INVITATION

LETTERS By
& Anshuman
COLLECTIO MUKUL
N LETTERS SACHIN
HARSHIT
INVITATION
LETTERS
 DEFINATION

Invitation letter is one of the most popular ways of

inviting colleague, business clients, relatives,
friends, to important events. In a formal situation, an
invitation letter refers to the request regarding the
attendance of a prominent person, a group of people
or representative of an organization at some
particular event.
Business Invitation Letter
An invitation letter is a formal way to invite peers and clients
to events which are being hosted by the company and are one
of the most popular ways of inviting guests to functions.
The professional invitation should be written in a formal
tone, even when being sent to friends and family members, if
the letter is also being sent to professional contacts.

Friendly Invitation Letter

A friendly invitation letter is similar to a business letter but
contains less formal speech and can make nuances with
memories that may be shared with the guests whom are
being invited to the occasion.
 CHARACTERISTICS
 The tone of these letters is generally polite and
semi-formal.

 Ithas an element of persuasion, as the purpose of

the letter is not merely to
invite but also to ensure that the recipient agrees to
attend the event. It is a fine
combination of present and future tenses where
words and phrases are linked
to present the content in an impressive manner.
 STRUCTU
RE
THE BASIC STRUCTURE OF AN INVITATION LETTER MAINLY
CONSISTS OF FIVE PARTS:-

1. Initial details such as the sender’s address and date along with the recipient’s name and
address as well as greeting.

2. Introduce yourself or the organization or group your intend to represent.

3. Then describe the nature and purpose of the event along with all necessary as well as
special details regarding the importance of the occasion. You can also specify if the person
needs to bring any item or documents along with them or any special role that they need to
play or show in the event. You should also mention a particular date by which you need a
reply.

4. Include a brief sentence indicating hopes for the attendance of your guests or
anticipation of their response in the conclusion.

5. Make a formal or informal sign-off depending upon the nature of the invitation letter.
 FORMAT
YOUR ADDRESS
TEL.
WEBSITE(IF HAVE)
REFERENCE NUMBER OR PH.

DATE

NAME OF CLIENT OR PERSON U WANT INVITE

TITLE
ADDRESS OF THE PERSON

RESPECTED OR DEAR ***

TITLE

FIRST PARAGRAPH: TIME, PLACE, WHAT YOU WANT DOING.

SECOND PARAGRAPH: OBJECTIVE

THIRD: WANT CONTACT WHO, WHAT HE/HER ADD, EMAIL ADD AND ETC.

THANK YOU

YOUR SINCERELY

(SIGN)

(NAME, TITLE: MR.K)

ENC.( IF GOT ENCLOSE)
COLLECTION
LETTERS
 DEFINATION
A collection letter is a professionally written letter
sent by a business owner, a creditor, or a company
that has not been paid for services or goods in a
timely manner. A collection letter notifies the
customer of money owed and usually includes
instructions on how to make late payments.
 TYPES
There are two types of collection letters :-

 A NOTIFICATION LETTER informs the

customer that the debt owed is past due. It is
usually sent immediately after a debt becomes past
due.

 An ACTION LETTER is Sent out once an

account becomes seriously overdue, this letter
informs the customer of actions the company may
take if the debt isn't paid immediately.
 PURPOSE
 to collect what is due
 to maintain goodwill
POINTS TO BE CONSIDERED
 awake sense of pride in the debtor
 maintain relationship with debtor
 ensure sense of fair play
 follow the rules
 recognise mutual effort
 BENEFITS
 During business hours many customers are either at work or
will not answer calls from unrecognized phone numbers.
Collection letters are unavoidable, as everyone checks the mail.
 This characteristic of a collection letter also benefits the
customer. Because the letters lower the cost of collections, the
collections agency can easily offer customers a settlement for
an amount that is less than the original debt.
 In addition, a letter is usually preferable over talking to
someone over the phone because a letter feels less threatening.
 Collection letters are thus more cost efficient and time efficient
than phone calls when collecting past-due accounts.
 This makes collection letters a more appealing alternative to
collection calls.
FORMAT
A Collection Letter has two main objectives
•Get paid
•Retain customer goodwill

 
For the letters to be successful consider the following:
 
Style:
•Keep the letter to one page
•Be brief, with short sentences, paragraphs
•and simple words
•Customize the letter
 
Opening and Closing:
•Use Dear Customer (Mr./Ms./Mrs. (last name)
•Sign the letter personally
•Keep a non-threatening tone.
 
Body
•Date(s) of Invoice(s)
•Total amount due
•Request for Full Payment immediately or by a certain date
•Reference your numbers
•Request for sending the payment by courier or EFT.
•Convey urgency
 
Tone
Be
•Firm
•Urgent
•and Unapologetic
September 21, 2010
SAMPLE
Mark Blaine
Custom Puppy Popsicles
121 Dogwood Lane
Lincoln, NE 67893

Dear Mr. Blaine,

We are writing to inform you that we have yet to receive

payment for the 10,000 Popsicle sticks ordered on July
21, 2010 and shipped on July 22, 2010.

Invoice number PS345

Quantity 10,000
Amount Due $2,285.00

As you may recall, our terms are Net 15 upon receipt of

order. Please process the invoice and submit payment to
us by September 30, 2010. Your usual check payment will
be fine.

If you would like to set up a convenient credit card

withdrawal for this order, or have any questions, please
contact Amy Montgomery on our toll-free number of 800-567-8734.

Thank you for your business.

Sincerely,

Pamela Reynolds
Accounts Receivable Manager
Wooden Novelties, Inc.