Use these free letter samples as templates for your formal notification.
Many families organize family reunions every year or two. Reunions are often well-planned parties that include several meals, games and other entertainment. They usually involve members of the extended family including aunts, uncles, cousins, grandparents and all of their close family members. Many families plan well in advance to attend a family reunion especially if it is out of state and requires traveling time.
The family member who is hosting the reunion will send a family reunion letter to inform each family about the date and invite them to attend. The letter may include information about local hotels, car rental companies and directions for finding the venue. The invitee’s should have an easy way to RSVP, so the host has an accurate idea of how many people will be present, including the number of adults, children and teenagers. Some suggestions are an email address, social media page just for the reunion, text or phone number.
The family reunion letter should begin with the most important information. It should state that one family or person is hosting a family reunion and give the time and date.
The location should be given in detail. This means including a map for those who plan to drive to the venue as well as local airports, bus stations or train stations. The letter should request invitees to give arrival details if they need to be met at and airport or other station. The exact address should be given, so it can be entered into a GPS program. Lodging options can be mentioned. This may include local hotels along with the room rates, a private home where there is a room for rent or other family member who offers lodging in their house.
List of Invitees Should be Included
Along with the letter of invitation, a list of invitees should be included. This will tell each invitee who else is invited. They may show up just to see someone they haven’t seen in years. Some family members may bring guests, partners or significant others.
Next, the letter should include a list of planned activities. If there will be general attractions such as a swimming pool, lake or ocean, volleyball or tennis courts or golf course available, it should be mentioned. It should also be mentioned in the letter if there are lifeguards by the water or golf clubs and tennis rackets available. The event may include games with prizes for adults as well as for children. Any invitees who live close to the venue may be requested to bring food or drinks, but every invitee may be asked to share expenses. The amount can be stated in the invitation letter, or could be included as an admission fee.
Not Simply an Invitation
A family reunion letter is not simply an invitation. It should have a happy and up-beat tone that excites invitees to attend. It may contain photos from a previous reunion, or news items such as any new family members, graduates, weddings and funerals. Help organizing games, prizes and food can be solicited.
The first sentence of the letter should be interesting and personal, so the receiver doesn’t think it’s an advertisement or junk mail. The important thing is to be creative and not be overly formal. The letter can include funny stories, poems, jokes or details that most people don’t know. For example, Aunt Mary just graduated from college at 56 years old, or Jyothi won the state spelling bee.
Here are sample family reunion letters. It can be printed on colored paper with designs to make it festive and sent by mail to each family.
Sample 1 - Family Reunion Letter
It’s almost two years since our last Kingston family reunion and a lot has happened. We have a state basketball champion, a new baby girl and a new venue for our family reunion on DATE. We hope to see you at our new cabin on the shores of Lake Tahoe near the North Shore. The address is ADDRESS, and I have enclosed a road map with directions from San Francisco. The event is shaping up to be a fantastic alpine vacation for all. The last reunion was held at San Clemente on the beach and 72 people came from all across the country. This year we expect at least 94 including several new faces.
The event will last the whole day starting with a sunrise breakfast and a hike to the local mountain where you’ll get a spectacular view of the lake. For those who don’t hike, there is mini-golf just two miles up the road and, of course, swimming and water skiing at the lake. The huge barbecue lunch will be served on the beach at 1pm. To accommodate those who need to drive to a hotel, an early buffet dinner will be served at 6pm on our front porch.
We’re asking each family to donate $15 to cover the costs of the meals. You can pay for other activities that you choose to attend. There are campgrounds just seven miles away in the forest and motels near the state line.
For more information, check out the Facebook group page Kingston Family Reunion and add your RSVP. I can be reached at Phone Number or Email Address.
Can’t wait to see you soon,
Signature of Host
Sample 2 - Family Reunion Letter
Did everyone hear about Cousin Jason’s new baby girl? Jade Elizabeth was born on June 27 and she will be at this year’s family reunion and we hope you will too. Last years’ get together had more than 120 people from all across the country. There were relatives from Arizona, Florida, California and even Ohio. This year we hope to have an even bigger crowd and some more of Aunt Millie’s prize pecan pie. We need plenty of help with games and activities for the little ones. If you have any ideas we would like to hear them. Mark the date and get ready for the Miller Family Reunion.
This year the reunion will be held at the Shawnee State Lodge. The park is located at 1290 Clermont Way in Denver, Colorado. The reunion will be on September 3rd, 2013 at noon. The set up will begin at 11 am. and the food will be served promptly at noon. To cover the cost of the facilities and the chicken and mashed potatoes, we are asking each person that attends to bring $5.00. This will be in addition to a covered dish and drinks for your own family. Uncle Thomas will be making hot dogs, brats and hamburgers for those who don’t want chicken. Remember last year when Aunt Ida brought those homemade potato rolls? We are seriously hoping she brings those again this year.
If you are coming in from out of town there are several places to stay. The Shawnee State Lodge has rooms for around $125 a night. The ABC Motel also has several rooms and is in close proximity to the reunion site. If you would like to help with anything from food to entertainment, please let Aunt Mary know by August 1st.
We look forward to seeing everyone there.
Signature of Host
By Andre Bradley