So you want more people to show up to your event. You’ve tried email blasts, Facebook posts, maybe even a mass text or two—but the RSVP list is still looking thin. Here’s the truth: most digital invites get deleted, ignored, or lost in a pile of notifications. If you want your event to stand out (and actually get people through the door), you need to make your invitation feel personal.
That’s where handwritten invitations come in. They stand out in a mailbox stuffed with junk, and people are way more likely to open and read them. But let’s be real—no one has time to handwrite a hundred notes. That’s why tools like Handwrite exist. They use robots (yes, really) to write real pen-on-paper notes that look like you sat down and wrote each one yourself.
This guide is for anyone running events—whether you’re a marketer, a small business owner, or just someone tired of empty chairs. I’ll walk through how to use Handwrite to create invitations that get noticed and (most importantly) get people to show up.
Why Handwritten Invitations Still Work (and When They Don’t)
Before you jump in, let’s talk about why this works. People get bombarded with digital stuff all day, so when something handwritten shows up, it feels special. It’s not just nostalgia—it’s basic psychology. A real note signals that you actually care if someone comes.
But: This isn’t a magic bullet. If your event is a Zoom call for 500 random leads, handwritten notes won’t move the needle. Save this for events where you want a higher-touch experience and where the invite list is worth the extra cost (think: VIP events, donor dinners, grand openings, important workshops).
What works: - Targeted lists (quality over quantity) - Events where attendance actually matters - Short, personal messages
What doesn’t: - Spamming everyone in your CRM - Cold invites to people who’ve never heard of you - Over-complicating the message
Step 1: Get Clear on Your Event and Your Audience
Don’t waste time (or postage) sending handwritten invites to the wrong people. Before you even open Handwrite, answer these questions:
- Who do I really want at this event?
- Why would they care?
- What’s the one thing I want them to do when they get this invite?
Pro tip: If you’re just trying to fill seats, stick with email. If you’re trying to build a relationship or get key people to show up, handwritten is worth it.
Step 2: Build (and Clean) Your Mailing List
Handwrite won’t magically fix a messy list. Take the time to:
- Export your contacts to a spreadsheet (CSV works best)
- Double-check names and addresses (nothing kills the vibe like “Dear FirstName”)
- Remove duplicates and people who have moved on
- Segment your list if you want to customize by group (VIPs, speakers, etc.)
Pro tip: If you’re not sure about someone’s mailing address, don’t guess. A bounced invite is wasted money.
Step 3: Craft the Message—Short, Personal, and Clear
This is where most people overthink it. You don’t need flowery language or a four-paragraph essay. Here’s what works:
- Use their name (Handwrite can personalize each note)
- Mention something specific if you can (“Hope you can join us for our annual customer dinner!”)
- Be clear about what, when, and where
- Tell them what you want them to do (“RSVP by May 5th”)
- Sign off like a human (“Hope to see you there, —Sam”)
Example:
Hi Jamie,
We’d love to see you at our spring open house on May 12. It’s at our new studio—stop by anytime after 6pm. Let me know if you can make it!
Hope to catch up, —Sam
What to skip: - Overly formal language - Long-winded explanations - Any “marketing speak” (people spot it a mile away)
Step 4: Set Up Your Campaign in Handwrite
Head to Handwrite and sign up (if you haven’t already). The platform is pretty straightforward, but here’s what matters:
4.1. Upload Your List
- Import your contacts (usually via CSV)
- Map fields like name, address, and any personalization tags
4.2. Pick Your Card or Stationery
- Choose something that fits your event—don’t overthink it
- Plain, high-quality cards work fine
- Skip anything too flashy unless it fits your brand
4.3. Write Your Message
- Paste in your note
- Use variables for personalization (like {{FirstName}})
- Preview a few samples to make sure it looks right
4.4. Choose a Handwriting Style
- Handwrite offers several “handwriting” options
- Pick one that looks real (not too perfect, not comic sans)
- Don’t obsess—they all look more genuine than a font
4.5. Review and Approve
- Triple-check for typos (nothing like sending 200 notes with the wrong date)
- Make sure all personalization works
- Approve the campaign
4.6. Let Handwrite Handle the Rest
- Handwrite’s robots write, stuff, stamp, and mail your cards
- You get tracking on deliveries (helpful for follow-ups)
Step 5: Plan Simple Follow-Ups
A handwritten invitation gets attention, but it doesn’t guarantee an RSVP. Plan a quick, personal follow-up:
- A short call or text (“Just wanted to make sure you got my invite!”)
- A reminder email a few days before the event
- Skip the hard sell—just keep it friendly
Pro tip: Don’t send a mass email blast with the same info they just got in the mail. It ruins the personal touch.
Step 6: Track What Works (and What Doesn’t)
Keep tabs on your results. Did more people show up? Did certain segments respond better? Note what you sent, to whom, and when.
- Track RSVPs against who received the handwritten invites
- Ask a few attendees how they felt about the invite (people love giving feedback)
- Tweak your list, message, or timing for next time
What to ignore: Fancy dashboards and “AI sentiment analysis.” Just focus on what gets more people in the room.
What Handwrite Can’t Do (and Where to Watch Out)
Handwritten invitations are great for grabbing attention, but they’re not a cure-all. Some realities:
- They’re more expensive than digital invites (budget accordingly)
- Delivery takes a few days—plan ahead
- If you mess up the data (wrong names, addresses), it’s on you
- Not everyone reads their physical mail, especially younger folks
Don’t: Use this for every event, or just because it feels “premium.” Use it where it counts.
Keep It Simple and Iterate
If you’re looking to boost event attendance with a personal touch, handwritten invitations can absolutely help—when used thoughtfully. Don’t get bogged down trying to write the perfect note or automate every step. Start with a clear list, a simple message, and see what works.
Try it, tweak your approach, and don’t be afraid to skip it next time if it’s not moving the needle. The goal is to get people in the room, not just to send fancy mail.