GUIDELINES
- Write your invitation straightforwardly and genuinely. Do not use excessive flattery.
- Relay your invitation, explain how the reader meets the requirements for membership.
- Discuss the goals of the organization and how his or her qualities are compatible with that goal.
- If you like, discuss the important expectations of members. For example fees, participations, and time commitments.
- Tell the reader that you anticipate his or her acceptance and your eagerness to work with him or her.
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],
I would like to extend an invitation to you to join the Lancaster Motorcycle Club. You have done a lot of work to highlight the positive aspects of the motorcycling community and we feel that the club and yourself could mutually benefit from the association. As a club, we undertake a lot of charity work, and in the last ten months, we have already raised some $20,000 for local charities. We have also done a lot to promote safety amongst riders, and there has been a drastic decrease in severe injuries about local motorcycle riders. The club meets monthly on the first Monday of each month, at O'Hara's Pub on East Street. I am sure that you will love being a member of the Lancaster Motorcycle Club.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample letter to extend an invitation to join an association.
Further things to consider when writing invitation letters to volunteers
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 Volunteers
Letters to volunteers are letters written to people who freely offer to undertake a task or take part in an enterprise. The recipient of such letters can be any person who wishes to contribute his/her effort, time, or even money for a cause without expecting anything in return. Letters calling for volunteers need to be concise, clear, and to the point. Your letter is unlikely to hold a volunteer's attention if it is six pages long with every detail about the work or event. It is, therefore, advisable to include only the details the recipient needs to decide whether to pitch in or not.
Letters to volunteers should be formal and must follow the normal business letter format. Begin your letter by thanking the recipient for his/her continued support. State the reason you need the recipient's services or contribution and the cause your work will be supporting. If you are running an event, mention what it entails and when it will take place. Describe the kind of commitment you are looking for; whether you just require help for one day or need an ongoing commitment. Provide your contact details and close by thanking the recipient for his/her time.
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