Every event requires the involvement and contribution from many people. All these people manage their own work. They all receive appreciation for their work. But one thing that usually goes unnoticed is the attendees of the event. An event is successful because of its attendees too. Without the attendees, the event would be meaningless. So the attendees deserve to be thanked too as they too have made a valuable contribution.
Once the event gets concluded and the venue has been cleaned up, you have one more thing to do. That is to send a thank you letter to all your attendees. This is an important step as it shows your appreciation for the attendees and might be helpful in bringing them back to your future events too. This is a single letter with multiple objectives. It is also an opportunity for you to build a relationship with your attendees who show interest in your events. In this letter, you can also mention any upcoming events and invite your attendees to the same.
This letter is like a follow up letter sent after the conclusion of the event. In this email, you can also ask those who attended to give feedback about your event and their suggestions for making things better.
To help you write this letter effectively, we have prepared a writing guide for you. Read further to know about what this letter is, when it is needed and how to write it.
What is a Thank You Letter After Event Attendance?
This is a formal letter written after the completion of the event to thank all those who attended it. It is a professional letter written to express gratitude towards the attendees for taking out time to come to the event. This letter is aimed at making the recipients feel valued and noticed. It can help in showing professionalism and gaining the trust of the attendees.
It is also a great way of obtaining feedback from the attendees. In this letter, you can attach a link or the feedback form or ask the attendees to write the feedback back to you.
This letter is important as it makes the attendees feel valued. If your attendees feel valued, they are more likely to talk about your event to their friends and acquaintances. This might help you in increasing engagement at your next event.
If your attendees talk about your event, your website might also get more engagement. All of this can be very beneficial to you. So apart from expressing gratitude and making the recipient feel valued, this letter can also be helpful to you. This is why you must always consider writing it.
When is a Thank You Letter After Event Attendance Required?
This letter is required once the event has concluded. It is always a better idea to write this letter immediately after the event. Sending this letter after a few d
ays of the event might not be as meaningful as sending it immediately after the event. So you should always consider writing this letter sooner than later. Some situations when you can write this letter are given below:
- When you have organized the Annual Event at your school, you should thank everyone for attending it by sending this letter.
- Next, if you are a member of the organizing committee of an event at your society, you should thank your society members for attending it.
- If you had recently conducted an event at your office, you should thank all attendees for attending your event.
- If you are an event manager who organized a huge event, you should send this letter to all the attendees.
This letter can be written by the organizers of any type of event to thank the attendees for investing their time in attending the event.
Tips for Writing an Effective Thank You Letter After Event Attendance
Writing a thanks letter is not a horrific task. However, writing this letter might be a paint ro people who are not good at expressing through words. To help you write a perfect letter, we have listed a few tips that will guide you on writing this letter.
- Start the letter by choosing the correct format. A format for your reference is given below.
Address of the Sender
Email Address of the Sender
Date
Name of Receiver
Address of the Receiver
Subject: Thank You For Attending the _____ Event
Dear ______ (Name of the Recipient)
(Body of the Letter)
Sincerely,
(Signature)
Sender’s Full Name
- Write a clear and concise subject line. Mostly, the subject line determines whether the recipient will show interest in the letter or not. So you should always write a specific subject line that informs the recipient about the base of the letter. Some subject lines that you can use in this letter are given below:
- Thanks for making the _____ Event a success!
- Thanks for Attending the ____ Event
- Thanks for Gracing the ____ Event with your presence
- Start the letter with a professional salutation. You can use salutations like Mr/ Ms, ‘Sir/ Madam’.
- Keep this letter short and crisp by mentioning only the required things.
- Start the letter with a thank you message. Show the recipient that you are thankful to them for attending your event.
- Express your gratitude by using positive words and phrases. Keep the tone of the letter polite and light.
- You can also include some highlights of the event in the letter. If you are writing an email, you can add the link to your website also.
- Mention about some upcoming events and invite the recipient for them. Also let them know whom they can contact for further information.
- You can let the recipient know about the success of your event by adding some statistics about the same.
- You can request the event attendees to give genuine feedback about the event by filling a feedback form or writing back to you.
- Lastly, you can end the letter by thanking them once again.
- Close the letter by using a formula closing line like ‘Regards’, ‘Best Regards’, ‘Sincerely’, ‘Thank You’, etc.
These tips will be helpful to you in writing a good and meaningful thank you letter.
Also check our free sample letters that can be helpful to you. You may choose to write your own letter by taking reference from these or copy and paste these samples to send them to your attendees.
Sample Thank You Letter After Event Attendance
Some ready to use templates for this letter are given below.
Template 1
Address of the Sender
Email Address of the Sender
Date
Name of Receiver
Address of the Receiver
Subject: Thank You For Attending the Corporate Award Event at ______
Dear ______ (Name of the Recipient)
This is to thank you for attending our _______ (Event Title) Event at the _______ (Venue) on (Date). We are grateful to you for gracing our event with your presence. We hope you had a great time with us.
Our event was a huge success with over 500 attendees. We congratulate you for winning the _____ Award also. Your contribution in the field is valuable and this award is well deserved.
Thank you, once again, for attending the event. We look forward to seeing you at the event next year also.
Sincerely,
(Signature)
Sender’s Full Name
Template 2
Address of the Sender
Email Address of the Sender
Date
Name of Receiver
Address of the Receiver
Subject: Thank You For Attending the Fundraising Event
Dear ______ (Name of the Recipient)
Thank you for attending the fundraising event at _____ (Write the venue) on _____ (Write the date). We appreciate your contribution towards the social cause of preservation of ______ (Write the cause). With your contribution, we could raise the total amount of _____.
Our event was also attended by around ____ (Write the number of attendees) people. We would like to express our gratitude towards you for choosing to attend our event. We appreciate you for taking out the time from your schedule to grace our event with your presence. We hope you had a great time at _____ (Write the name of the event).
We would also like to inform you that we have a ______ (Name of future event) Event scheduled for the coming _____ (Day) on _____ (Date). We would be grateful if you could attend the same. Thank you, once again, for coming.
Sincerely,
(Signature)
Sender’s Full Name
Template 3
Address of the Sender
Email Address of the Sender
Date
Name of Receiver
Address of the Receiver
Subject: Thank You for Attending the School Annual Event
Dear ______ (Name of the Recipient)
I am writing this letter on behalf of my school management to thank you for taking out time from your busy schedule to attend our school’s annual function. Thank you for being a chief guest and for giving a thoughtful speech. All the students were highly motivated after listening to your meaningful words.
We are grateful to you for attending our school’s annual event. We hope that you had a good time at the annual function event.
Your support has always helped us to grow and it feels great to have you as chief guest. It is our honour to have you as the chief guest for five consecutive years. We hope to have you again as chief guest next year also.
Once again, thank you for visiting our school.
Sincerely,
(Signature)
Sender’s Full Name
Template 4
Address of the Sender
Email Address of the Sender
Date
Name of Receiver
Address of the Receiver
Subject: Thank You for Attending the Society Event
Dear ______ (Name of the Recipient)
We want to thank you for attending the Christmas carnival event at our society. We are extremely grateful to you for participating and making the event successful. We also want to thank you for volunteering in the event. With all your efforts and help, the Christmas event was successful. We are happy to inform you that this year we had around 450 guests which were from outside our society. All your hard work helped us make a revenue of _____ amount. As decided earlier in the society meeting, we will use this amount for the maintenance of the playground for children.
We have organised a small get together on _____ (Date) at _____ (Time). We are hoping to display all the happy moments captured during the Christmas carnival. At this get-together, we will also discuss the development of a new playground and maintenance of the old one.
Thank you once again for your help and support.
Sincerely,
(Signature)
Sender’s Full Name
Template 5
Address of the Sender
Email Address of the Sender
Date
Name of Receiver
Address of the Receiver
Subject: Thank You For Attending the Movie Screening Event
Dear ______ (Name of the Recipient)
We would like to thank you for attending the movie screening event at _____ (Venue) on _____ (Date). This was our first event after the relaxation of the COVID-19 restrictions. We are happy to inform you that our event came out to be a huge success. The attendees have a huge role to play in the success of our event. It is only because of your attendance that we could achieve the required footfall and could screen the movie successfully. We thank you for choosing to attend the event and spend the day at our screening.
We would also like to inform you that the money raised from the movie screening event will go towards the fund for specially abled children. We thank you for contributing towards it and want to inform you that all the small contributions have added up to make a sum of _____ (Total money collected). The complete amount will be donated to _____ Foundation and will be used for the education of specially abled children. Thank you, once again.
Sincerely,
(Signature)
Sender’s Full Name
