As you begin your letter, express your appreciation for the invitation and thank the reader for inviting you. * Tell the person that you accept the invitation. * Include any other pertinent information, If necessary (for example, If you must arrive late or leave early and want to mention that fact). * Ask any questions you might have, or If desired, confirm details about the date, time, location, travel arrangements, or accommodations pertaining to the social event. Let the reader know that you look forward to the event.
Give your assurance that the event will be a success. How to write a letter to decline an invitation to an event: * Express your appreciation for being invited to the event. * If the event was to raise money or show support for a particular organization or group that you support, mention this fact to the reader. * Express your regret for being unable to attend the event. * Indicate why you cannot attend, If desired. * If appropriate, congratulate the person(s) (for a wedding, graduation, birthday, etc. ). Or If the event was a fundraiser and you would still Like to send a donation even though you cannot attend. Tate that you have Included a contribution and Indicate he amount of the donation you are making. * Express your hope that the event will be a success. The 5 Golden Rules for Writing Response Letter 1. Express appreciation A lot companies begin response letters with: “We have received your letter dated” Don’t do this. The fact that you’re responding to the letter Is Irrefutable proof that you have received the letter. Instead of wasting words, Immediately go Into a response designed to restore the other party’s confidence and regain their goodwill.
Begin by expressing appreciation for the feedback: “Thank you for taking the time to write to us… ” “Thank you for your letter. We appreciate for the opportunity given by the company… ” 2. Show empathy Empathy can be a powerful tool used to disarm an angry person and show that you genuinely care about the Inconvenience another party has experienced. Not to be confused with sympathy, empathy Is Identification with and understanding of another party situation and feelings. Frustrating for you have waited 5 days for your order and for that I am sorry. (example: an unsatisfied customer complaining about a delivery delay of product) 3. Apologize Make a note of this rule: Never send out a response letter without an apology. An apology does not have to be an admission of fault. For example, you might say, “I’m so sorry for any misunderstanding you have experienced. ” or “If I were in your shoes, I’m sure I’d feel Just as you do. I’m sorry for the frustration you have experienced. ” 4. Respond with a sense of urgency (This includes both responding immediately and expressing a sense of urgency about regaining goodwill. To maximize your opportunity to regain goodwill and keep the other party, you’ll want to work with and demonstrate a sense of urgency. Make it clear that resolving the problem is as important to you as it is to the other party. You can demonstrate a sense of urgency with your words, tone and literally by moving quickly to resolve the problem. “We will immediately send you a new workbook with black print. We will ship that today. ” “Ms. Bosses, I’m eager to restore your confidence in our company and regain your goodwill.
As a concrete form of apology, I am also sending you a disk with my Powering presentation. ” 5. Give them double for their trouble (Add a goodwill token like a coupon or a complimentary product) Sometimes in reject response resolution, it is appropriate to add a little something to the recovery to ensure other party goodwill. This can be as simple as a coupon inviting the other to come back and try your product or service at a discount. It won’t always be necessary to make it a double for their trouble but doing this can help maintain and strengthen loyalty.
SAMPLE – Unable to attend Thornton How 123 Park Avenue Carrollton, TX 00000 222-555-1000 31 December 2012 321 42nd Avenue Austin, -rag 00001 Dear Mrs. Minion, I am pleased and honored by the invitation to participate in the conference organized by your society, which is to be held in Kansas, September 20-25, 2004. I must apologize for the slight delay in replying to your letter. I have Just returned room Paris after a visit and did not have your address at hand. I did write, however, to Mr. Davis, who is to be chairman of the session in which I was invited to present a paper.
I very much regret to say that it will not be possible for me to make any major trip in the autumn owing to bad health. The only thing I can do is send a few comments to Mr. Davis for him to use as he sees fit. Needless to emphasize that – were my health better – I should be delighted to attend your conference, which promises to be a great event. Thank you once more for honoring me with your invitation. With every good wish for the success of the conference. Yours sincerely, Samuel B. Imagination ADDITIONAL SAMPLE – unable to attend Express appreciation for the invitation.
Thank you so much for thinking of me in choosing a speaker for your upcoming May 2 luncheon. I was delighted to get your invitation to address the group on May 2. Your invitation to speak to the COCO Council on May 2 was a flattering surprise. Your programs are always so outstanding Vive taken the invitation as quite a compliment. I was pleased to receive your letter asking me to address the COCO Council on May 2. Thank you for your confidence in asking me to address your group on May 2. Express egret that you must decline. Your regret sounds more sincere if you can give a specific explanation of what prevents your acceptance.
Although I’d love the opportunity to speak to your group, I don’t feel adequately knowledgeable on the subject you have in mind. My previous experience has been limited to…. Unfortunately, I have a meeting in London that day, and, because so many people are involved, I simply cannot change it. I have had an out-of-town seminar scheduled for quite some time and will be traveling on the day of your dinner meeting. Unfortunately, I have a previous commitment with a client on that day and simply f you think that is appropriate.
If you have no one else in mind to address that topic, give me a call and perhaps I’ll be able to suggest a colleague who could speak knowledgeably on the subject. I suggest you call Harry Smith, whom Vive heard on several occasions. He is a dynamic speaker who can tackle even the toughest questions from your most experienced attendees. Wish success for the event. You have my very best wishes for a successful meeting. Best of luck to you in finalizing your program. I know the program will be outstanding. I’ll be eager to hear from those who have the opportunity to attend. The programs me to get better every year.
I hope the dinner meets all your expectations. With such attention to detail, I’m sure you’ll have a fine program. My best wishes in lining up the additional speakers for the regional meeting. SAMPLE – Able to attend Oscar Rockefeller Dear Oscar, I am honored to receive your invitation asking me to be a speaker on the 5th Public Relations Students Conference at Delaware University on June 1, 2010 at 1:00 pm. I am pleased to inform you that I am grateful to accept your invitation to inspire the students about the new trend of public relations. I am at present developing new synergies of public relations.
In fact, during the last few months Vive been in different seminars to uplift my knowledge and techniques regarding the subject matter. This event is a good opportunity to convey my expertise and to share to the students the evolution of public relations. I am planning to use MS Powering in my presentation and I would appreciate it very much if you could provide me with an overhead projector and projection screen. Since I will be speaking to more than 200 students, it would be more comfortable to speak on a podium. Thank you for arranging hotel accommodations for me. I look forward to seeing you at Sincerely,