This type of correspondence, such as an invitation letter, can be used if it is necessary to invite a person to an event, meeting, interview, exhibition or seminar. Non-profit business letters are often used in the field of entrepreneurship. Let's look at how to draw up such a document for various cases.
Examples of invitation letters:
— for an interview — for an event — for a seminar — for participation in a tender — for an exhibition
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Functions of an invitation letter
A written invitation allows you to solve the following problems:
- notification to the addressee about any event or activity;
- confirmation that the person is actually invited to a particular event;
- a reminder of the place and time of the event, indicating the exact address;
- showing signs of attention, and this is important if the company needs to leave a good impression of itself with a potential counterparty.
If the organization does not have the opportunity to invite a person in person or by telephone, then this letter will be a good option.
What points should you pay attention to?
Once you receive an invitation, before you go to apply for a visa, try calling the number indicated in the document. Be wary if they don’t pick up the phone, and be even more wary if at the opposite end of the line they tell you that no one was invited to work.
It is very important that your personal information is correct on the invitation. They will be checked when applying for a visa. Inaccuracies may result in refusal.
Another important point is wages. The one indicated in the invitation does not take into account taxes in Poland. You will be paid in person slightly less than what is written.
How to send an invitation letter
A letter of invitation to an event can be sent to the recipient in several ways:
- In person or by courier. With this method, you can also invite verbally.
- By post. For particularly important events, you need to send the document by valuable letter with acknowledgment of delivery with a list of attachments. Please note that the letter should be sent in advance so that it arrives on time.
- Via email. A convenient option for sending an invitation letter to an interview, exhibition, etc.
There is a very important question: when can you discuss salary?
If the vacancy does not indicate a salary range, you can clarify this question when you call the recruiter - but definitely not the first question. If you suddenly feel uncomfortable in such a situation, then postpone the question until your first interview with the company.
You can use the following phrase: “The vacancy does not indicate a salary, I expect amount X, does this fit into your salary range?”
The money issue is important, but it’s good when it’s not the only one
If you are a specialist with no experience and cannot find a job in your profile, offer the company to pay you a lower salary during the probationary period, but with an increase in salary after its completion. It is better that this is written down somewhere: in a job offer, simple correspondence by mail or instant messenger. Such a fixation does not have legal force, but it will be more convenient for you to operate with facts if you successfully complete the trial period.
Features of writing an invitation letter
When writing an invitation letter, use the standard rules of business correspondence. It is necessary to use a formal business style of speech and not include colloquial expressions in the text. Particular attention must be paid to literacy: there should be no spelling, punctuation or other errors. It is also important to check the text for ambiguous constructions.
A company can develop invitation letter forms independently for various situations. There are no legally approved forms.
The letter must include the following information:
- About the sender of the letter: full name, position, address, name of the organization (if the sender is a legal entity), its details. If the letter is written on company letterhead, then such information will already be included in the header.
- Who is the letter intended for? Here you indicate your full name, position, name of the organization and its details.
- Letter title: “Invitation.” Located in the center.
- Addressing the addressee. It should also be in the center. As a rule, they use a standard address by name and patronymic: “Dear ...!”
- Information about the event or activity to which the addressee is invited. You must indicate the date, time and location of the event. You can also indicate additional data: uniform, contacts of the person responsible for the event or meeting of guests, necessary documentation, etc.
- If it is necessary to confirm the participation of the invited person, then a request for this should be placed in the text. You also need to inform about the registration fee or payment for participation.
The letter ends with the signature of the sender of the letter. In addition, you need to indicate his full name and position.
For your information! If necessary, you can attach brochures, maps, an event program, a list of speakers, and more.
Below are examples of invitation letters for various situations. You can safely use them by changing the necessary data.
Fake invitation
A work visa to Poland is issued for six months. If you are not satisfied with this option, you can try and get a voivodeship invitation for a year.
As practice shows, a D05 work visa can be issued based on a fake invitation. You will achieve your goal and get to Poland. As a rule, our citizens know what they need to apply for a visa to Poland and are confident that they can easily find another job. Not the one indicated in the document and not the specified company. This is the legend they are told at the agency.
In fact, things are somewhat different. And some of our citizens have to face unexpected problems.
The point is that in order to get another legal job, you will need to request an invitation again. Naturally, you are hoping for a better position. But the local population is no less counting on you for good vacancies. Poles have better chances than you, since you don’t need to register anything for them.
It is possible to find a new job. The problem is how much time you will spend on it. You are given only 180 days. Is it worth wasting time? The option of illegal work cannot be ruled out. But it is fraught with consequences. If you are deported from Poland, the information will be entered into the general Schengen database. It will become more difficult to travel to another European country and obtain a Schengen visa.
Letter of invitation for an interview
Most often, candidates for a position are invited to an interview by email. Features of the letter: specificity in the presentation, respectful address, official business style of speech. Be sure to indicate the name of the company, the name of the vacancy, address, contacts of the HR department employee, and a list of documents that the applicant must take with him.
In the subject of the email you need to write that this is an invitation letter, indicate the vacancy and the name of the organization. It is better to follow up the letter with a phone call to ensure that the applicant received the email.
An employee of the organization’s HR department can sign this letter.
FILES
Limited Liability Company "Bereg" (organization details)
Tikhonov Alexander Anatolyevich
Invitation
Dear Alexander Anatolyevich!
thanks you for your response to the vacancy “System Administrator”. We have carefully reviewed your resume and believe that your experience and qualifications are a good fit for our organization.
We invite you to an interview at our office at the address: Izhevsk, st. Sadovaya, 12, office. December 14, 20, 2021 at 11:00. We ask you to have your passport with you to obtain a one-time pass.
For any questions you may have, please call: 8 (3412) 22-12-13.
HR Department Specialist at Bereg LLC Romanova Kristina Petrovna
How to communicate with an employer: job search sites, mail, social networks and instant messengers
If you are applying for a position by mail , be sure to write a cover letter. Introduce yourself, tell us where you saw the vacancy, why you think it’s interesting, and what skills you have that could be useful to the company. Don’t flatter or slide into servility - HR people feel this.
Add more personalization and facts:
- “I’ve been following your company since 2015...”;
- “I used your service...”;
- “I saw your stand at the Digital Conference.”
If you're looking to get hired at a startup, avoid generic, "I'm interested in your company because it's an industry leader with a long history" type of email. By the way, the job search site also has the opportunity to write a short cover letter: do not ignore it.
Messengers and social networks are an ideal place for informal communication: emoticons, stickers, additional questions after the interview that you forgot to ask.
Many people consider instant messengers a personal communication zone, so it is better to clarify in advance which channel to contact if you want to ask further questions.
An example of comfortable communication about a vacancy in messenger
Letter of invitation to the event
An event can be understood as conferences, round tables, meetings, forums, presentations, congresses, that is, various types of business meetings. The features of the invitation letter in this case will be: description of the event, address, program of the event, wardrobe requirements (if necessary).
The letter must be signed by the head of the organization if a manager is also invited. If the message is addressed to top managers or other employees, then employees replacing management can also sign the letter.
FILES
Limited Liability Company "Perfumer" (organization details)
To individual entrepreneur Polina Sergeevna Somova
Invitation
Dear Polina Sergeevna!
invites you to attend the presentation of our new products. The event will be held at: Kirov, st. Partizanskaya, 131 (Business Center "Hawaii"), "pink" hall, December 24, 2021 at 15:00.
The program includes: perfume tasting, buffet.
Responsible for the event is Alexandra Ivanovna Bekk, tel.
General Director of Perfumer LLC Nikolaev / N.M. Nikolaev
Letter of invitation to the seminar
This invitation letter copies other letters in its structure. The text must indicate the topic of the seminar, the issues that will be discussed during the event, which will allow the invitee to participate in the seminar. Also, if the recipient must send any personal data before participating, then you must be warned about this. The registration form can be attached to the letter.
For your information! It would not hurt to indicate the approximate duration of the seminar.
FILES
Limited Liability Company "New Technologies" (organization details)
To the General Director of Gamma LLC, Kirill Kirillovich Petrov
Invitation
Dear Kirill Kirillovich!
invites you to our new seminar. Its topic: “Attracting foreign investors in the development of Russian business.” The event will take place on December 23, 2021 at 17:00 at the address: Kazan, st. Revolutionary, 138 A.
During the seminar we will discuss such topical issues as:
- the most attractive areas of Russian business for Western investors;
- how to find foreign investors;
- terms of cooperation with foreign investors;
- promotion of Russian business on the international market.
Participation in the seminar will allow you to get acquainted with the experience of your colleagues, share your own experience and expand your list of business contacts.
To participate in the seminar, you must fill out the form attached and send it to our email.
The estimated duration of the seminar is 3 hours.
Responsible for the event: Sokolov Stepan Stepanovich, tel.: 8 (843) 777-66-55
Sincerely, General Director of New Technologies LLC Dmitry Dmitrievich Rustamov
Letter of invitation to participate in the tender
An organization can be invited to participate in a tender. For this purpose, it is important to note in the letter the deadlines for submitting an application for participation, the object of the tender, and the address for sending the application, since a special procedure must be followed to complete the application.
Forms to be filled out (questionnaire, application, tender offer, etc.) must be attached to the letter.
FILES
Limited Liability Company "Perspective" (organization details)
General Director of LLC "Chrysanthemum" Zagrebin Alexander Alexandrovich
Invitation
Dear Alexander Alexandrovich!
We invite you to take part in the tender held by Perspektiva LLC for the development of an information portal.
In order to take part in the tender, please fill out the application for participation in the tender and the tender proposal and send the documents before December 20, 2021 to the email address specified in the attachment to the letter, be sure to write the name of the tender in the subject line of the letter.
When filling out a tender proposal, you can select one or more positions in which your company specializes.
The documents required for review and completion are attached.
Sincerely, General Director of Perspektiva LLC Semenov Roman Romanovich
Help-call for a session (sample 2017)
Employees who, in parallel with work, receive education in educational institutions, have the right to additional leave, including for passing the exam.
However, one application for leave is not enough; it must be accompanied by a certificate of invitation to the session. The 2021 sample, the procedure for obtaining and drawing up a certificate, as well as general provisions on study leave will be discussed in this article.
