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19 July 2023
Event Glossary: Ceremonial Protocol
19 July 2023
When sending an invitation for an event, it is essential to consider the relationship between the host and the invitee. Depending on the hierarchical position of the invitee, you can choose between a formal letter or an invitation card. If the invitation is extended to a high-ranking personality, it is advisable to send a letter signed by the host. In some cases, it may be necessary to arrange a preliminary visit to present the event and agree on a date with the higher-ranking individual. Invitations to figures of the highest level should be transmitted through the appropriate hierarchical channels. For example, an invitation to the President of the Republic can be delivered to the prefect of the province, so that intermediaries can provide additional instructions and avoid overlaps with other important events. It is important to emphasize that an invitation to a Head of State should be preceded by a letter to the relevant bureaucratic authority to gauge their availability, in order to avoid negative official responses. If it is not appropriate to send a letter, you can opt for a traditional invitation card.
The invitation card can be personalized, with the name of the invitee, or impersonal, such as “Your Excellency is invited.” However, for invitations of respect, it is preferable to use a personalized invitation.
The format of the invitation card should include the following elements:
The position and name of the host, for example, “The Mayor of Venice, Mario Doge.” The expression of the host’s willingness, such as “has the pleasure of inviting” or “has the honor of inviting,” depending on the rank of the invited person. The full name of the invitee, followed by the appropriate honorific title, qualification, or academic title. The specification of the event, such as “to the ceremony,” “to the lunch,” or “to the conference.” The location of the event. The date and the start time of the event.
Remember that invitations to ceremonies are addressed to the position, while invitations to social gatherings are addressed to the person. Follow these guidelines to ensure that your invitations are appropriate and adhere to the required formalities.