Save the date
Send two to three months ahead, before the full invitation.
Save the date: [Event name], [Date], at [Venue and address]. Formal invitation to follow. [Hosting organisation]
Gala dinner invitation
A formal invitation for a gala, awards night or fundraising dinner, with dress code, tickets or tables, and meal choices.
When to use it
- You're hosting a black-tie or formal evening: an awards night, a charity gala or an annual dinner.
- Guests need to book tickets or tables, choose meals and plan their evening.
Preview
The Harbour Foundation invites you
the Harbour Charity Gala
- Saturday 28 November · 6.30pm for 7pm
- Grand Ballroom, 1 Circular Quay
- Dress: black tie
The card shows example details until you add your own.
The wording
Email subject
You are invited: [Event name], [Date]
[Hosting organisation] requests the pleasure of your company at [Event name]. Date: [Date] Time: [Time] Venue: [Venue and address] Dress: [Dress code] The evening includes a three-course dinner, [awards, auction or entertainment] and dancing. [Ticket or table details: price, what's included, and where to book.] Please reply by [Reply by], including your meal preference, any dietary requirements and the names of your guests. [Hosting organisation]
Words in [brackets] are the details to fill in, here or after you paste it.
Variations
The same invitation, adjusted for a different setting or channel. Your details carry over.
Table host invitation
For someone filling a table they've bought.
I've taken a table at [Event name] on [Date] at [Venue and address] and would love you to join me as my guest. Dress is [Dress code]. Could you let me know by [Reply by], along with your meal preference and any dietary requirements?
What to ask in the RSVP
Ask only what changes your plans. For this kind of event, that's:
- Attending? (Accept / Decline)Seating plans depend on it.
- Guest namesFor the seating plan, name cards and the door list.
- Meal choiceFor a plated dinner, the venue needs it ahead.
- Dietary and access requirementsKitchen and seating.
- Seating requestsOptional, for guests who want to sit with a group.
Leave out
- Postal addresses, unless you're posting tickets or a printed program.
More on this in what to ask guests when they RSVP.
Tips before you send
- Send a save-the-date two to three months ahead and the invitation six to eight weeks ahead.
- Set the reply date one to two weeks before the venue's final numbers and seating deadline.
- Put the dress code in the invitation itself, not only on a website.
More work & corporate templates
End-of-year team party invitation
A friendly work invitation for an end-of-year or holiday party. It covers times, partners, food and how to get home.
Preview and copy →Product launch event invitation
A professional invitation for customers, press or partners to a launch: what's launching, the program and a clear reply step.
Preview and copy →Workshop or training session invitation
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Preview and copy →Sending it by email, text or WhatsApp, and tracking replies
- Email: paste the wording into a new message, use the subject line above, and put guests in BCC if they don't all know each other.
- Text or WhatsApp: use the short version. Send it to each guest, or to a group chat if everyone already knows each other, and pin it so the details are easy to find.
- Tracking replies: for a handful of guests, a note on your phone works. For more, collect answers in one place, like a shared spreadsheet or a simple online form with the RSVP questions above.
- EvntBuild: event software that will send invitations by email, text and WhatsApp, with RSVP forms that only ask what applies and replies kept in one place. It's opening soon and isn't live yet. Join the EvntBuild waitlist to hear when it opens.