1. Complete Invitations Evaluation Reporting System
Army Regulation 623-3
Personnel Evaluation
Evaluation
Reporting
System
Headquarters
Department of the Army
Washington, DC
31 March 2014
UNCLASSIFIED
SHOW SLIDE 1: COMPELETE INVITATIONS
INSTRUCTIONAL GUIDANCE. Before presenting this lesson, instructors must thoroughly prepare by studying this lesson and identified reference materials, and registering for e-Invitations.
MOTIVATOR.  In this block of instruction you will learn that there are official and unofficial capacities, formal and informal events, and the type of forms that are appropriate for each type of invitation. You will also learn the format to be used with each of the types of invitations and you will register for E-Invitations. This will enable you to prepare invitations for an official or unofficial event given the situation, a description of the event, a list of invitee’s, a pen with black ink, appropriate materials, and access to DA Pam
Learning Step/Activity 1. Prepare Invitations.
Method of Instruction: RDL
Instructor to Student Ratio: 1:18
Time of Instruction: 2 hrs
Complete Invitations

2. Terminal Learning Objective
ACTION: Complete Invitations
CONDITIONS: In a classroom environment, given a computer with internet access, scenarios, invitation templates, and DA Pam
STANDARDS: Students will meet the standard when they create an E-Invite account, prepare a formal invitation, and prepare a response to an invitation, with a minimum of 70% accuracy.
Learning Domain: Cognitive - Apply
The Army Learning Areas (ALA) are the baseline focal points Soldiers and Army Civilians must possess to prevail in the ambiguous environments that challenge the Army today. The four ALAs are: Army Profession and Leadership; Mission Command; Human Dimension; and Professional Competence. The Army Learning Area taxonomy provides a framework to assist in grouping the General Learning Outcomes. The four Army Learning Areas serve as the framework to catalogue the 14 General Learning Outcomes.
The General Learning Outcomes (GLOs) are essential outcomes resulting from training, education, and experience along a career continuum of learning. There are three primary purposes for the Army General Learning Outcomes. First, they provide trainers and educators a lens into how effective they are in conveying their support material. Second, it assists in improving instructional design and/or training support packages. Finally it places responsibility on training and education proponents to be nested with ALAs.
GLO13: This includes Understanding and contributing to Army Systems that manage, develop, and transform the Army.
GLO14: This includes Branch and Career Management Field proficiency, Career Programs, Series Technical Certifications, and Warfighting Skills.
GLO8: This includes Verbal Communication, Written Communication, Active Listening, Facilitation, Negotiations, Social Media, and Digital Communication.
GLO13: This includes Understanding and contributing to Army Systems that manage, develop, and transform the Army.
GLO14: This includes Branch and Career Management Field proficiency, Career Programs, Series Technical Certifications, and Warfighting Skills.
SHOW SLIDE 2: TERMINAL LEARNING OBJECTIVE/ARMY LERANING AREAS
NOTE: Inform students of the following Terminal Learning Objective requirements. At eh completion of this lesion, you [the student] will:
ACTION: Complete Invitations
CONDITIONS: In a classroom environment, given a computer with internet access, scenarios, invitation templates, and DA Pam
STANDARDS: Students will meet the standard when they create an E-Invite account, prepare a formal invitation, and prepare a response to an invitation, with a minimum of 70% accuracy.
Learning Domain: Cognitive – Apply
The Army Learning Areas (ALA) are the baseline focal points Soldiers and Army Civilians must possess to prevail in the ambiguous environments that challenge the Army today. The four ALAs are: Army Profession and Leadership; Mission Command; Human Dimension; and Professional Competence. The Army Learning Area taxonomy provides a framework to assist in grouping the General Learning Outcomes. The four Army Learning Areas serve as the framework to catalogue the 14 General Learning Outcomes.
The General Learning Outcomes (GLOs) are essential outcomes resulting from training, education, and experience along a career continuum of learning. There are three primary purposes for the Army General Learning Outcomes. First, they provide trainers and educators a lens into how effective they are in conveying their support material. Second, it assists in improving instructional design and/or training support packages. Finally it places responsibility on training and education proponents to be nested with ALAs.
GLO13: This includes Understanding and contributing to Army Systems that manage, develop, and transform the Army.
GLO14: This includes Branch and Career Management Field proficiency, Career Programs, Series Technical Certifications, and Warfighting Skills.

3. Enabling Learning Objective A
ACTION: Prepare an Invitation
CONDITIONS: In a classroom environment, given a computer with internet access, scenarios, invitation templates, and DA Pam
STANDARDS: Students will meet the standard when they create an E-Invite account, and prepare a formal invitation with a minimum of 70% accuracy.
SHOW SLIDE 3: ENABLING TERMINAL LEARNING OBJECTIVE A
NOTE: Inform students during this activity you will discuss the various types of invitations.
Learning Step/Activity 1. Determine Invitation Required
Method of Instruction: Discussion
Instructor to Student Ratio: 1:18
Time of Instruction: 50 min. (1.0 hr.)
A part of proper Protocol and Etiquette is the Invitation. Three invitation templates are shown in DA Pam , Figs 2-1 through 2-3.
b. The first step in preparing invitations is to understand what type of event is being held. Different events include dinners, receptions, change of commands, retirements, graduations, etc.

4. CATEGORIES OF EVENTS
Official events such as ceremonies, receptions, luncheons or dinners, dances, weddings, and changes of command, require a FORMAL invitation.
Unofficial events such as luncheons, dinners, cocktail parties, and buffet dinners, require an INFORMAL invitation.
SHOW SLIDE 4: CATEGORIES OF EVENTS
Determine if the event is an official or unofficial function. An official function will always be one that relates to an office held or position of authority that acts in a subordinating capacity on behalf of the United States Government.
(2) Does the function require a formal or informal invitation? Official events will always require a formal invitation; unofficial events usually require informal invitations, but at times, may require a formal invitation (i.e., weddings are unofficial, but formal invitations are used.) We will go over the different types of formal and informal invitations shortly.
(3) Know the size of the guest list. The number of guests will affect the type of invitation used. Normally, you would not use handwritten invitations for a guest list of over 35 people. It would be very time consuming and the probability of errors would increase.
(4) Determine how much preparation time you have. For example, do you have time to prepare a draft, take it to a printer, and mail it to the guest with enough time for them to respond?

5. Formal Invitations Engraved Semi-Engraved Formal Written
Telephone call w/ “To remind” card
Telefax
E-Invitations
SHOW SLIDE 5: FORMAL INVITATIONS
There are five types of formal invitations.
1 - Engraved
2 - Semi-engraved
3 - Formal written
4 - Telephone call w/”To remind” card,
5 - Telefax
6 - E-Invitations (not covered in DA Pam )

6. Engraved The most formal and expensive type of invitation
Used for very special occasions
Event involves a large number of guests (35 or more people)
Used when there is sufficient time to print invitations
SHOW SLIDE 6: ENGRAVED
(1) Engraved. These are the most formal and expensive invitations and are used only for very special occasions. They are engraved with black ink on a good quality, white or cream colored vellum card stock. The event often involves a large numbers of guests, and there must be sufficient time to send out the invitations and receive a response when the number of attendees is required. An example of an event where engraved invitations would be used are formal receptions for high ranking officials and/or large change of command ceremonies.
- Engraved invitations often include an admittance card to be shown at the door or an R.S.V.P. card. Depending on the card, they would be brought to the function or returned to the host/hostess as R.S.V.P.
- If the party is in honor of a distinguished visitor or other high-ranking official, “the host” is usually the first line of the invitation, followed by “the event,” then “in honor of,” with the appropriate information on the individual9s) on the next line or two.

7. Engraved (example)
The Assistant Chief of Staff for Intelligence and Mrs.. Aaron request the pleasure of your company at a reception to present The Corps of Military Attaches to The Secretary of the Army and Mrs. Hoffman The Chief of Staff, United States Army, and Mrs. Rogers on Thursday evening, the twenty-first of October at eight o’clock Fort Lesley J. McNair Officers’ Open Mess Washington, DC R.S.V.P. Uniform Black Tie
SHOW SLIDE 6: ENGRAVED (example)

8. 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
SHOW SLIDE 8: SEMI- ENGRAVED
(2) Semi-engraved. These invitations are adaptable to any date or occasion and are much less expensive. Individuals who entertain frequently will generally use semi-engraved. Use Semi-engraved invitations for receptions, retirements, dinners, and luncheons.
- Honored guests may be designated by the phrases “in honor of Major General and Mrs. Morgan” or “To meet Major and Mrs. Jenson”. The first phrase is used for prominent persons; the second, for new arrivals and guests.
- Most officials may wish to know for whom a party is given, possibly influencing their acceptance.

9. Semi-Engraved (example)
SHOW SLIDE 6: SEMI-ENGRAVED (example)
NOTE: Draw students’ attention to the pre-printed information.

10. Formal Written Used only if preferred by host/hostess
Used when size of function does not make preparation burdensome (10 or less attendees)
Gives a personal touch
Same format as an engraved invitation
SHOW SLIDE 10: FORMAL WRITTEN
(3) Formal written. These invitations are used if the host/hostess prefers and if the size of the function does not make preparing them burdensome. It also gives a personal touch. Some examples of when this type of invitation may be used are small dinners, luncheons, cocktail parties, brunches, and receptions.

11. Formal Written (example)
SHOW SLIDE 11: FORMAL WRITTEN (example)

12. Telephone call Host, hostess, aide, or secretary may place call
Usually used for small affairs
Usually used if there is not enough time to mail invitations
“To remind” card sent only to invitees who indicate they will attend the function
Can be used for formal events
SHOW SLIDE 12: TELEPHONE CALL
(4) Telephone call followed by a “To remind “card. Telephone invitations are correct for formal when it is impossible to send a formal invitation far in advance. When extending formal invitations, any of the four forms is acceptable.
- In tendering telephone invitations, give the same complete information regarding the event as is provided in a written or engraved invitation.
- Follow the telephone invitation with a “to remind” card for those who accept.
- Format for a “to remind” card is the same as for any other formal written invitation except that “To remind” is written in the place of R.S.V.P.
- It is permissible to cross out the R.S.V.P. and write in “To remind” on preprinted cards.

13. 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.”
SHOW SLIDE 13: TELEPHONE CALL (example)

14. “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
SHOW SLIDE 14: “TO REMIND” CARD (example)

15. Telefax (Fax) - Used when time is limited
- Used to notify of a future event (followed up by an invitation closer to the event)
SHOW SLIDE 15: TELEFAX
(5) Telefax. Invitations may be extended by facsimile (fax), when time is limited and should include the same information as an invitation. Fax is especially handy when used to notify an invitee of a future event so they can “save the date.” Follow up with the actual invitation closer to the event date.

16. E-Invitations Free service for any DoD or U.S. Government entity
Professional and easy to use
Automatic recording of R.S.V.P
Ability to save and edit the invitations
SHOW SLIDE 16: E-INVIATIONS
(6) The e-Invitations web site is a free web application service provided by the Air Force Institute of Technology, and is available to any Department of Defense or U.S. Government entity.
The site allows users to create and manage electronic invitations for events enabling the automatic recording of R.S.V.P. information from guests into one central location. You are also able to save a “template” of your most used invitations.
In short, e-Invitations are:
Professional and easy to use
Has automatic recording of R.S.V.P.
Has the ability to save and edit invitations
NOTE: Ask if any of the students currently have an e-invite account, then have students access the URL and register for an e-invite account (if applicable). Have students notice there are templates and have them pull up some from 369th AG Battalion or SSI to review or have students with an active account show/discuss what they’ve done.

17. Informal Invitations - Personal note - Telephone
- Short message on a Calling Card or Formal Card
SHOW SLIDE 17: FORMAL INVIATIONS
c. Invitations to informal dinner parties, luncheons, teas, cocktails, and buffet suppers may be extended by personal note, telephone, or a short message on a calling card or formal card. If a reply is desired to know the number of guests expected, include “R.S.V.P.” or “Regrets only,” followed by a telephone number or address.
d. Informal notes are handwritten by the host or hostess and can be used if the host/hostess does not want to use the engraved card or third person style invitation. Informal notes are good for small, informal dinners but are tiresome for large dinners. Informal notes are incorrect for official dinners.

18. Informal Invitation (example)
In honor of 840 Bentley Drive Mrs. John Doe Fort Jackson, South Carolina Mrs. John Paul Jones Luncheon Tuesday, March 1st half after twelve
SHOW SLIDE 18: INFORMAL INVIATIONS (example)

19. Check on Learning Q: What are the six types of formal invitations?
A: Engraved, semi-engraved, formal written, a telephone call followed by a “To Remind” card, telefax, and e-invite.
Q: What type of invitation might be practical for a large, change of command ceremony, two months away, and why?
A: 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.
SHOW SLIDE 19: CHECK ON LEARNING
Q: What are the six types of formal invitations?
Q: What type of invitation might be practical for a large, change of command ceremony, two months away, and why?

20. Prepare an Invitation Major General and Mrs. Paul Connelly 1
request the pleasure of the company of
Colonel and Mrs. Kerry
at a reception
in honor of General and Mrs. John Smith 4
on Saturday, the first of May
at seven o’clock
Fort McNair Officers’ Club
R.S.V.P
Black Tie 9
SHOW SLIDE 20: PREPARE AN INVITATION
NOTE: Have students follow along with the numbers on the slide as we discuss requirements for each line.
Use the complete name and rank of host(s). If the host is a senior official, you may use the position/title and surname. For example: “The Secretary of the Army and Mrs. Clayton” or “General and Mrs. William Bolt.”
(2) The next two lines may vary depending on whether it is an engraved invitation or handwritten. On a written invitation, “request the pleasure of the company of” and the next lines include the invitee’s names (do not use the first name, the invited guest knows his first name). If engraved, the next two lines may be combined to read simply, “request the pleasure of your company.” It would not be feasible nor economical to print engraved invitations with each invitee’s name.

21. Check on Learning
Q: What telephone call doesn’t required a “To Remind” card? A: An informal telephone call Q: How can you specify a desired reply to an informal invitation? A: “R.S.V.P.” or “Regrets Only” Q: What color ink would you use on a Semi-engraved card? A: The same color as the engraving

22. Enabling Learning Objective A
ACTION: Prepare an Invitation
CONDITIONS: In a classroom environment, given a computer with internet access, scenarios, invitation templates, and DA Pam
STANDARDS: Students will meet the standard when they create an E-Invite account, and prepare a formal invitation, with a minimum of 70% accuracy.
SHOW SLIDE: ENABLING LEARNING OBJECTIVE A
Learning Step/Activity 7. Summary
Method of Instruction: Reflective Discussion
Instructor to Student Ratio: 1:18
Time of Instruction: 5 min. (0.1 hr.)
NOTE: Summarize the ELO.
During this activity we discussed the various type of invitations, formal and informal. You completed practical exercises which required you to create a formal invitation and an E-Invitation.

23. Enabling Learning Objective B
ACTION: Respond to an Invitation
CONDITIONS: In a classroom environment, given a computer with internet access, scenarios, invitation templates, and DA Pam
STANDARDS: Students will meet the standard when they prepare a response to an invitation, with a minimum of 70% accuracy.
SHOW SLIDE 23: ENABLING LEARNING OBJECTIVE B
NOTE: Inform students during this activity we will discuss and prepare a response to an invitation.

24. 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
SHOW SLIDE 24: ACCEPT A FORMAL INVITATION
d. As reflected in Fig 2-4, a reply to a formal invitation contains the same information as the invitation, except there is no reference made to the location. Ensure there is enough time for the reply to reach the host or designated individual. A formal invitation may request that a reply is sent to an aide or other individual but if not indicated, the reply is addressed to the host.

25. Accepting Invitations
Dinner – at dinner
Cocktail party – for cocktails
Cocktail buffet – for a cocktail buffet
SHOW SLIDE 25: ACCEPT INVITATIONS
e. When accepting an invitation, use the following prepositions:
- Dinner – at dinner
- Cocktail party – for cocktails
Cocktail buffet – for a cocktail buffet
f. Informal notes and card invitations normally do not require a written response but one may be requested. If so, use the same format as a formal invitation reply.
g. A telephone reply to an informal invitation is also acceptable.
h. There may be an incident that requires you withdraw an acceptance to a formal invitation (fig. 2-6). Some “valid” reasons are: serious illness, a death in the family, official duty and others listed in para. 2-7.

26. Check on Learning
Q: How soon should you respond to a formal invitation? A: Within 48 hours Q: What is on the invitation if the host only wants to know if you’re not coming? A: Regrets only
SHOW SLIDE 26: CHECK ON LEARNING
Q: How soon should you respond to a formal invitation?
A: Within 48 hours
Q: What is on the invitation if the host only wants to know if you’re not coming?
A: Regrets only
i. While we will not cover in class, everyone should become familiar with DA Pam , Para 2-7 and figures 2-6 through 2-9 on withdrawing an acceptance, recalling an invitation, advancing an invitation, and postponing an invitation.

27. Regret a Formal Invitation
Major and Mrs. Glenn Anderson
regret that because of illness
in Mrs. Anderson’s family
they will be unable to accept
the kind invitation of
Colonel and Mrs. Wilson
to dinner
On Monday, the ninth of May
SHOW SLIDE 27: REGRET A FORMAL INVITATION
NOTE: Point out on the regret that the day/date is entered but not the time or place.

28. Practical Exercises You may use all notes and handouts
You have 2 hours to complete the exercises
Turn in and take a break.
SHOW SLIDE 28: PRACTICAL EXERCISES
Administer PE. Allow students to use class notes and regulation.
Learning Step/Activity 4. Practical Exercise reviews
Method of Instruction: Reflective discussion
Instructor to Student Ratio: 1:18
Time of Instruction: 50 min. (1.0 hr.)
Review PE’s and clear up any questions/confusion.

29. End of Lesson Test You many use all notes and handouts (NO PEs)
You have 2 hours to complete the test
Turn in Test and take a break
SHOW SLIDE 29: END OF LESSON TEST
Learning Step/Activity 5. End of Lesson Test
Method of Instruction: Exam
Instructor to Student Ratio: 1:18
Time of Instruction: 100 min. (2.0 hr.)
Learning Step/Activity 26. Review End of Lesson Test
Method of Instruction: Reflective discussion
Time of Instruction: 50 min. (1.0 hr.)
Review test.