GUIDELINES
- The invitation letter often includes a talk about charity or fund-raising for the organization. Write the letter in a business-like or personal tone, based on your relationship with the client.
- Write the invitation letter and discuss the purpose of the activity's purpose, add necessary details such as the date, time, and place. You can also provide a list of the other participants that will attend the activity.
- Discuss why the activity of your organization is worth their help.
- Explain the value of their presence.
- Tell the invitee whether he is allowed to invite another person or if he or she won't be able to attend the event. If you don't clarify it, she or she might assume that the invitation is cannot be transferred.
- Show that you look forward to the success of the event and request for a reply on a particular date.
SAMPLE LETTER
[Address line]
[State, ZIP Code]
[Letter Date]
[Address line]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
We would like to invite you to attend the annual Benefit Ball. Guests this year include local dignitaries including Senator Cole and Governor Coleman, as well as many television celebrities. The Ball is being held in the main ballroom at the York Hilton, and will run from 9:00 pm on Friday, June 4.
Every year the annual Benefit Ball raises a lot of money for the York Children's Medical Center, providing treatment for children who would otherwise have nothing. Last year's ball raised enough money to provide treatment for almost a thousand local children. It has been a tradition that is eagerly anticipated, and it is for an excellent cause.
We do not charge anyone for attending the ball but would ask that generous donations are given to cause. If you cannot attend but would still like to donate, then your contributions are always appreciated. It is good to know that with one evening of fun, many hundreds of children can benefit.
Your response is greatly anticipated, and we would ask for a response by May 1.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Invitation letter to participate in a fund-raising event.
Further things to consider when writing invitation letters to donors
Invitation Letters
Invitation letters are letters you write to request people to meetings, formal occasions, or events. As the name suggests, the first and primary purpose of invitation letters is to request the presence of the recipient and the second is to confirm that the recipient will be present. Although invitation letters are mostly used to invite people to social events, they can also be used when applying for visas. Depending on the event, these letters can be formal or informal. Regardless, all invitation letters must be sent in advance to give the recipient enough time to respond or plan ahead.
Great invitation letters are brief and easy to understand. Start by introducing yourself and write a sentence or two about the host. Provide the necessary information regarding the event such as the date and time of the event, venue, dress code, how to accept or decline the invitation, etc. Mention some of the activities that would be taking place during the event and which ones the recipient would be taking part in if any. Provide your contact details in case the recipient needs further information. End by expressing anticipation of the recipient's attendance to the event.
Letters to Donors
Letters to donors are letters written to people who have donated something, especially money, voluntarily to a fund or charity. Usually, these are fundraising letters to invite donors to fundraisers or thank-you letters to express gratitude and appreciation for donations. Whatever the reason for your letter, writing to donors maintains a great relationship and can help you secure future funding. This simple gesture shows them that you can be trusted and that you are doing something that is of benefit to the community. It also shows the donors that your cause is worthy of their money and time.
When writing letters to donors, it is important to know the exact message you want to convey. Most letters to donors can be tricky to write, especially those asking for donations. You don't want to write something that the recipient will give a cursory glance and carry to the trash! Grab the recipient's attention from the start. For fundraising letters, clearly state how the donation will be used. If you are writing to thank the recipient for a donation, let him/her know how the donation helped. Be brief and straightforward. End the letter on a positive tone.
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