Family Reunion Invitation Wording and Dues Letter Templates

Template 1: First Announcement (Save the Date)

Send this six to eight months before the reunion. The goal is to claim the date and spark excitement, not to collect details.

Subject: Save the date for the [Family Name] family reunion

Dear family,

It is time to gather again! The [Family Name] family reunion will be held on [dates] in [city]. We are planning a [day/weekend] of food, stories and time together, and we hope you will be there.

Please mark your calendar now. The full invitation, with the schedule, the cost and a way to sign up, will follow by [month].

If you have questions or ideas, or want to help, reach out to me at [contact].

With love,
[Name], on behalf of the reunion committee

Template 2: Invitation With Prices

Be direct about the cost. People are far more comfortable paying when they can see what the money covers.

Subject: You are invited: [Family Name] family reunion, [dates]

Dear [Name or family],

You are invited to the [Family Name] family reunion on [date] at [venue, address]. Doors open at [time], with lunch at [time] and the program at [time].

Cost: $[amount] per adult, $[amount] per child ages [range], and free for children under [age]. Households of [number] or more pay a maximum of $[amount]. This covers [food, venue, shirts, supplies].

Please reply by: [date]. You can sign up at [link] or call [name] at [number].

If the cost is a concern for you, please contact [name] privately. We want everyone who wants to be there to be there.

We cannot wait to see you!
[Name], [Family Name] Reunion Committee

For ideas on how to word the cost line for a big, spread-out family, read who pays for a family reunion.

Template 3: Dues Request Letter

Family reunion dues are a contribution that covers shared costs, such as the venue, food, shirts, supplies and a small reserve for next time. A dues letter works best when it says what the money is for, how much to send, and how to pay. If you are setting up dues for the first time, our guide to family reunion dues explains how to set the amount.

Subject: [Family Name] reunion dues for [year]

Dear [Name],

The [Family Name] family reunion is on [date], and we are so glad you are part of it. To pay for the venue, the meal, the shirts and the supplies, the committee is asking each household to contribute $[amount] by [date].

Here is where the money goes: $[amount] for the venue, $[amount] for food and drinks, $[amount] for shirts and supplies, and $[amount] set aside for next year.

How to pay: Mail a check payable to [name] to [address]; send a payment to [Venmo or Zelle name], with your family name in the note; or pay at the event if you tell us you are coming. [Treasurer name] will confirm every payment and will share a full report after the reunion.

If this amount is hard for your household right now, please tell [name] privately. We will work it out.

Thank you for helping keep our family together.
[Name], Treasurer, [Family Name] Reunion Committee

Template 4: Payment Reminder

Send the first reminder about a week after the deadline passes, and keep the tone kind. Most people simply forgot. More ideas for the reminder cadence are in how to get your family to actually pay.

Subject: A quick reminder about reunion dues

Hi [Name],

A quick note to say we have not yet received your household's reunion payment of $[amount]. If you already sent it, thank you, and please let me know how, so I can find it.

The deadline to confirm your spot is [date], because we need to give the caterer a final count on [date]. You can pay by [methods].

If you have questions or need to talk about the amount, I am here: [contact].

Thank you,
[Name]

Template 5: Final Call

Subject: Last call for the [Family Name] reunion

Hi [Name],

This is our last call. We are giving the caterer and the venue our final numbers on [date]. If you plan to join us, please reply or pay by [date] so we can include you.

If you cannot make it this year, we will miss you, and we will send photos afterward. Either way, please let us know so we can plan.

See you on [date]!
[Name]

Template 6: Thank-You Letter

Subject: Thank you for coming

Dear family,

Thank you for making the [Family Name] reunion such a special weekend. We loved the stories, the food and the laughter, and seeing so many branches of our family in one place.

Photos are at [link]. A summary of what we collected and spent is attached. [Any surplus will go toward next year's reunion.]

The next reunion will be [date and place, or "we will announce it soon"]. If you would like to help plan it, reply to this email.

With gratitude,
[Name] and the reunion committee

Wording Tips That Make People Respond

• Use one clear call to action. "Reply by June 1 at this link" beats three ways to respond.
• Lead with warmth, then logistics. A single friendly sentence before the dates changes how the rest reads.
• Be specific about money. Say the amount, what it covers, the due date and how to pay.
• Offer a private path for hardship. One sentence invites people to ask without embarrassment.
• Do not shame. A reminder should sound like a friend, not a collections notice.
• Send from a person. Sign every letter with a real name and a way to reach them.
• Print a copy for the elders. A mailed letter reaches those who do not read email, and many will appreciate the formality.

Keep Track of Who Has Replied and Who Has Paid

The templates are only half the job. The other half is knowing who answered and who paid. A shared spreadsheet works for a small reunion. For a larger one, Grove gives you a reunion page with RSVPs by household, and on the Essentials plan ($79 per reunion), payment tracking shows who has paid and who has not. Payments recorded by hand, such as checks or cash, carry no Grove fee, while card checkout carries a Grove card fee that is separate from standard card processing. See family reunion payments for how it works.

When you are ready to move your letters, RSVPs and payment tracking out of scattered emails, start a reunion page and send your family one link.