Detailed Invitation Guidelines »

  • Each campus, agency, health science center, or System seal should be prominently listed
  • Spell out all words - do not abbreviate
  • Do not include periods to close sentences unless in a paragraph format
  • Refer to the A&M System Written Style Guidelines
  • Standard parts of a formal invitation:
    • Name of host
      • The host name is always listed first
        • Contact the Board of Regents' and the chancellor's offices to determine if the Board of Regents and chancellor should be acknowledged on the invitation.
      • For co-hosts list both names and include titles
    • Invitational
      • The invitational is the phrase used to invite the guests to the event. Options for the invitational phrase include:
        • requests the pleasure (or honor) of your company
        • requests the honor of your presence
        • (cordially) invites you to
    • Event type/name/purpose
      • The event type denotes the social occasion - luncheon, dinner, reception, lecture
      • The event name may include the official name of the event, the name of an honoree, the title of a lecture, or a combination of the above.
      • While optional, the event purpose further describes why the event is being held and should be the same font size as the body text of the invitation
    • Date
      • The date may be noted numerically or spelled out:
        • Monday, November 19, 2009
        • on Monday, the nineteenth of November
        • Two thousand and nine
        • Always include the year on the invitation
    • Time
      • Be consistent with date and time – write both numerically or have both spelled out (for more formal events)
        • 7 p.m.
        • 7 to 8:30 p.m.
        • at seven o’clock (in the morning, afternoon or evening)
        • at half past seven o’clock
        • cocktails at seven o’clock, dinner at eight o’clock
        • from seven to eight o’clock
        • from seven to half past eight o’clock
      • Twelve o’clock noon is expressed as twelve o’clock or 12 p.m.
      • Always use a.m. or p.m. (lower case with periods) when noting the time numerically
      • When noting a span of time numerically:
        • 7 to 8:30 p.m. CORRECT
        • 7 – 8:30 p.m. CORRECT
      • Never combine numerals with the word o’clock (7 o’clock)
    • Alternate Date and Location
      • Confirm the correct name of the building. Do not abbreviate.
    • Reply Instructions
      • For large or formal events, a reply card is preferred.
      • Include a telephone number for guests who may have questions.
      • Include at least two (phone, email, website, fax) methods to RSVP.
    • Individuals with a Disability
      • Contact information should be included on the invitation to assist with special accommodations.
    • Attire
      • Instructions for attire are not usually necessary unless the event is black tie. However, it is helpful to specify casual, business casual or business.
    • Event Directions/Map and Parking
      • It is preferable that the map be a separate insert from the invitation. Include markers such as major streets/freeways, parking location, parking instructions, event venue, compass indicator, and A&M System member logo.
      • Driving directions may be included on the map.
      • If map is not included, a link to access the map should be provided.
      • It is suggested that parking instructions be included especially if an external audience is invited. Include parking fees or indicate if it is complimentary.
      • If there is a building or garage, it is a structure – Parking Structure 5. If there is an open area for parking, it is a lot - Parking Lot 36.