Inviting friends, family, and acquaintances to a special event requires careful consideration. The invitations that you select, and the text included within, should set the right tone for the event and entice the recipient to attend. Following the tips below will help ensure that the event is a success.
1. Selecting the Right Invitation
Choosing the correct invitation cards for the event that is being hosted is the first step towards making a positive first impression on a prospective guest. Formal weddings, candlelit dinners, and receptions require elegant invitations, while casual events may utilize more basic invitations. Rely on major greeting card companies for appropriate invitations if the event is quite large. Making invitations using specialty paper and supplies (found at most craft stores) adds a personalized touch for smaller events. Alternately, email or the Evites web service are acceptable choices for casual events.
2. Providing Appropriate Lead Time
Give guests at least one month of lead time to decide if they would like to attend a wedding, reception, or other major event. Two months or more, especially for events where a gift or long-distance travel is required, is best. Smaller events, like a dinner party or a surprise birthday party, should be scheduled 1-2 weeks in advance to ensure that an adequate number of guests arrive.
3. Drafting an Invitation’s Message
Select the script to write within using best judgment with consideration towards the formality and scale of the event. It is best to draft this information before beginning to write out invitations, as it is critical to provide uniform information to every person invited.
Consider the following when drafting the message:
- What time will the event begin? Is there an official “ending” time?
- What should the guest bring, if anything?
- Where will the event be held? If it is at the host’s home, be sure the address is clearly provided—do not assume that the guest remembers the location! Provide directions on an additional sheet of paper, if necessary.
- What date should the guest RSVP by?
- If the event is a dinner party, will dietary considerations of the guests be considered in preparing the menu? If so, include this near the RSVP.
- Provide additional contact information, such as email or phone number, if paper invitations are used.
Formal language, such as “The family of Jane Doe humbly requests your invitation…” is acceptable for large events like formal weddings and graduation parties. Smaller, more casual events should utilize appropriate, everyday language with a personalized tone.
4. Writing the Actual Message
If sending electronic invitations, sending the drafted message you have composed, with some refinements, is the final step to this process. However, for those sending paper invitations, do note that a hand-written note will be more warmly received than a pre-printed message. A hand-written note strikes the guest as being personalized, especially if a small aside is included. By taking the time out to write the note by hand, the guest is shown that his or her presence at the event would be greatly valued.
5. Addressing the Envelopes
After hand-writing many invitations, making minor mistakes when addressing envelopes is a common issue. Take a break between hand-writing the contents of the invitation and addressing the envelopes. Putting the name of the recipient on the front of the envelope, then composing the message inside will prevent invitations from being mixed up.
Take the time to verify if the addresses on file are correct. If in doubt, call the friend or family member to confirm the address. Avoiding postal delays will ensure that everyone who wants to attend will get the message.
Following these tips to invite friends and family members to a special event will ensure its success. Setting the right tone for a wedding, graduation, or reception before it happens provides guests with an idea of what to expect on the big day. Remember to give guests fair warning if gifts, special attire, or long-distance travel will be required.
Helping out with the moderation of www.cartridgesave.co.uk, James divides his time between blogging, tech research and talking about HP toner cartridges.
