- 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.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
To recognize the great performance you gave during the reading of Hamlet at the York Shakespeare Bonanza, I am delighted to invite you to join the York Historical Players. The Players are a group of local actors that seek to educate everyone about the wonders of the written word and history. We often visit schools to present some classical work in traditional costumes. It is an excellent way to educate everyone about the dress, speech and ways of life during historical times.
We do not charge anyone to join the Players but do ask everyone to provide their costumes to fit in the period being performed. We meet weekly to rehearse and perform, and I have enclosed a schedule of meetings for the next few months. We believe that every Player gains from their experiences with the group and I am sure that you to will recognize the benefits of being a Player.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Invitation letter sample to join a local group of actors.
Further things to consider when writing invitation letters to volunteers
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.