Save-the-Date Email

At times, when we got so overwhelmed by the many tasks we need to complete each day, there are certain matters that we forget especially when we still got deadlines to beat. You may also see email examples & samples.

We became too focused on other tasks that fail to remember a certain event or activity that we need to attend. Hence, most of the event organizers today would usually send save-the-date email reminding us for a certain upcoming event. It also serves as an attractive invitation as well as a note prompting us to save the date in our calendar for a certain occasion or event. Hence, save-the-date emails must be sent not too early nor too late.

When a recipient will receive a save-the-date mail too early, that is, almost a year before the event, the tendency is that the person may forgot his or her appointment for that certain day and failed to save the date for that event. On the other hand, if save-the-date mails are sent too late, the recipient will not have enough amount to prepare the necessary things needed to prepare for that event. You may also check out thank-you email examples.

The next section provides the examples of save-the-date email that you may find useful.

Conference Save-the-Date Email Example

Kevin Hines Save-the-Date Email Example

Newsletter Save-the-Date Email Example

Corporate Business Meeting Save-the-Dates

While wedding save-the-dates are the most common save-the-dates, there are a lot of other events, especially in corporate business meetings, that need save-the-dates. Some of these events are as follows:

1. Webinars

Webinars are near real-time seminars conducted over the Internet or the Web, hence the name “webinar,” which allows the participants in different locations to see and hear the presenter, ask questions, and/or even answer polls with regard to the presentation, lecture, workshop or seminar. Anyone can participate while they are just staying at home, on a business trip, or on a vacation. You may also see save the date label designs and examples.

2. Corporate Birthday Celebration Party

In a business entity, birthday parties are usually held monthly, for the birthday celebrants for that month. In large companies, save-the-dates are sent through an email to all the employees to attend the gathering or celebration. Formal emails are much more convenient than the traditional save-the-date card as they do not need to print the card and pay the expenses, and instead, send a mass email to the intended recipients in just few clicks.

3. Conferences

In business conference or convention, people are invited to come to a certain venue where they discuss or engage in some topics relating to business. This conference will feature keynote speakers, vendor displays, and other activities of interest to the event organizers as well as to the attendees. So that people will come and gather to this event, a save-the-date will be sent reminding the recipient of the event. You may also like business email examples.

4. Event Management Meeting for Government and Enterprise

This event involves gathering for a strategic meeting especially for government and enterprise. This involves teaching the participants some important information that will hep them in effectively managing their respective entities. There are practical sessions prepared for the attendees, and notable speakers are invited during the meeting. A lot of people must be invited through save-the-date emails. You may also check out meeting email samples.

5. Business Launch Event

When you are launching your business, you must see to it that you are inviting a lot of people to come to your event, especially your target market. This will inform them that you are about to open your business that caters their needs and wants. You can give them teasers or sample products during your launch for them to be excited when you open your business. But before you post your invitation poster designs, you can send save-the-dates ahead to your target market.

Power Through Color Save-the-Date Email Example

School Save-the-Date Email Example

Simple Save-the-Date Email Example

Things to Consider in Making Save-the-Dates

Sending an email save-the-date does not require you to be proper and formal as you can customize your save-the-date according to your preferences and it can be tailored to fit your event. There are certain things to consider when you make your own save-the-dates, and these are as follows:

1. Formality

Your save-the-date must be the reflection for your actual event. It must represent the said event, giving a hint to the recipient of what is going to happen and why they must go to your event. It may be formal or casual depending on the style that you are trying to achieve. You may also see application email examples.

2. Time Frame

An advantage of save-the-date emails is that they can be sent to your intended recipients in just few clicks in a matter of seconds. Hence, you can immediately send a save-the-date email within your planned time frame that is neither too early nor too late for a save-the-date.

3. Budget

Save-the-date emails are lifesavers. You do not need to print them out in special papers, and there is no hassle in sending them to the intended recipients as it will be sent and shared online through the different email marketing services, thus cutting the cost for printing and disseminating them.

4. Recipient Preferences

While you are considering your budget and go with online save-the-dates, there are some people, especially the oldies, who prefer to have a tangible, paper version of your save-the-date. So make sure that you are flexible and create a save-the-date that fits their preferences. You may also check out reunion save the date invitation designs and examples.

Symposium Save-the-Date Email Example

TSI Congress Save-the-Date Email Example

Virtual Events Save-the-Date Email Example

Webinar Save-the-Date Email Example

Save-the-Date Email Tips

You must ensure to create a save-the-date email that does not only attract the recipient but also leave an unforgettable impression so that your event will be remembered, and they will surely save the said dates on their calendar by freeing up their schedules on that day. You may also see format of an email message.

Here are quick tips for writing a save-the-date email.

1. Use an email marketing service

Aside from the commonly used mail, Google mail, there are other mailing services that you can use in order to track who opened your invitation, what links they are clicking on, and other important information. They contain user-friendly email editors that are great for featuring images, color, logos, among others. You may also like follow-up email examples.

Examples of these email marketing services are MailChimp or Constant Contact. They can also help you manage your contacts efficiently, and the readers can share them with ease.

2. Write a simple but attractive subject line

The subject line will tell the recipient how important your professional email is, so you must write a subject line that is simple and at the same time attractive. You can even write only the date you want people to remember with regard to your event. Usually, people will not mind your email, or worse, it will be placed on the trash folder, when you have a vague subject line. Your recipient is expected to be doing anything else, so help him or her save time by writing a direct, concise, and simple subject line.

3. Keep it simple and short

Your save-the-date will leave an impression to your reader with regard to the event you are organizing. You do not want the readers to simply close the mail even if they are not yet done reading your mail.

Instead, you want them to read the details in full. Hence, write only short paragraphs with sentences that are plain and understandable. This will reflect to the type of event you are organizing. Also, you must maintain a consistent branding, especially when you are doing business, throughout all your elegant invitations.

4. Include necessary information

Save-the-dates are pre-invitation and requires only direct and brief details regarding the event. Several useful elements of a save-the-date email includes but is not limited to the following:

• Name of the event
• Date and venue of the event
• Event name
• Logo
• Event or orgnization mission or tagline
• Eye-catching photo
• Contact detail

These information are necessary and essential for the completeness of details in your save-the-dates. You may also check out introduction email examples & samples.

5. Include contact information

Also, do not forget to include the contact information in your save-the-date. Make sure that your lines are open for any possible queries, inquiries, and comments.

As much as possible, provide different options for your contact information so that more people will have an access to you and your event. You may also include in your save-the-date email the button to share the invitation with friends in social media sites, longer explanation of your mission statement, email or phone number, social media icons, and donate button whenever you are also accepting donations.

6. Send it out ASAP

In most save-the-dates, the ideal period of time in which you can send your save-the-dates is 6 to 8 months prior to the event.

As has been said above, sending save-the-dates too early can make your recipient forget about the upcoming of the certain day, while sending save-the-dates too late does not give your recipient enough time for preparation. If you will be holding an event for a cause, save-the-dates will also give the donors enough time to decide and save an amount of donation. You may also see baby shower save-the-date designs and examples.

7. Follow up with invitations and RSVPs

It was stated above that save-the-dates are just pre-invitation that serve to inform the recipient of a certain event that will be held in the future. Usually, especially in a wedding save-the-date card, written below the card is “invitation to follow” clarifying that invitations will be sent after. Then, weeks or days before the event, you can send RSVPs requesting the recipient to confirm whether or not he can come to your event.

In Brief…

Save-the-dates are pre-invitations that inform people that a certain event will take place sometime in the future. Although wedding save-the-dates are the most popular, there are a lot more types of save-the-dates especially in corporate business meetings such as webinars, corporate birthday celebration party, capital connection event, event management meeting for government and enterprise, and business launch event.

In making save-the-dates, you must consider the following: formality, time frame, budget, and recipient preferences. Before you start making your save-the-dates, here are a few save-the-date email tips that may guide and help you in your save-the-date: use an best email marketing service, write a simple but attractive subject line, keep your mail short and simple, include necessary information, include contact information, send it out ASAP, and follow up with invitations and RSVPs.

Lastly, you can always refer to the previous section for some comprehensive examples of save-the-date emails.