The Art of Invitations

The way your invitations are written can mean the difference between full attendance and low participation. Following these steps can assure your event or seminar is fully attended and beneficial to all involved.

1. Address the attendees
Nothing is more impersonal than receiving an invitation that doesn’t even take notice of your name. If it’s for a sales related business, that could be the first thing that drives clients away. Taking the simple time to remember everyone’s calling will begin your invitation on a positive note.

2. Introduce Yourself
Building off recognizing a persons name, you should follow up by introducing yourself. This makes the recipient feel like they are being talked to by a real person and not just a mass produced set of words on a paper.

3. The What and Why

In the body of your letter you should be getting the important details out. What sort of event is going on is the first thing you should describe. If it’s a company picnic be sure to establish that. If it’s a fundraising or charity event, it’s vital that it be mentioned within the details. Explaining why it’s being planned will help guide the recipient to making time for it. A company picnic is great but more people will come if they know that it’s being thrown for all the hard work they’ve done.

4. Time and Place
Probably one of the most crucial details it’s imperative that the address of the establishment be placed somewhere the eye is drawn to. Sometimes putting it at the end of a paragraph where it stands by itself makes it look more organized. With this information it’s also paramount to set the starting time. Even if you’re planning on giving attendees some breathing room on what time to attend, it’s still more professional to have a set hour. Everyone will be relying on this information more than the others.

5. Appreciate the Person
Tell the attendee that you’re genuinely looking forward to seeing them there. Say it would be your honor to host them at your event. This makes them feel special. Going above and beyond to make people feel important is how to make partners and clients enjoy your company.

The Other Specifications
If there is a dress code, if you need participants to bring something, if there is going to be free snacks and refreshments, always state that somewhere in the letter. Placing it closer to the end acts as a hook to draw them in. Or if it’s something that requires material items brought, like a writing utensil and paper, making sure to state it can avoid frustrated guests. If your event requires a head count, then mentioning you need an RSVP can also save you from unforeseen issues. Covering all the specific qualifications is a must even if you’re hosting a small get together.