Review the Basic Elements of an Invitation, Reply Card and Map Insert (2024)

Basic Invitation Guidelines

Use a consistent style for all printed pieces from the save-the-date cards to invitations to programs
The invitation should include the who, what, when, where, why and cost of attending
Prominently feature the UCLA acronym or logo to clearly designate the event as originating from UCLA. Follow UCLA’s graphic identity standards.
No more than four font sizes or two font styles should be used
Do not abbreviate – spell out all words
If the Chancellor, Chancellor’s spouse or Executive Vice Chancellor and Provost are noted on the invitation, the Chancellor’s Office must approve the final design before going to print

Formal invitation Components

Name of host
Invitational (requests the pleasure of your company, cordially invites you to)
Event type/name/purpose (e.g., luncheon, dinner, reception, lecture)
Date
Hour
Place
Reply instructions (e.g., reply card or phone number)
Disabled instructions (e.g., fax or email)
Attire instructions (e.g., casual, business, formal)
Directions

RSVP/Reply Card Components

If you need to guarantee catering, have limited seating, or need to know specifically who is attending, it is suggested that you include some form of reply instructions. If you are printing a reply card, include:

Event name
Event Date
Line(s) for the guest name(s)
Line for a daytime telephone number (or email)
Attendance indicator (I/We will ____ attend)
Special instructions (e.g., reply by date, inquiry telephone number)

Map Components

If you are inviting off-campus guests, including a map and directions is essential. Try not to print the map on the back of invitation, but include as a separate insert. The map should highlight the following:

Major streets/freeways bordering the location
Parking location (lot/structure number)
Parking instructions and fees (e.g., complimentary, valet, parking fee)
Event venue and address, especially if off campus
If on campus, note “UCLA” to indicate the campus location
Compass indicator

Mailing

Use stamps when possible. Do not meter invitations. Metered mail can look like junk mail.
Check postal regulations to determine if your mailed piece will require extra postage.

FAQs

What are the basics of invitation cards? ›

Formal invitation Components

Name of host.
Invitational (requests the pleasure of your company, cordially invites you to)
Event type/name/purpose (e.g., luncheon, dinner, reception, lecture)
Date.
Hour.
Place.
Reply instructions (e.g., reply card or phone number)
Disabled instructions (e.g., fax or email)

More items...

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What are the replies to invitation card? ›

I am pleased to accept your invitation. Please let me know if I can bring something. Thank you for the invitation. Unfortunately, I am away that weekend.

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What information must be on an invitation card? ›

You have to choose the message or write it yourself. Moreover, the other essentials written on the invitation cards should also be decided like venue, day, date, dress code, R.S.V.P., etc. The right message sent to the guests is powerful enough to get them to show up at your event.

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What are insert cards for invitations? ›

These are additional pieces of paper or cards that are included in the invitation suite to convey information like dress code, accommodation, and RSVP details.

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What is the structure of an invitation? ›

Format. In this kind of invitation letter, the format includes some important elements. You should include the name of the host, formal expression, the event purpose, date, time, and venue, contact details, and RSVP.

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What is a card map? ›

A map card displays a geographical visualization using key data from the underlying source model. Note: A page builder adds and configures map cards. Map cards can be configured to include: Conditional formatting, to color the map using a color scale. Data labels.

How do you send a map to someone? ›

Share a map or location with others

On your Android phone or tablet, open the Google Maps app .
Search for a place or drop a pin on the map. Touch and hold the map to drop a pin.
At the bottom, tap the place's name or address.
Tap Share .
Choose an app to share directions.

How do you insert an invitation? ›

Click at the end of the sentence or phrase that you want to cite, and then on the References tab, in the Citations & Bibliography group, click Insert Citations. From the list of citations under Insert Citation, select the citation you want to use.

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How do you write a reply card? ›

Typically, a response card will include three elements, according to Wiese Alexander—the first two are essential, the third is good etiquette. One, space to include how many guests are coming; two, space for those guests' names; and three, space for a short personal note to the couple.

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What are the replies to invite? ›

These are my answers:

That sounds great. I'd love to come. It's going to be great!
Thanks for the invitation. I'm not sure whether I can but I'll check my calendar and let you know.
That is so kind of you. Unfortunately, I already have plans, I'll be out of town. I hope it goes well.

Dec 5, 2018

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Why is it important to reply to an invitation? ›

If someone asks you to RSVP (sometimes also written as R.S.V.P.) it means that you should respond if you plan to attend. This helps a host or organizer plan the event by knowing how much food to order, etc. If you can no longer attend, it is polite to let the host or event organizer know your change of plans.