Letter Organising a Family Reunion

Organising a family reunion is a huge task and one which may be worked on by a number of people but is ultimately led by just one responsible family member. If you find yourself the ring-leader of planning a family reunion use letters as an easy, efficient means of communicating your ideas. Event information, volunteer requests and miscellaneous messages all have a place in letters pertaining to the family reunions, and because these are personal letters they can be formatted just about any way you please. Put on your creative cap, because the sky’s the limit!

Event Information

Any letter sent in reference to a family reunion should include as many confirmed event details as possible. If information is not yet confirmed it may be wise to leave it out unless you are specifically soliciting opinions. Event information commonly found in such letters include:

• Date(s)
• Time(s)
• Location(s)
• Driving directions to location(s)
• Public transportation options for attendees
• Plans for meals/food
• Elderly or disabled access
• Allergy information requests
• Monetary contributions (if required)

Volunteer Requests

Letters are also the perfect means by which to request volunteers for specific tasks at a family reunion. Include information on what will be expected of the volunteers, who they will “report” to about their activities, when they will need to have their work done and if there is any sort of budget available to them. Activities which may require volunteers include purchasing food, cooking, designing and providing t-shirts, creating signs, organising a family picture and putting together a schedule of activities for each day.

Miscellaneous Messages

If your family reunion is going to encompass anything other than a chance for relatives to get back in touch, include these miscellaneous messages in your letters. Relatives’ birthdays taking place during the festivities, work on family genealogy, requests for contributions of family photos, talent shows and donations for a particular cause are all important messages for relatives in the course of organising a family reunion.

Letter Format

Like any other personal letters, the format of those sent regarding family reunions is entirely at the discretion of the writer. They may be printed onto plain paper or inked onto the back of an old family photo, but whatever the medium such letters tend to follow an informal model and include:

• Return address of the writer (if desired).
• The date of writing.
• An informal salutation such as “Dear Uncle John” or “Attention All Petersons!”
• An informal closing such as “Love, Aunt Jenny” or “Looking forward to seeing you all!”
• Signature of the writer.
• Printing in a clear font or legible handwriting.
• A fun border which does not obscure the body of the letter.

Sample Letter Organising A Family Reunion

Mrs. Virginia Winthrop
Mailing Address

22 August, 2010

Hello Stanton Family!

It is my great pleasure to let you know that the next Winthrop - Stanton - Harland - Hayworth - Robbins family reunion will take place on the weekend of 16 - 17 April, 2011.

The festivities will take place at the Michael and Rebecca Hayworth’s house, [Address]. Our schedule will include a welcome dinner in the back garden on Friday the 15th or those who have arrived early, a family golf tournament and photo on the 16th and a farewell brunch on the 17th. All events will take place in or around [Town Name] with more specific details, addresses and directions to follow.

Currently I am in need of some help with organising the golf tournament and family photo, and Rebecca would undoubtedly enjoy some help with the food preparation. Anyone interested in volunteering a few hours for a good cause can contact me at [Email Address] for further details.

Looking forward to seeing you in April!

____________________
Aunt Virginia

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