Top Ten Tips - Sending Out Event Invitations
By Tip Diva | Jul 09, 2008
Categories: Activities, Adult, Behavior, Celebration, Children, Difficulty, E-Mail, Etiquette, Family, Friends, Mail, Manners, Party, Relationships, Tips, Writing
If you’ve ever held an event, whether a party or a gathering, you know how difficult managing a guest list can be. Here are some ways to streamline the invitation process and make life easier:
- Keep A List Of Invitees - Note how many people you invite, whom you’ve invited, their addresses and invitation status (accepted, declined, not sure).
- Note Whom The Invitation Is For - Address the invitation to everyone you’re inviting, for instance: The Smith Family; John & Jane Smith; Jane Smith & Guest; Jane Smith. If children are allowed to your event, write somewhere that children are welcome.
- Make Sure You Include The Reason, The Date, Time And Address - The reason, date, time and address are the most vital parts of the invitation, so don’t forget to list them!
- Have A Clear RSVP Date And Contact Information - Make sure you include an RSVP date early enough so you can prepare for the event. Include contact information for how people should respond - whether by phone, e-mail or postal mail.
- Provide Response Cards And Self-Addressed, Stamped Envelopes If You Expect Mailed RSVPs - If you expect postal mail RSVPs (which are mainly used for weddings nowadays), be sure to include a response card and self-addressed, stamped envelopes, so the guest could drop the card right in the mail.
- Note Dress Code If Possibly Fuzzy - If you’re having an event where the dress code may be confusing, give a hint on the invitation, for instance: black tie, cocktail attire, Sunday best, casual or jeans and sneakers.
- Include Directions - Included directions from any major highway or thoroughfare near your house.
- Send Out Early Enough - Make sure you send out invitations early enough so people haven’t already made other plans. If you send the invitations out a week or two before, they may already have the day booked up.
- Follow Up With Phone Calls Or E-Mails - If you don’t hear from certain invited guests, call them or e-mail them to see if they’ve received the invitation. You can do this as soon as the RSVP date has passed.
- Be Prepared For Unexpected Requests - Be prepared to handle questions and requests, like whether invitees can bring children, guests or pets, or special dietary requirements and food requests. Try to firm up your position before sending out the invitation so you stay consistent in answering people.
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