M-T1-CP-12-SD-02 — Community Invitation Template

Release control

Adaptation note

For residents and stakeholders whose views can inform service priorities. Open with listening, not promotion. Explain the topics in scope, how the session works, what will happen to input, whether comments are attributed and the privacy/confidentiality boundaries. Do not suggest that every idea will be adopted. The primary action is to reserve a place or request an accessible participation option. Follow up with thanks, the approved synthesis/decision timetable and findings only as promised.

Instructions

1. Define one audience segment and a truthful reason its perspective is relevant; do not imply that invitees speak for a whole community unless authorised.
2. Confirm the scope, discussion method, note-taking boundary, attribution approach, information handling and report-back commitment before sending.
3. Use plain language that distinguishes listening from consultation, decision-making, service delivery and a promise to fund or adopt ideas.
4. Offer a practical alternative participation route where approved, such as a phone conversation, written input or an accessible online option.
5. Remove optional logistics that do not apply. Keep the privacy boundary and report-back statement in every version.
6. Resolve every double-brace field and obtain Initiative Lead, Facilitator, Privacy and Accessibility review before distribution.

Controlled fields

Configured community invitation

Subject: Your perspective is invited: {{PUBLIC_EVENT_NAME}} on {{EVENT_DATE_LONG}} Preview text: A facilitated community listening session about {{LISTENING_PURPOSE}}. Please respond by {{RSVP_DEADLINE}}.

Hello {{FIRST_NAME}},

{{HOST_ENTITY}} would value your perspective because {{INVITATION_REASON}}.

You are invited to {{PUBLIC_EVENT_NAME}}, a facilitated Community Listening Session. We are listening to better understand {{LISTENING_PURPOSE}}.

This session is not a promise that every suggestion will be adopted. It will inform the approved Rotary review and follow-up process described below.

What we will discuss

{{TOPICS_IN_SCOPE}}

What is outside this session’s scope

{{TOPICS_OUT_OF_SCOPE}}

How the session will work

{{SESSION_METHOD}}

How your input will be handled

{{INPUT_HANDLING}}

{{ATTRIBUTION_AND_CONFIDENTIALITY}}

What happens afterwards

{{REPORT_BACK_COMMITMENT}}

Session details

• Date: {{EVENT_DATE_LONG}}
• Time: {{START_TIME}}–{{END_TIME}} {{TIME_ZONE}}
• Venue: {{VENUE_NAME}}, {{VENUE_ADDRESS}}
• Online access: {{ONLINE_ACCESS_ROUTE}}
• Cost: {{COST_TEXT}}
• Capacity or booking condition: {{CAPACITY_TEXT}}

Access and participation

{{ACCESSIBILITY_SUMMARY}}

To request an adjustment or an approved alternative way to contribute, contact {{ACCESSIBILITY_CONTACT}}.

Please reserve a place by {{RSVP_DEADLINE}}

{{RSVP_URL}}

You can also respond by emailing {{RSVP_EMAIL}} or calling {{RSVP_PHONE}}.

Warm regards,

{{PRIMARY_CONTACT_NAME}} {{PRIMARY_CONTACT_ROLE}} {{HOST_ENTITY}} {{PRIMARY_CONTACT_EMAIL}}

Privacy: Response and session information will be handled as described at {{PRIVACY_NOTICE_URL}}. Communication preferences: {{PREFERENCE_ROUTE}}

Listening invitation and follow-up checklist

• [ ] Audience reason, topics in scope and topics out of scope have approval.
• [ ] Invitation does not imply representative status, formal consultation, funding or adoption of every idea.
• [ ] Facilitation, group size, capture method, attribution and confidentiality boundaries are explicit and deliverable.
• [ ] Report-back content, route, owner and timetable are approved before the invitation is sent.
• [ ] Alternative participation and adjustment routes are monitored and practical.
• [ ] Date, time zone, venue/online route, cost, capacity and response deadline agree across the invitation and form.
• [ ] Privacy notice, response form, preference route and links pass direct, mobile and keyboard testing.
• [ ] Confirmation, reminder, participant thanks, synthesis notice and promised report-back have owners and due dates.
• [ ] Distribution excludes declined, unsubscribed, bounced and no-further-contact records.
• [ ] The release candidate contains no unresolved double-brace fields.

Review record