Save the date email – everything you need to know

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Sending out a save the date email isn’t only a sure-fire way of ensuring that your guests have adequate notice about your event, it’s also the very first step to running a successful function. Not all save the dates are equal though, so we’ve created a comprehensive guide to creating and sending emails that are guaranteed to up your RSVP rates and position your company’s event as an occasion that your guests won’t want to miss.

It should go without saying, but the efficacy of a save the date emails is heavily dependent on the time frame.

While it’s not unusual to send out save the dates several months before a wedding, notifying your guests about any corporate events a month or two in advance should suffice. It’s pointless taking the time to craft and then send out a save the date email if you’re planning on sending out the actual invitation a couple of days later, so make sure you’ve given your guests adequate notice in order to avoid dismal attendance on the day.

Don’t underestimate the pivotal role that correctly branding your save the date plays.

This is your guest’s very first impression of your event, so it’s crucial that just like an actual invitation, your save the date emails are carefully crafted to include your branding. Merely sending a plain text email or a slap-dash creation you’ve made in Paint won’t cut it.

Save the date emails are essential if you’re planning an event in high season or over a weekend.

If you want your guests to choose your event over the numerous other functions they’ve no doubt been invited to, your save the date has to be intriguing. Remember that people could well be receiving actual invitations for other events on the same day that they receive your save the date email – so dedicate the necessary attention to them in order to make them as convincing as possible.

Creating a save the date email that’s inbox friendly is vital for upping attendance rates.

Many event planners unwisely create an email that’s a full image – only to have them land in a spam folder. Use images sparingly, and only as a supportive element – your copy should convey the majority of information. Corporate servers are programmed to filter image-heavy emails, so make sure your save the date reaches your intended recipient by resisting the urge to send a picture-laden email.

Including a dedicated hashtag will encourage conversation around your event.

What’s more, by making your event visible on social media, you’ll be making it that much easier for your guests to network with one another. Using a hashtag is also a great way to capitalise on the success of an event in the hours and days afterwards – the more people talking about your event, the wider the level of brand exposure.

Sending out save the date emails can backfire if you don’t keep track of the individuals who’ve replied before receiving an invitation.

Make sure to carefully record all of the people who’ve used your save the date as an opportunity to accept or decline. Failure to do so may result in people being sent invitations after they declined upon receiving their save the dates. This carelessness can be hugely detrimental to a guest’s impression of your brand.

There’s no doubt that save the date emails play a pivotal role in an event’s success. If you want to ensure that yours are as impactful and effective as possible, consider outsourcing this task to a professional RSVP service. That way, you’ll be assured that all of your bases are covered – resulting in expertly crafted mails that intrigue and engage.

Image Credit:bestbride101

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