How to Write a Formal Event Announcement: Structure and Key Points Explained

Now you've got the guidelines for writing an announcement for an event. You'll remember that Tramick Evers and his team over at Sound Design were preparing for his launch party. Let's take a look at their announcement. The person who wrote this didn't take this course, however. What changes should the writer make? First, I think we should include a greeting. It's not necessary, but it will tell the reader who else is being invited. The announcement has a nice start. It's a nice formal announcement. However, they didn't give their event a name. Let's call it the My Jam Studio Launch Party. We want to capitalize that name, of course. We also want everyone to know that it's free. If the announcement asks someone to be our guest, then the reader understands that they don't need to pay for the event.

There’s a lot of information in this paragraph. The event name isn't easy to see. The date and place are not easy to find quickly. I think we want to make a few small paragraphs. Now it's clear because it stands out more. I don't see information on parking. Let's add that. This is a lot of information, and none of it is necessary. We would expect something like this at a launch party. It doesn't give us any necessary information. Remember, we want the announcement to be concise. Let's get rid of this whole section.

The event starts at 7.30. For some people, that might seem like dinner time, but it might be after dinner. We should make that clear. We should tell guests that there will be plenty of food. But this looks like a good place to make a short list. Let me show you how we would do this easily in word. First, list the three items. Then highlight the three items. And in the task bar at the top, choose the bullet style you like. I like this simple one. Click that, and you have a nice bullet of list.

The music is important at this event, so let's mention the band. Now we should mention if the reader can bring a guest. This is a nice positive closing. Now we just need to tell them how and when to respond. So now this looks like a nice announcement. It's concise, but all the information is there. There's a nice greeting. The company is named, and the purpose is clear. The event has a name, and it is capitalized. It's clear that the reader will be a guest and doesn't need to pay. The place and time are separated and easy to see. The parking is mentioned. The guest know there will be food, and it sounds like there will be plenty. The guests know that they can bring someone with them. The ending is a positive sentence. The guests know how to respond. They also have a deadline for doing that.

Now you know how to organize a formal announcement for an event. In the next lesson, we'll look at the language. See you then.