What should a family reunion invitation say? Who is invited, the dates, the full address, a short schedule, lodging, the cost by age and what it covers, how and when to pay, the RSVP link and deadline, what to bring, and one contact. Send a save-the-date 8 to 12 months out and the invitation 4 to 6 months out.
A vague invitation brings a stream of texts about cost and parking. A complete one answers them first. Below are eight templates to copy, with [brackets] to fill in, plus a checklist, tone options and a sending schedule.
01 / THE CHECKLIST
What Must Every Family Reunion Invitation Include?
Eleven details: who, what, when, where, the schedule, lodging, cost by age, how to pay, how to RSVP, what to bring, and who to call. Leave one out and relatives will ask you one at a time. Check your draft against this table.
| Item | What to write |
|---|---|
| Who | Family name and branches, such as “descendants of [Names]” |
| What | Reunion, plus any anniversary or milestone |
| Date(s) | Day and date for each day, with start times |
| Place | Venue name, full address, parking |
| Schedule summary | One line per day; full schedule on the website |
| Lodging | Hotel, nightly rate, booking deadline |
| Cost by age | Price per age group and what it covers |
| How and when to pay | Payment link, deadline, whether parts are fine |
| RSVP | Link and deadline, for the whole household |
| What to bring | Photos, a dish, lawn chairs, swimsuits |
| Contact | One named person and a phone number |
02 / SAVE THE DATE
What Should a Family Reunion Save the Date Say?
Only the essentials: the family name, the dates, the city, when the full invitation will follow, and the website link. Leave costs out until they are final, because the first number relatives see is the one they remember. Send a short text version to relatives who read texts before email.
Still settling the date? See how to bring up the reunion at Thanksgiving.
Template 1: Save-the-date email
Subject: Save the Date: [Family Name] Family Reunion, [Month Year]
Dear [Family Name] family,
Mark your calendars. The [Family Name] Family Reunion is coming to [City, State] on [Dates]. Every branch is invited, down to the newest great-grandbabies.
The full invitation, with the schedule, lodging and costs, will follow by [Month]. For now, please hold the dates and request the time off.
Reunion website: [link]
Questions? Call or text [Name] at [phone].
With love,
[Your name], for the reunion committee
Template 2: Save-the-date text
[Family Name] Reunion! Save [Dates] in [City]. Full details and RSVP coming by [Month]: [link]. Questions? [Name], [phone].
03 / THE INVITATION
How Do You Word the Full Family Reunion Invitation?
Open warmly, then give each checklist item its own short line so relatives can scan it. Put the deadlines in plain sight and say what the cost covers. For elders who don’t use email, mail a one-page letter with only the details they need.
Template 3: Full invitation email
Subject: You’re Invited: [Family Name] Family Reunion, [Dates]
Dear [Family Name] family,
It’s time to fill one big table again. Please join us for the [Family Name] Family Reunion, [Dates], at [Venue], [Street address, City, State].
Schedule: [Friday] cookout, [Saturday] picnic and banquet, [Sunday] farewell breakfast. Full schedule: [link].
Where to stay: [Hotel], [$rate] a night. Book by [date] and mention the [Family Name] Reunion.
Cost: Adults [$], teens [$], ages [5–12] [$], under [5] free. This covers [meals, venue, supplies]. Travel and hotel rooms are separate.
RSVP and pay: RSVP for your whole household at [link] by [date]. You can pay in full or in parts; the balance is due by [date].
Please bring: [old photos for the memory table, a dessert for Saturday, lawn chairs].
Questions: [Name], [phone].
Optional: If the cost is a stretch this year, please call [Name] privately. Our family fund helps relatives attend, and it stays between you. If you’re able, add a little extra to help another household come.
We can’t wait to see you,
[Your name]
Print the letter in 16-point type or larger, on one page, with no links to type. Then make the call it promises.
Template 4: Printed letter for elders
Dear [Aunt Mae],
Our family reunion is on [Saturday, July 17].
It is at [Place], [Street address, City].
It starts at [12 noon].
The cost is [$] for adults. [Children under 5 are free.]
[Name] will call you on [date] to see if you can come. You can also call [Name] at [phone].
If you need a ride, tell [Name]. We will get you there.
We hope to see you.
Love, [Your name]
“Every question your invitation answers is a phone call you don’t have to take.”
One Link for the Invitation, RSVP and Dues
Send invitations, let each household RSVP and see its total, and collect dues in full or in parts.
Launch My Reunion Site04 / REMINDERS AND FOLLOW-UPS
How Do You Remind Family to RSVP and Pay Without Nagging?
Keep each reminder short and friendly: one deadline, one link, one reason to act now. Thank the people who have already done it, so nobody feels singled out. Mention that paying in parts is fine. Never name who hasn’t paid.
Template 5: RSVP reminder
Subject: [Number] weeks left to RSVP for the [Family Name] Reunion
Hi [Name], the RSVP deadline is [date], and we’d hate to plan the food without you. Please RSVP for your household here: [link]. If you can’t make it this time, let us know that too. If you’ve already replied, thank you!
Template 6: Dues reminder
Subject: Reunion payments are due [date]
Hi [Family Name] family, a friendly note that reunion payments are due by [date], so we can give the caterer final numbers. You can pay in full or in parts at [link], so splitting it across a few paychecks works.
If you’ve already paid, thank you, and please ignore this note. If the cost is hard right now, call [Name] at [phone]. That conversation stays private.
To set the amounts, see how much family reunion dues should be.
Template 7: Final details, one week out
Subject: One week! Final details for the [Family Name] Reunion
Family, we’re one week away. Here is everything in one place:
Where: [Venue, street address]. Park in [lot].
When: [Day, time] check-in; [Day, time] banquet; [Day, time] farewell.
Wear: [Reunion shirt on Saturday]. Forecast: [weather].
Bring: [Photos, your dish, lawn chairs].
Save this number for the day: [Name], [phone]. Safe travels, and see you soon.
Template 8: Thank-you and photo sharing
Subject: Thank you, [Family Name] family
Thank you for making [this weekend] one we’ll talk about for years. [Name] finally got [her] picture with every grandchild.
Please add your photos to the shared gallery at [link], so everyone can find them. Special thanks to [names] for [cooking, driving, setting up].
A summary of what we spent follows by [date]. Want to help plan the next one? Reply here.
05 / TONE
Should a Family Reunion Invitation Be Formal or Casual?
Match the event. A formal tone suits a banquet or a reunion honoring the elders. A warm tone fits most family weekends. A playful tone works for a cookout or a family that jokes in the group chat. Change only the opening and keep the details plain.
| Formal | Warm | Playful |
|---|---|---|
| “You are cordially invited to the [Family Name] Family Reunion.” | “It’s been too long, and we miss you.” | “Clear your calendar. The cousins are back.” |
| “The descendants of [Names] request the pleasure of your company.” | “Come home to [City] and let’s fill one big table again.” | “Bring your appetite and your best spades game.” |
| “Please join us as we honor [number] generations of our family.” | “Grandma [Name] wants every grandchild in one picture.” | “Fair warning: Uncle [Name] is bringing the karaoke machine.” |
06 / TIMING
When Should You Send Each Reunion Message?
Send the save-the-date 8 to 12 months out, once the date and place are fixed, and the invitation 4 to 6 months out. Send two or three RSVP reminders in the six weeks before the deadline, send the dues reminder before payments are due, and close with final details and a thank-you.
| Message | When to send |
|---|---|
| Save the date (Templates 1 and 2) | 8–12 months out, once the date and place are fixed |
| Invitation and printed letter (Templates 3 and 4) | 4–6 months out |
| RSVP reminder (Template 5) | Two or three times in the six weeks before the RSVP deadline |
| Dues reminder (Template 6) | Before the payment deadline |
| Final details (Template 7) | 1 week before |
| Thank-you and photos (Template 8) | Within a week after |
For the rest of the schedule, follow our month-by-month family reunion planning timeline.
07 / CHANNELS
How Should You Send Family Reunion Invitations?
Use several channels and point every digital one to one link. Email carries the full invitation. A text reaches people who skip email. A printed letter or phone call reaches elders, with a phone number instead of a link. The family group chat carries reminders. The reunion website is where everyone RSVPs and pays.
On AmazingReunion, the host can send invitations, announcements, email, SMS, scheduled reminders and push notifications from the reunion site. Relatives RSVP with their whole household and see an estimate of their total as they add each person. See what else belongs on a family reunion planning website.
08 / CLASS REUNIONS
How Do You Adapt This Wording for a Class Reunion?
Keep the same checklist and swap three details. Replace cost by age with one ticket price and what it includes. Add a guest policy, such as whether partners are welcome. Lead with the class year and the venue, because classmates decide on the night out.
A class version might read: “Class of [Year], it’s been [number] years. Join us [date] at [Venue, address]. Tickets are [$] and include [dinner and a DJ]. Guests [welcome / adults only].” For the full process, see how to organize a class reunion.
Put One Link in Every Message
Invitations, RSVPs by household, dues by age group and reminders, all from one reunion site.
Launch My Reunion SiteFree to start. Includes RSVP, Payments & Photo Sharing.
Frequently Asked Questions
What should a family reunion invitation say?
Who is invited, the dates, the full address, a short schedule, lodging and its booking deadline, the cost by age and what it covers, how and when to pay, the RSVP link and deadline, what to bring, and one contact with a phone number.
When should you send a family reunion save the date?
Send it 8 to 12 months before the reunion, once the date and place are fixed, so relatives can plan travel and time off. Send the full invitation with costs and the RSVP link 4 to 6 months out.
How do you invite relatives who don’t use email?
Mail a one-page letter in large type with the date, place, start time, cost and a phone number. Say who will call them and when, then make that call.
How do you remind family to pay reunion dues without sounding pushy?
Send one friendly message to everyone before the deadline with the payment link. Say paying in parts is fine, thank those who have paid, and offer a private contact for anyone who needs help. Never name who hasn’t paid.
Still choosing the place? Compare lodging and costs by state in the Reunion Planning Guides hub.
Ken O.
Founder of AmazingReunion and veteran reunion organizer who has coordinated 50+ family gatherings across the US.
