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Korrespondenz auf Englisch - Die perfekte Einladung

Schlagwörter: Korrespondenz auf Englisch, Einladung auf Englisch, Invitation, Responding to invitations

While everyone in the workplace is busy trying to demonstrate their profes-sionalism through political correctness and diplomatic communication, one area often goes surprisingly unattended: the art of invitation. In this context, it’s not unusual for people to be brutally honest, insensitive, and completely unprofessional. That’s surprising, because the consequences can be severe.

Inviting others
In the past, invitations always went out in the post, but since the advent of email, paper-based invitations are becoming the exception. While invitations to formal busi-ness events and important personal occa¬sions like weddings, birthdays, and funerals may still go out on paper, most other invitations are sent via email or through an online invitation service like

Before sending out an invitation, there are a few facts to be considered:
• An invitation sent in the form of a standard email is likely to get lost or forgotten in the recipient’s inbox
• An invitation created with your organization’s calendaring and scheduling system has the best chance of receiving priority attention, but using it for personal or informal invitations might be inappropriate
• An invitation sent on paper is likely to be left on a desk somewhere for that perfect moment when a response can be made on paper — and for that reason a response is likely to come back late or not at all

These facts force you to choose the best medium for delivering your invitation based on tradition and reality. There’s no perfect way to do it. One thing you do have control over, however, is your invitation’s attractiveness, and that has a lot to do with what you say.

If you send an invitation via email, for example, it has a greater chance of being read if it makes the reader curious. For example, the subject line ‘You’re invited!’ might make the recipient more curious than ‘I’m celebrating my birthday tomorrow evening’. So if you’re sending out an invitation electronically, it’s a good idea to think like an ad agency executive. What’s the best subject line to get people’s attention?

Here are a few subject line ideas:
You’re invited!
Your presence is requested
I hope you can come

Here are a few ideas for invitation text:
I’ll be celebrating … on 29 July at the … and would be delighted if you could join me for the festivities.
How could we celebrate Susan’s fifth anniversary with the company without you? Please join us on 29 July and help us make it a memorable occasion.
Please RSVP by 30 June so I can plan accordingly.

Ideas for less formal invitations:
We’ve been trying to get together for months, and it looks like it’s not going to happen unless we keep things quick and informal. How about coffee next week in Bob’s Bistro on the second floor?
Shouldn’t we have lunch together today or tomorrow?
I’m getting together for drinks with a few business colleagues on Saturday at 3. Would you care to join us?

Let me know ASAP.

Please suggest a time next week

Try to say something that makes the recipient:
• interested
• sound like he will fit in with others
• feel the time invested will be worth it
• feel that he or she must attend

Avoid using the phrase RSVP in the subject line. These days, many industry events try to recruit customers by sending out ‘RSVP’ requests. Recipients have a tendency to dismiss messages with RSVP in the subject line as unserious.

I thought you might find it fun to join us.
There will be a few other executives there who might be useful for you to know.
It will most certainly be worth your time, and it will be fun too.
This event is exclusively for managers.

Responding to invitations
If you’ve received an invitation, protocol requires you to respond as soon as possible. Don’t let these thoughts prevent you from responding:
• I don’t want to be the first because it will make me look too eager
• I’ll decide later
• I don’t know if I can or not, so I’ll wait until I know for sure

Here’s how to accept with full professionalism:
1. Thank the sender
2. Accept or decline
3. Say you’re looking forward to it or provide best wishes

Thanking the sender
Thanks for your invitation.
Thanks for inviting me!
Thanks for including me!

I’d be delighted to attend.
Count me in.
Of course I’ll be there.

I’d love to, but I’m afraid I’m unable to attend.
I’m sorry, I won’t be able to make it.
Sadly, I must decline.

Say you’re looking forward to it
I’ve already put it on my calendar.
I’m looking forward to it.
I’ll see you there.

Provide best wishes
Congratulations on your birthday!
My best wishes!
I wish you well!
I hope your celebration is a great success!

• When declining, forget the excuse. It sounds childish. Simply decline.
• Respond as soon as you can so you don’t forget.
• Make sure every invitation gets a response. Not responding is rude.
• If you don’t know if you can attend, respond with that information and tell the sender when you will be able to decide.
• Be sure to RSVP by the given date.
• For important life events, consider sending a gift even if you can’t attend.
• If at the last minute you can’t attend, leave a message or send an email with your apology. Being a noshow is the worst thing you can do.

Schlagwörter: Korrespondenz auf Englisch, Einladung auf Englisch, Invitation, Responding to invitations

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