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Email templates

Use these templates to develop emails that encourage attendance and provide background materials in advance of the retreat.

Save the date template

Send a “save the date” email to stakeholders you want to invite to the retreat. You can send this out after your planning team confirms the invitee list and stakeholder email addresses.

It's good practice to:

  • Send the email out at least six to eight weeks before the retreat
  • Select a member of the core planning group to be in charge of sending the invitation, responding to questions, and monitoring RSVPs. You can also consider using online event management applications.
  • Introduce invitees to the purpose of the retreat by attaching or including a link to our report on community networks

Sample "save the date" email

Subject: Save the date for [geographic area] Elder Fraud Prevention & Response Network Retreat on [date]

Please join [list planning group members], and [location]’s community stakeholders for a retreat to [develop/enhance] a network to prevent and respond to elder financial exploitation.

Date: [date]
Time: [time]
Location: [location]

We are hosting this event to [create a new network/enhance the existing network] and strengthen collaborative working relationships to increase our community's capacity to prevent and respond to elder financial exploitation.

More details will follow in the next several weeks. Please save the date and share this email with your contacts in law enforcement, social services, financial institutions, and other interested parties to encourage them to reach out to us for an invitation.

If you have any questions, please contact us at [email address].

Sincerely,
[name]

Invitation template

Send an invitation email to provide invitees with logistical details and more background materials about elder fraud prevention and response networks.

It's good practice to:

  • Send the email out two or more weeks before the retreat
  • Attach helpful resources to acquaint attendees with the purpose of the retreat

Sample invitation email

Subject: [date] [network location, i.e., state or county name] Elder Fraud Prevention & Response Network Retreat

Join us at a meeting of representatives from public and private agencies and organizations to address the problem of elder financial exploitation in [network location]. We are planning to [develop a/strengthen our] professional network designed to fight elder financial exploitation, and we believe your insights and perspective would be valuable to this effort.

This invitation-only, closed press event will include an opportunity for attendees to discuss priorities and next steps for the network. Participating organizations and agencies include, but are not limited to, [list any key stakeholders that will be attending].

In preparation for the meeting, please consider the following question:
How can [network location]’s elder justice stakeholders work together to address cases of elder financial exploitation?

Date: [date]
Time: [time]
Location: [location]
RSVP: Please RSVP to [name] at [email address]

Meeting agenda

  • Meet and greet
  • Welcome remarks by [name, organization]
  • Introductions and networking
  • Facilitated group exercises to determine goals, priorities & next steps
  • Networking lunch (brown-bag / provided by [organization])
  • Presentation by [name, organization]
  • Presentation by [name, organization]
  • Q&A and wrap-up

Parking and Logistics:

[Include any necessary parking, public transit, and/or accessibility information].

Please RSVP by email and send any questions to [email address].

Sincerely,
[name]

Reminder email template

Send an email to confirmed attendees to remind them about the meeting and provide agenda updates and logistical information about the venue (parking, security, etc.).

It's best practice to:

  • Send the email out one week before the retreat
  • Email a copy of the original invitation to any stakeholders that haven't confirmed
  • Attach helpful links or resources

Sample reminder email

Subject: Reminder for [date] [network location] Elder Fraud Prevention & Response Network Retreat

We look forward to you joining us on [date] to discuss the [development/enhancement] of a network designed to fight elder financial exploitation in [location].

Expected participating organizations and agencies include: [list any key stakeholders that will be attending].

Date: [date]
Location: [location]
RSVP: Please RSVP to [name] at [email address]
Time: [time]

Meeting agenda

  • Meet and greet: 8:30–8:45 a.m.
  • Welcome remarks: 9:00–9:15 a.m. [speaker name, title, organization]
  • Introductions: 9:15 – 9:45 a.m.
  • Background information: 9:45 – 10:15 a.m.
  • Networking break: 10:15 – 10:45 a.m.
  • Group exercises to determine goals, priorities and next steps: 10:45 a.m.–12:30 p.m.
    Facilitated by [facilitator name]
  • Lunch (bring your own / provided by [organization]): 12:30–1:00 p.m.
  • Training/Presentation by [organization name]: 1:00–2:00 p.m.
    [presenter name, title, and organization]
  • Training/Presentation by [organization name]: 2:00 p.m.–3:00 p.m.
    [presenter name, title, and organization]
  • Q&A session: 3:00–3:30 p.m.
  • Next steps and wrap-up: 3:30–4:00 p.m.

Parking and Logistics:
Parking is available at [include logistical information here about parking, security or access codes, which door to enter, etc.].

If you have any questions or need more information, please email [email address].

Sincerely,
[name]