Contacting Classmates
Classmates can be contacted in numerous ways about the reunion. For example: letters, ads in newspapers, fliers, e-mails, telephone and radio. Try everything possible to contact as many classmates, so there's a great turnout for the occasion. When classmates are contacted, motivate and encourage everyone to join in the event.
First, send the classmates a notification that reunion plans are being developed along with the background information and missing classmate list. Later, if the option is available, mail registration information along with a souvenir orders form. Take into consideration that if everything is sent at once, then it will take longer for classmates to mail in their registration forms.
Addressing the Envelope
The most frequently used method of corresponding with classmates is the printed letter announcement. Keep in mind that postage will double in cost if you want a prompt response when you include a stamp on the response envelope to each classmate. Provide your school logo along with the class year on the front of the envelope, so classmates do not mistake it for junk mail. It is also cost efficient to write "Address Service Requested" on the envelope so that the Postal Service notifies you of any new address changes for a fee of 50 cents and will send the invitation to the correct address. Doing this will avoid the extra time to reprint, label, stamp and remail the invitation.
It's much more cost efficient and a lot less time consuming if you create an e-mail database with every classmate's e-mail address. Any notification, questionnaire, order forms, etc. can be sent quickly without paying for postage, paper/ink and envelopes. Any classmates that do not have an e-mail can be sent their information in the mail.
The Invitation
The invitation should include a letter head which shows classmates that a lot of time has been put into preparing this event. In the letter create a theme focused around the number of years it has been since graduation. The theme is usually worked throughout the reunion event using banners, displays, programs, music, and decorations. Make sure that with in the letter or e-mail pertinent details are included to answer any basic questions classmates might have about the event. Include who is organizing the reunion and who to contact through e-mail, mail, and phone. Make sure to state when the event is to take place and the deadline to RSVP. Also, submit where the reunion is being held and what events are planned. It is also very important to explain why it is important to attend the event.
