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Family Reunion Welcome Letter Templates

5 free welcome letter templates for your family reunion - General, First-Time, Annual, Short & Sweet, and Email / Digital. Copy, paste, edit, print. No signup, no email gate.

Every template is editable in Word or Google Docs and prints cleanly on US Letter (8.5×11″) and A4. Pick the one that matches your reunion, swap the bracketed details for your specifics, and drop it in your welcome packet.

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Printable in US Letter + A4 sizes.All templates fit cleanly on one page when printed. For A4, use “Scale to fit” in your print dialog. The Word (.docx) download works in Microsoft Word, Google Docs, Pages, and LibreOffice.

The 5 Templates

Pick the one that fits your reunion

Each template is written to make every family member feel at home - warm, inclusive, and free of corporate language. Use the buttons below each letter to copy the text, download a Word file, open in Google Docs, or print.

1. General Welcome Letter

Best for: most reunions - warm, inclusive, no assumptions made.

Dear [FAMILY NAME] Family, Welcome - we are so glad you are here. For the next [NUMBER] days, this corner of [LOCATION] is going to feel a little more like home. Whether you traveled across town or across the country, thank you for showing up. Reunions only happen because people make the time, and you made the time. Inside your welcome packet, you will find the schedule for the weekend, a name tag, a map of the venue, and a small surprise from the planning committee. Meals, photo time, and group activities are all marked on the schedule - but please do not feel locked in. The best moments at a reunion almost always happen between the scheduled events. If you need anything at all, please find [ORGANIZER NAME] or any member of the planning committee. Our phone numbers are on the back of this letter. Eat well. Rest when you need to. Tell the stories. Take the pictures. With love, The [FAMILY NAME] Reunion Planning Committee [DATE]

2. First-Time Reunion

Best for: families gathering for the very first time - lower-pressure, story-first tone.

Dear [FAMILY NAME] Family, Welcome to our very first family reunion. There is something a little tender about a first one. None of us know exactly how it is supposed to go - and that is okay. We are figuring it out together, the same way every family before us figured out their own traditions. A few things to know: Things will not be perfect, and that is fine. If a dish runs out, if an activity runs long, if someone shows up an hour late - none of that is going to matter ten years from now. What will matter is that we did this at all. Please introduce yourself. Some of us have not seen each other in decades. Some of us are meeting for the first time. Name tags are in your welcome packet - please wear them, even if you think everyone already knows you. If you brought old photos, letters, or family stories, the long table in the [ROOM/AREA NAME] is for sharing them. Add to the pile. Take pictures of what others brought. This is the start of something. Thank you for being part of it. With gratitude, The [FAMILY NAME] First Reunion Committee [DATE]

3. Annual Reunion

Best for: families that gather every year - references traditions and new arrivals.

Dear [FAMILY NAME] Family, Welcome back. That is the best part of doing this every year - getting to say "welcome back" instead of "welcome." Another year, another reunion, another chance to catch up on the babies who got bigger, the kids who graduated, the moves and the milestones and the losses we are still carrying. This year we are at [VENUE], and the committee has tried to keep the traditions you love while adding a few new touches. The [SIGNATURE TRADITION - e.g., Saturday morning pancake breakfast] is back. The group photo will be at [TIME] on [DAY] - please be in the [LOCATION] ten minutes early so we are not chasing toddlers. Since last year, our family has welcomed [NEW BABIES / NEW MARRIAGES / NEW MEMBERS]. Please make a point of meeting them. We have also said goodbye to [NAMES IF APPLICABLE] - we will take a moment together at [TIME] on [DAY] to remember them. Same as every year: take pictures, eat too much, stay up too late, and do not let anyone leave without a hug. See you at the welcome table, The [FAMILY NAME] Reunion Committee [DATE]

4. Short & Sweet Version

Best for: text/SMS sends, the front of a welcome packet, or a quick reference card.

Welcome to the [YEAR] [FAMILY NAME] Family Reunion. Schedule, map, and name tags are inside your packet. Meals are at [BREAKFAST TIME], [LUNCH TIME], and [DINNER TIME]. Group photo is at [TIME] on [DAY] - please do not be late. If you need anything, find [ORGANIZER NAME] at the welcome table or call [PHONE]. So glad you are here. - The [FAMILY NAME] Committee

5. Email / Digital Version

Best for: sending by email a week or two out - includes a suggested subject line and CTAs.

Subject: Welcome to the [YEAR] [FAMILY NAME] Reunion 🌳 Hi [FIRST NAME], We cannot wait to see you this weekend at the [FAMILY NAME] Family Reunion. Below is everything you need to know before you arrive. WHEN: [DATE], starting at [ARRIVAL TIME] WHERE: [VENUE NAME], [ADDRESS] Map + directions: [GOOGLE MAPS LINK] WHAT TO BRING: • Comfortable shoes and a light jacket for evenings • Your favorite family photo for the memory wall • [POTLUCK DISH IF APPLICABLE] PARKING: [PARKING INSTRUCTIONS] SCHEDULE AT A GLANCE: [SCHEDULE LINK or attach PDF] [RSVP Button: app.reunly.io/rsvp/[CODE]] [View Schedule Button: app.reunly.io/schedule/[CODE]] Questions? Reply to this email or call [ORGANIZER NAME] at [PHONE]. We are so glad you are coming. Warmly, [ORGANIZER NAME] On behalf of the [FAMILY NAME] Reunion Committee P.S. If plans change, please let us know by [RSVP DEADLINE] so we have an accurate headcount for meals. Track all the details here: reunly.io/r/[CODE]

How to use these templates

The templates above are starting points - a good welcome letter takes about 10 minutes to personalize. Here is the order most committees follow.

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Replace every [BRACKET] with your specifics. Family name, dates, venue, organizer name, phone, and any tradition references. If a bracket does not apply to your reunion, delete that line - do not leave the brackets in.
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Sign off with the committee names or “The [Family Name] Committee.” Personal signatures make the letter feel like it came from a real person, not a template. If your committee has co-chairs, list both.
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Print at US Letter (8.5×11″) for the welcome packet, A4 for international family. For A4 from a US Letter file, your print dialog will offer a “Scale to fit” option - turn it on. Use 24 lb paper or heavier so the letter feels intentional.
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Include a printed family photo on the back to make it feel personal. A single photo from the previous reunion, a grandparent in their younger years, or a group shot from a family wedding turns a welcome letter into a keepsake guests will not throw away.
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For digital sends, paste the email template into Gmail or Outlook and add a tracked link from reunly.io. Reunly generates a single reunion link that shows your guests the schedule, RSVP form, and a map - so the email stays short and the link does the work.

🚀 With Reunly

Skip the template - let Reunly handle the welcome email automatically

Reunly pulls your reunion details and guest list, then sends the welcome email or generates the printable letter for you. Free to start.

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Frequently Asked Questions

When should I send the family reunion welcome letter?

Send the welcome letter 1 to 2 weeks before the reunion, OR include it in the welcome packet that guests receive at registration. Many families do both - a digital version emailed 7 to 10 days out so people can read it before they travel, and a printed copy waiting in the welcome packet when they arrive. The printed version becomes a keepsake; the emailed version is a practical reference for the drive.

What should I include in a welcome letter?

A good welcome letter has six elements: the dates and location, a brief schedule overview, what to bring, parking and lodging notes, an emergency contact name and phone number, and a warm personal message from the planning committee. Keep it to one printed page. The welcome letter is not the place for the full schedule, registration form, or detailed travel logistics - those belong in the invitation or a separate insert.

Should the welcome letter be printed or digital?

Both works, and most reunions benefit from doing both. The printed version goes in the welcome packet at the registration table - it makes arrival feel intentional and gives older relatives a physical reference. The digital version goes out by email 7 to 10 days before the reunion for out-of-town family who need the parking address, schedule, and what-to-bring list before they travel.

Can I edit these templates?

Yes - these are starting points, not finished letters. Every template is plain text you can copy, paste into Word or Google Docs, and customize with your family's voice, traditions, and inside jokes. Replace anything in [BRACKETS] with your specifics, and feel free to rewrite entire sections to match how your family actually talks to each other. The warmer and more specific the letter feels, the more guests will keep it.

What's the difference between a welcome letter and an invitation?

An invitation is sent months before the reunion to announce the event and request an RSVP - its job is to get people to commit and plan travel. A welcome letter is sent or handed out at arrival, and its job is to set the tone of the weekend and give logistical details people need on-site. Same family, different jobs. Both belong in a well-organized reunion.

Related Templates & Guides

📜

Formal Invitation Letter

Send weeks before - the formal mail-or-email invitation.

✍️

Invitation Wording Guide

Examples and wording tips for warm, clear invitations.

🎉

Welcome Banner Template

Printable banner to hang above the welcome table.

🎁

Welcome Packet Guide

Everything that should go inside the arrival packet.

Send these in one click with Reunly

Reunly’s app pulls your reunion details and your guest list, then sends the welcome email or generates the printable letter for you. Free to start.

Try Reunly Free →▶ Try the Demo