a few words: “Sam's 40th”, “Team end-of-year lunch”.
- Who is hosting. Especially for email, so guests know it isn't spam.
- Day and date. Write both: “Saturday 21 November”. It catches mistakes.
- Start and end time. An end time helps parents, babysitters and anyone travelling.
- Place. Full address, plus parking, entry or which floor if it isn't obvious.
- Who is invited. Say if partners, kids or plus-ones are welcome, so no one has to ask.
- What to expect. Dinner or nibbles, dress code, anything to bring.
- How to reply, and by when. One way to reply and a clear date, a few days before you need the number.
- Cost, if any. For ticketed events: the price, what it includes and when sales close.
Examples by event
Dinners
We'd love to have you for dinner on Friday 4 December at 7.30 pm at our place, 8 Elm Road. Please reply by 27 November and tell us about any allergies or foods you avoid.
Work events
You're invited to the end-of-year team lunch on Thursday 10 December, 12.30 to 3 pm at The Harbour Room. Please register by 1 December and tell us about any dietary needs.
Workshops
Join our Intro to Pottery workshop on Saturday 12 December, 10 am to 12.30 pm, at Clay Studio, 3 Mill Lane. Six places, all materials included. Register by 5 December to hold your spot.
Larger ticketed events
Tickets are now on sale for the Harbour Charity Gala on Saturday 5 December from 6.30 pm. Black tie. Get your ticket by 28 November; every ticket includes dinner.
How to ask for a reply
Ask once, clearly, with a date. Give one way to reply, ideally a link, so answers land in one list. Say why you need to know (food, places, the venue's numbers): people reply faster when there's a reason. Some lines that work:
- “Please reply by Friday 13 November so we can plan the food.”
- “Tap the link to let us know if you can make it. It takes ten seconds.”
- “Please register by 1 December and tell us about any dietary needs.”
- “Places are limited, so register by 5 December to hold your spot.”
- “Can't make it? Let us know either way so we can plan.”
More on forms and reminders: Getting guests to reply.
Common mistakes
- Leaving the day off the date, or the end time off a kids' party.
- Asking people to reply “by text, email or on the page”: three places to check.
- A reply deadline the day before the event, when the caterer needed numbers a week ago.
- Burying the address in a picture, where guests can't tap it to open a map.
- Not saying whether partners or kids are invited.