How to Write an Alumni Reunion Invitation Letter (with Sample) Use this sample alumni reunion invitation letter as a template for your formal invitation letter. Last updated on January 17th, 2019
Alumni reunions are welcomed by some and dreaded by others. Either way, a well-planned alumni reunion can be a lot of fun, and even those who dreaded coming will be glad they did. Organizing a alumni reunion takes more than one person, so there is usually a reunion committee to make sure all the details are covered.
Once the committee is formed, it can send an alumni reunion letter to each member of the class. It is recommended to start planning a alumni reunion at least one year in advance of the desired date. This not only gives everyone time to make plans, especially if they will have to travel, but many venues require a booking be made 9 to 12 months in advance.
Class members may know that a reunion is in the works months before the letter goes out because they will have been contacted by a committee member or volunteer for their current address and email address. However, the official letter will go out at least six months before the date of the reunion. It is also nice to invite old teachers and staff if they are available. Today, most reunions have a designated website where class members can get information about the activities planned, the venue and the location as well as RSVP and give contact information for other classmates.
Request for Funds The alumni reunion invitation letter should contain a request for funds to help cover the expenses. The committee must design a budget, so it will know how much to ask from each member. It may be difficult to make a budget when the committee doesn’t know how many people will attend.
The general rule is to plan for 50 percent attendance, but expect 25 percent. It is recommended to plan for a simple reunion, such as one evening of speeches and dancing for a small group, and only plan a reunion over several days if the class is large.
The main items in the budget will be:
Liability insurance if required by the venue
Entertainment such as a band
Decorations and sound system if not covered by the venue fee
Even if someone doesn’t plan to attend, they may give to the event. In some cases, the letter may also contain a request for a donation to a charity sponsored by the school or university. If this is the case, it must be clear that two separate checks are required.
The main items that are required to be included in the alumni reunion letter are:
The date or dates if the reunion activities last more than one day
The timing of each event
The location of each event and directions to the first venue
Details of the event such as meals served, cocktail hours, party themes
Contact information including where to send checks and to whom to make them out as well as RSVP information
The proper attire expected of attendees
The reunion or class website if applicable
Alumni reunion invitation letters may be formal business letters, or have a more casual tone. They may be in the form of an invitation or an email. The planning committee needs to decide what style best suits the occasion. Below is a sample of a more casual reunion letter. It is intended to make class members feel relaxed about attending.
The letter can open with a humorous comment to attract the recipient to attend. For very large classes, it is recommended to send a generic letter to Fellow Classmates, but if the class is small, a personal letter is better.
Sample Alumni Reunion Invitation Letter Name of Recipient Address of Recipient City, State, Zip Code
RE: 25th Reunion of Class of 1990 Name of University or High School
Dear Name of Recipient:
Some of us haven’t seen each other since our 10th reunion and some of us live near each other, but this is everyone’s chance to get together 25 years after leaving school.
We have arranged a two day celebration starting at 6:00pm on DATE for a family-friendly get-together, dinner and dancing at the Name of Venue. This is your chance to dress-up a bit. The next day we have arranged a cruise on the lake for the whole family as well as swimming and kayaking and lunch on the beach. Feel free to dress as casually as you want.
In order to make this day special, we would like to know as soon as possible if you will attend and bring your family. Please fill out the enclosed registration form and return it to me with $50 per adult that will attend. Children under 18 years are free. You can get more information and tips about discount hotel reservations on our website www.reunion.com.
Hope to see you there.
Name of Sender Address of Sender City, State, Zip Code Enclosed: registration form By Andre Bradley