It may be a while until the actual big day, but you want to make this a really special event. This is an event that has been in the planning for years and now you want to make sure that all the important people on your guest list remember to save the date. You can send them an e-mail to give them all the necessary information before sending the RSVP invitation.
Choose a date that works for you and the person of honor. Decide if you are having a surprise party.
Compile all your information in one place such as on a piece of paper or index card. Think about this for a couple of days to make sure you include everything your prospective guests need to know right now.
Tell the guests why you are holding the event, such as to celebrate a 50th wedding anniversary or a milestone birthday party. Do not forget to tell them who the party is for.
Include the date in the e-mail, which is probably the most important piece of information. Encourage prospective guests to mark this day on their personal calendars and not to make any other plans.
Give the location of the party. Make sure to include the time of the event.
Tell the guests if this is a surprise party. Type “Shhhhhh” in several parts of the e-mail save the date invitation to get your point across. If the event is a surprise party, reiterate who the guest of honor is so no one slips and ruins the surprise.
Leave a phone number or e-mail address so people can contact you if they have any questions regarding the event.
Indicate whether gifts are necessary or if they should just bring cards. Make a point of mentioning any large gifts that everyone can donate to if desired, such as a second honeymoon trip for an anniversary gift.
Add information to let prospective guests know that a proper invitation will follow and that they do not need to RSVP to the e-mail.
Use fancy or fun fonts to highlight the most important information. Use different colors of print to add character to the save the date e-mail. Save the document in your computer so you can copy and paste it into an e-mail for sending.
Send the e-mail up to six months in advance, especially for guests who have to travel some distance to come to the party. Include hotel information for out-of town guests.