Should you send traditional or email invites for your charity event?

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email invites

Email invitations are becoming a very popular way to let people know about charity events, but when is an email invite appropriate, and when should you send a traditional invite? The answer isn’t as straight forward as you might think. There’s a lot of factors to think about when deciding how you should send out invitations.

Email Invitations

You can send an evite when:

  • You have a small budget. Email invitations can save money, as there’s no printing or postage costs.
  • The event is only a month, or less, away. Evites are much quicker, and less work intensive if you’re running out of time.
  • If the event, or something similar, is an annual event, then evites may be appropriate, but formal events are the exception.
  • If the charity has an environmentally friendly ethos, an evite may be the most appropriate.
  • You don’t have all of the donors contact information. If you know email addresses, then you should consider an evite.
  • If the charity has a high online engagement with supporters through social media, blog comments, and email newsletters, and you have a younger target audience, then an evite may engage them better than a traditional invite.
  • Some events may need to register online beforehand, and an email invite can make the registration process easier.

Traditional Invites

You can send a traditional invite when:

  • It’s a formal event. Any type of formal event, like a gala, needs a formal, physical invitation.
  • If there’s less than 50 guests, and it’s an exclusive event.
  • If you have all of the appropriate contact details.
  • If the target audience is older and are less likely to engage online.


You can send both a traditional invite and an email invite when:

  • It’s a first time event. You need to get as many potential donors as possible interested in the charity and the event.
  • There’s been a decline in attendance. You can use both mediums to expand reach and engage with new potential donors.
  • If you have varied contact information. If you have only email addresses for some donors, but have a postal address for others, you could consider sending both types of invite.