Are you planning to host a special event, maybe for a nonprofit or something else? Sending out a letter is a fantastic way to fill in all your invitees' details. You can kickstart your letter writing with the sample invitation letters right here.
Just pick the one that fits your event by clicking on the image you like. Then, you can click anywhere in the PDF to edit it. Once you're done, just print it out or save it. Use these printable tips for more help.
Sample Invitation Letter for a Charitable Event
This version is ideal for invitations to special event fundraisers, as it's set up to include information about how event proceeds will be used in the community or to advance a charitable cause.
[Recipient name]
[Company name]
[Street Address]
[City, State Zip Code]
[Insert date]
Dear [Insert recipient name],
You're invited to attend [event name], an annual fundraiser for [organization name]. The theme of this year's [event name] is [specify theme]. It will be held on [date] at [event location] from [start time] until [end time].
This year's [event name] will feature [describe key event features, such as entertainment, food, dancing, an auction, etc.]. A number of local dignitaries are expected to be in attendance, including [list local celebrities, political figures, prominent community leaders, etc. who have committed to attend]. I hope that you will also be there.
[Event name] is a tradition in our community. It is fun to attend, and the funds raised support critical community programs within the community. Funds raised from [event name] provide financial support for [organization name]'s local initiatives, such as [briefly list projects, programs, and initiatives of the organization].
Individual tickets to [event name] are [insert price], and tables of 10 are available for [insert price]. You may purchase your tickets online at [insert ticket purchase URL] or call our office at [insert phone number] to order by phone. I so hope that you will decide to attend. The deadline for registration is [specify deadline].
Please let me know if I can answer any questions. You may reach me at [phone number] or [email address]. I hope we can count on your support, and look forward to seeing you at [event name].
Regards,
[First Name] [Last Name]
[Title]
Invitation Letter Template for Special Events
This template is best for social, business, or family events. For example, it can be used to create invitations for awards ceremonies or banquets, corporate events, training programs, family reunions, school events, and more.
[Recipient name]
[Company name]
[Street Address]
[City, State Zip Code]
[Insert date]
Dear [Insert recipient name],
You are cordially invited to attend [event name], a program of [insert company or group name]. It will be held on [date] at [event location] from [start time] until [end time]. Please RSVP via [online registration URL] no later than [insert deadline].
You are being invited to attend because you [specify how the invitee was selected, such as 'have a child in the class,' 'have been identified as a high potential employee,' 'attended X school,' 'are a member of X organization,' 'have an expressed an interest in X subject matter,' etc.]
This event will feature [describe key event features]. Benefits of participating include [specify how the individual will benefit from attending]. There is no cost to attend [or specify fee if there is].
I hope that you are able to attend [event name]. If I can answer any questions, please contact me at [phone number] or [email address]. Don’t forget to RSVP by [insert deadline] to secure your place at this [insert descriptive term, such as 'informative' or 'fun'] event.
Regards,
[First Name] [Last Name]
[Title]
Thanking those who donated to or at an event is important too. Sending the perfect thank you letter after the event is simple with our donation thank you letter templates.
Special Event Invitation Letter Writing Tips
When writing an invitation letter for a special event, keep in mind that your goal is to encourage the people you are inviting to attend. The letter should be worded in a persuasive manner that gains the reader's attention and inspires action.
- Clearly convey the name of the invitation, its purpose, and why the recipient is being invited.
- In the case of a charitable event, specify how the funds raised will be used to benefit a cause.
- Share information on how participating will benefit the individual.
- Include details on how to RSVP, as well as the deadline for doing so.
- Use an appropriate business letter format.
- End the letter with a call to action and an appropriate closing.
- Ensure the letter is well-written, concise, and persuasive.
- Proofread closely to make sure that it is free from typos and other errors.
Have a Successful Event
If you're hosting a special event, a letter can be a good tool for inviting guests to attend. You can send it via regular mail, email, or both. You may also want to follow up with a personal phone call or an online invitation to encourage participation. By reaching out to those who are being invited to your event multiple times in more than one format, you may find that you get a better response rate and higher attendance than if you used only one approach.
Taking steps to boost participation via a well-written letter and appropriate follow-up can set the stage for a successful event and free up your time to focus on other aspects of event planning.
