Writing an invitation to an elected official is similar to writing an invitation to anyone else, except that you want to include a few extra details so he can determine whether to prepare any remarks, will be meeting with constituents or the media and the value of attending the event.
Open the invitation with basic details about the event, including the time, date and location. Include the reason for the event, such as whether it is a fundraiser, awards ceremony, celebration or community event.
Indicate the reason for the invitation. Let the elected official know whether you simply want her presence at the event, if you want her to make a few remarks, or if you're asking for more participation, such as a speech or participation in a fund-raising event.
Mention the benefit of the elected official's presence at the event, such as whether it will draw more attendees, bring attention to a cause, help the official reach out to constituents or add to the prestige of an award.
Tell the elected official who else might be attending. If other elected officials have committed to attending, or have been invited, include their names. Also mention any high-profile or well-respected community members that will be attending, or any other well-known attendees.
Advise the elected official whether any members of the media have been invited or plan to attend the event. Be sure to mention any planned photo or interview opportunities.
Proofread the invitation before printing it to make sure it does not contain any grammar or spelling errors. Have another person proofread it also to make sure you did not overlook any errors.
Print the invitation on high-quality paper, and use a matching envelope to highlight the importance and value of your event.
- Keep the invitation as brief as possible while still including details about the event. It should contain no more than three or four paragraphs. Include only relevant details.
- Do not make any false promises or misleading statements. For example, if a well-known person has been invited but has not committed to attending, do not suggest that he has made that commitment.
- Stefanie L.