Office of the President

Authorizes Release:

Chief of Staff for the President

Responsible Area:

University Communications

Review Cycle:

Annually or as required

Last Review:

June 2022

Related Policies and Additional References:


Invitations for small, private events that will go out to 20 or fewer addressees should follow these guidelines.


  • Printed invitation using invitation shells and matching envelopes
    • Invitation shells and matching envelopes available for purchase with St. Mary’s logos on the University’s stationery site
    • Printing on invitation shells can be accomplished on an office printer
    • See sample invitation copy below (fillable template available in the Office of University Communications and/or on Gateway). The Office of University Communications reviews all invitation copy (dates, protocol, style, branding, grammar, etc.) before printing on shells.
    • Envelopes should have a printed return address (as identified when ordering from the stationery site)
    • Addresses should be handwritten using blue ink
  • Personal letter on University letterhead
  • Personal email message from the host (not sent through the University’s Emma account, which is for large or mass emails)
    • Personal messages do not include graphics or photos

Save the Date and or Reminders

  • Personal email messages from the host
  • Personal phone calls from the host or an appropriate identified person


  • Email or phone response – as identified on the invitation

Mailing or Email Lists

  • Lists (mail or email) are provided by the Office of University Advancement
  • Project person is responsible for requesting and checking accuracy and presentation of mailing and/or email addresses
  • Handwritten addresses are recommended for printed invitations, as well as hand-applied postage stamps with appropriate images

Invitation Timeline

  • Save the date messages – minimum three months in advance of the event
  • Invitations – minimum six weeks in advance of the event
  • Reminders – one to two weeks in advance of the event

Sample invitation copy 1:


Thomas M. Mengler, President,
Jason Pierce, Provost and Executive Vice President for Academic Affairs,
request the pleasure of your company at a private dinner
to celebrate the installations of

Gerald Poyo, Ph.D.,
O’Connor Chair in History of Hispanic Texas and the Southwest
James Greenaway, Ph.D.,
Inaugural Charles H. Miller, M.D., Chair in Human Dignity

 Thursday, Feb. 2, 2017
6 p.m.
Lisa’s Mexican Restaurant
815 Bandera Road, San Antonio, Texas 78228

Please RSVP to Susie Salazar, Executive Assistant for the President,
at 210-436-3722 or by Jan. 30.

Sample invitation copy 2:


President and Mrs. Thomas M. Mengler
request the pleasure of your company at the

Fall Commencement Luncheon
Commencement Speaker
Kelley L. Frost (M.A. ’07, Ph.D. ’12)
Counselor, Kelley Frost Counseling

Saturday, December 9, 2017
11:30 a.m.
University Center, President’s Dining Room

Business attire

Please RSVP to Susie Salazar, Executive Assistant for the President,
at 210-436-3722 or by Dec. 4.

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