Executive Administrative Assistant Complete Invitations A D J U T A N T G E N E R A L S C H O O L June 2019 Executive Administrative Assistant

Terminal Learning Objective A C T I O N Complete Invitations C O N D I T I O N S T A N D A R D

Terminal Learning Objective A C T I O N In a classroom environment, given a computer with internet access, scenarios, invitation templates, and DA Pam 600-60. C O N D I T I O N S T A N D A R D

Terminal Learning Objective A C T I O N C O N D I T I O N S T A N D A R D Create an E-Invite account, prepare a formal invitation, and prepare a response to an invitation without error. Learning Domain: Cognitive - Apply

Enabling Learning Objective A A C T I O N Prepare Invitations In a classroom environment, given a computer with internet access, scenarios, invitation templates, and DA Pam 600-60. C O N D I T I O N S T A N D A R D Create an E-Invite account, and prepare a formal invitation without error. Learning Domain: Cognitive - Apply

Categories of Events UNOFFICIAL OFFICIAL Official Luncheons, dinners, cocktail parties, and buffet dinners, require an INFORMAL invitation. OFFICIAL Ceremonies, receptions, luncheons or dinners, dances, weddings, and changes of command, require a FORMAL invitation. Official

Formal Invitations Engraved Semi-Engraved Formal Written Telephone call w/ “To remind” card Telefax E-Invitations Official

Engraved Most formal and expensive type of invitation Very special occasions Large number of guests (35 or more people) Sufficient time to print invitations Official

Engraved (example)

Adaptable to any date or occasion Semi-Engraved Adaptable to any date or occasion Much less expensive than fully engraved invitations Used when there is a moderate guest list Used by people who entertain frequently

Semi-Engraved (example)

01 02 03 04 Formal Written Used only if preferred Used only if preferred by host/hostess Used only if preferred 01 Used when size of function does not make preparation burdensome (10 or less attendees) 02 Gives a personal touch 03 04 Same format as an engraved invitation

Formal Written (example)

01 02 03 04 05 Telephone call Used only if preferred Host, hostess, aide, or secretary may place call Used only if preferred 01 Usually used for small affairs 02 Usually used if there is not enough time to mail invitations ives a personal touch 03 04 “To remind” card sent only to invitees who indicate they will attend the function 05 Can be used for formal events

Telephone call (example) “THIS IS GENERAL SMITH’S OFFICE. THE GENERAL AND MRS. SMITH INVITE GENERAL AND MRS. CHAPMAN TO A LUNCHEON IN HONOR OF SIR CECIL JONES, MEMBER OF PARLIAMENT, ON FRIDAY, THE TENTH OF SEPTEMBER AT ONE O’CLOCK. THE UNIFORM IS DRESS UNIFROM FOR MILITARY AND INFORMAL FOR CIVILIANS. THIS WILL BE HELD AT THE FORT JACKSON OFFICERS’ CLUB. MY NAME IS SPC DOE AND MY NUMBER IS 751-XXXX.”

“To Remind” card (example) In honor of Sir Cecil Jones Member of Houses of Parliament General and Mrs. John Smith request the pleasure of the company of General and Mrs. Chapman at luncheon on Friday, the tenth of September at one o’clock Fort Jackson Officers’ Club Uniform Class A To Remind Civilian informal

Telefax (Fax) 1 2 Used when time is limited. Used to notify of a future event (followed up by an invitation closer to the event).

Ability to save and edit the invitations Free service for any DoD or U.S. Government entity Used only if preferred 01 02 Professional and easy to use Ability to save and edit the invitations Automatic recording of R.S.V.P 03 04 Ability to save and edit the invitations https://einvitations.afit.edu/generator/index.cfm

Formal Invitations 1 2 3 Personal note Telephone Short message on Calling or Formal Card

Formal Invitations (example)

1. What are the six types of formal invitations?

1. What are the six types of formal invitations? Engraved, semi-engraved, formal written, a telephone call followed by a “To Remind” card, telefax, and e-invite.

2. What type of invitation might be practical for a large, change of command ceremony, two months away, and why?

2. What type of invitation might be practical for a large, change of command ceremony, two months away, and why? Engraved, possibly semi-engraved; because they will be sent to a large group, and there is enough time for preparation and for the invitees to respond.

Prepare an Invitation

1. What telephone call doesn’t required a “To Remind” card?

1. What telephone call doesn’t required a “To Remind” card? Engraved, possibly semi-engraved; because they will be sent to a large group, and there is enough time for preparation and for the invitees to respond.

2. How can you specify a desired reply to an informal invitation?

2. How can you specify a desired reply to an informal invitation? “R.S.V.P.” or “Regrets Only”

3. What color ink would you use on a Semi-engraved card?

The same color as the engraving 3. What color ink would you use on a Semi-engraved card? The same color as the engraving

Enabling Learning Objective A A C T I O N Prepare Invitations In a classroom environment, given a computer with internet access, scenarios, invitation templates, and DA Pam 600-60. C O N D I T I O N S T A N D A R D Create an E-Invite account, and prepare a formal invitation without error. Learning Domain: Cognitive - Apply

Enabling Learning Objective B A C T I O N Respond to an Invitation In a classroom environment, given a computer with internet access, scenarios, invitation templates, and DA Pam 600-60. C O N D I T I O N S T A N D A R D Prepare a response to an invitation without error. Learning Domain: Cognitive - Apply

Accept a formal Invitation Colonel and Mrs. Robert Fields accept with pleasure the kind invitation of General and Mrs. Brown at dinner on Friday, the fifth of June at six-thirty o’clock

Accepting Invitations 1 Dinner – at dinner Cocktail party – for cocktails 2 3 Cocktail buffet – for a cocktail buffet

1. How soon should you respond to a formal invitation?

1. How soon should you respond to a formal invitation? Within 48 hours

2. What is on the invitation if the host only wants to know if you’re not coming?

Regrets only 2. What is on the invitation if the host only wants to know if you’re not coming?

Regret a Formal Invitation

Enabling Learning Objective B A C T I O N Respond to an Invitation In a classroom environment, given a computer with internet access, scenarios, invitation templates, and DA Pam 600-60. C O N D I T I O N S T A N D A R D Prepare a response to an invitation without error. Learning Domain: Cognitive - Apply

Practical Exercises You may use all notes and handouts You have 2 hours to complete the PE Turn in PE and take a break

End of Lesson Test You may use all notes and handouts (NO PEs) You have 2 hours to complete the PE Turn in PE and take a break

Terminal Learning Objective A C T I O N Complete Invitations In a classroom environment, given a computer with internet access, scenarios, invitation templates, and DA Pam 600-60. C O N D I T I O N S T A N D A R D Create an E-Invite account, prepare a formal invitation, and prepare a response to an invitation without error. Learning Domain: Cognitive - Apply