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Communication is a process, which involves sharing of information between people through a continuous activity of speaking, listening, and understanding. Communication is important factor in business management. This lecture includes: Direct, Request, Name, Group, Date, Amount, Communication, Skill, Arrangment, Information, Remark, Audience
Typology: Exercises
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5. Letters of invitation
Letters of invitation include speaking invitations as well as informal and formal social invitations.
Speaking invitation
When writing a letter inviting someone to make a presentation, the inclusion of vital information about
the event will help prevent inconvenience or misunderstanding.
Important details to include in the letter of invitation are:
An effective example of speaking-invitation letter is as follows:
As Secretary General of the All- Pak Students Conference, I cordially invite you to speak on conflict
management at one of the morning sessions on Jan. 15, 2006. The Conference will be held at the X-hotel
in Lahore. ( An opening that contains the invitation and that presents important details about the
event )
I had the honor of listening to your speech on the above subject delivered at the Punjab University last
year, which was well received by the students. I believe it would be appropriate if the students are
reminded once again of the importance of conflict management that is the root cause of many ills in our
society. ( A section that contains you-attitude material)
The participants of the above Conference will comprise of graduate and postgraduate students coming
from all over Pakistan, faculty members from all academic institutions, a few high government. officials
and invitees from private corporations. ( A section that contains a discussion of the characteristics of the
audience )
If you are able to make a presentation at our Conference, please select whichever of the following
sessions times best suits your availability on the morning of January 15; 9:30- 10 :15, 10:30-11:15, or
11:30-12:15. ( A section that invites the reader to select the time of the presentation )
As a token of our appreciation for your participation, we will give you an honorarium of Rs. 5,000. We
would also like you to be our guest at the lunch, which begins at 12:30 on the 15
th .
( A discussion of the reimbursement to be offered )
Because the Organizing Committee wants to finalize the program soon, could you please let me know
your decision by October 25? ( An action-oriented closing )
Social-invitation letters
Most social invitation letters are considered informal. When more formality is needed, a formal invitation,
either printed or handwritten should be considered.
Printed formal invitation is illustrated below:
Mr. M. Nazim
requests the pleasure of your company
at a dinner
in the honor of
Dr. A.U. Rehman
on Friday, the twenty-first of December
at seven o’clock
in the Blue Room
SB-Hotel, Lahore
5867… Black Tie
Effective social-invitation letter is illustrated below:
Please join us at a luncheon on Dec. 21 to celebrate Mr. Rehman’s tenth year as the Rector of the
University. This important event, which begins at 12:30, will be held at the Blue Restaurant on Hali Road
in Lahore.
( A fast-start that presents the invitation and that contains important
information about the event to which the reader is being invited )
In addition to the University’s staff, a few of the senior academicians are also being invited. If you wish,
you will have an opportunity to join others in making a public tribute to recognize Mr. Rehman’s
significant accomplishments during his attachment with the University. ( A section that presents
a discussion of the important information )
Please let me know by Dec. 10 if you will be able to attend the celebration and if you wish to deliver a
tribute. ( An action-oriented closing )
6. Reservation letters
Provide all information, like: type of room needed (single, double, suite); number of persons to occupy
the room; arrival and departure date and time, and a request for confirmation.
For putting this information, follow the plan like:
1.A fast-start opening which identifies the type of room desired and the days needed;
2.A section which mentions arrival and departure times;
3.A courteous, action-oriented closing, which mentions your desire for a confirmation.
The example below illustrates an effective reservation letter. Notice that all of the important elements are
included.
I will appreciate if you please reserve two double beds for the nights of Sept 20 and Sept 21. The
reservations are for my wife and two sons (age 6 and 4)
We will be arriving in Islamabad by PK-346 on Sept 20 and departing early on the 22
nd .
Please send me the confirmation of our reservation within a week so that we could finalize our visit.
7. Letters requesting favors
When a favor is requested, the writer has a special reason for expressing his/her ideas tactfully and
courteously as well as persuasively.
The individual requesting for a favor should first ask two questions
1.Have I sufficient reason for making this request?
2.Am I asking a favor of a person reasonably expected to be willing to grant the favor?