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« What’s our shipping account # again? | Main | Hosting a corporate party, how to begin... »

Email Invitation Etiquette

The Internet has absolutely improved communication and our ability to quickly and easily "get the word out" to large numbers.  Too easily sometimes.   When sending an email invitation for an event there are a few steps you can take to minimize the chance you'll create an OMG moment after hitting send...

  • Protect your invitees names.  The easiest way to do this is to place the recipient's names in the BCC field of an email.  To outsmart the spam filters put your name, or whomever they are to reply to, in the TO field.  Another way to send mass emails, which I prefer, is to use a mail merge system.  This way the email is addressed to your guests, but only their name appears in the TO field.  
  • Keep it short.  The email invitation should have enough information to hook them, and your landing page will have all other details.  The invitation is the first impression for the event you're throwing, so give some serious thought to the graphics and colors. 
  • Critical information to provide on the email invitation or landing page:  Date of the event, start & end time, the host's name, the venue name & address, where to RSVP, your phone number and suggested attire. 
  •  Make the URL simple.  If you're providing a URL for RSVPs and will be sharing this to people, create a short URL.  IT depts can help create an alias, while your site is actually hosted on the longer URL.   If you're creatting a website for your wedding and you are the IT dept, consider purchasing a short domain name for $10/yr and have it redirect to the actual wedding site.
  • Consider an Alias.  If your host is well known and it fits with his/her personality, consider sending the invitation from their name.  Clients feel special and the open rate will greatly improve.    
  • Check the RSVP email account daily.  If a guest takes the time to write to you best to respond within 24 hours.
  • Test the email on several people outside of your corporate intranet.  I can't tell you how many emails my mom's opened with me on the phone asking, "What happens if you click on the picture, do you see red flowers?  And "who" does the message appear from?  Hit reply, where does the reply say it's going?"  Clients expect professional messages.

Good luck Diva, and may the email gods be in your court the next time you send an email to 2000 people.  Please add your tips to the blog...



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