M-T1-CP-15-SD-02 — Invitation Template

Release control

Adaptation note

For a small, clearly defined neighbourhood audience and an informal local conversation. Use a short, personal form. Name the real neighbourhood connection, small-group format, host, capacity, exact location-sharing approach and safety/access arrangements. Avoid institutional language and a mass-mail tone. The primary action is to accept, decline or suggest a locally relevant issue through the approved route. Follow with personal thanks and the one promised local action; do not transfer recipients automatically to general promotions.

Instructions

1. Use only for the Neighbourhood Small-Group Conversation overlay under M-T1-CP-12. Keep the stable CP-15 supporting-document code.
2. Invite a defined local segment through an approved relationship or public opt-in route; do not scrape neighbourhood contact details.
3. Keep the message short and personal while retaining scope, input handling, privacy, access, safety and report-back facts.
4. Publish a full address in the invitation only when the host and safety plan permit it. Otherwise state the approved location-sharing process.
5. Record accept, decline and no-further-contact outcomes. A local conversation does not grant permission for a general Rotary mailing list.
6. Resolve every controlled field and have the host, Initiative Lead, Privacy Reviewer and Accessibility Reviewer approve the final version.

Controlled fields

Configured neighbourhood invitation

Subject: A small neighbourhood conversation on {{EVENT_DATE_LONG}}

Hello {{FIRST_NAME}},

I’m {{LOCAL_HOST_NAME}}, writing with {{HOST_ENTITY}} because {{NEIGHBOURHOOD_CONNECTION}}.

I’d like to invite you to {{PUBLIC_EVENT_NAME}}, a small, informal conversation about {{LOCAL_PURPOSE}}.

We’ll keep the group to {{CAPACITY_TEXT}} so everyone has room to contribute. The discussion can cover {{TOPICS_IN_SCOPE}}.

How input will be used

{{INPUT_AND_REPORT_BACK}}

This is a listening conversation, not a promise that every suggestion will be adopted and not a request to join Rotary.

When: {{EVENT_DATE_LONG}}, {{START_TIME}}–{{END_TIME}} {{TIME_ZONE}} Where: {{LOCATION_SHARING_APPROACH}} Access: {{ACCESSIBILITY_SUMMARY}} Safety and participation: {{SAFETY_AND_PARTICIPATION}}

Please accept, decline or suggest a locally relevant issue by {{RSVP_DEADLINE}} at {{RSVP_URL}}. You can also email {{RSVP_EMAIL}} or call {{RSVP_PHONE}}.

For an adjustment or another approved way to contribute, contact {{ACCESSIBILITY_CONTACT}}.

Warm regards,

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

Privacy information: {{PRIVACY_NOTICE_URL}} Communication preferences: {{PREFERENCE_ROUTE}}

Host and distribution checklist

• [ ] CP-15 is presented as the Neighbourhood Small-Group Conversation overlay under CP-12, not as a separate canonical initiative.
• [ ] Each recipient has an approved local relationship or opt-in basis and a truthful neighbourhood connection.
• [ ] Group size, local scope, facilitation, input handling and report-back promise are confirmed.
• [ ] The location-sharing method protects the host and participants while giving confirmed guests sufficient decision information.
• [ ] Specific access, alternative-participation and safety routes are approved and monitored.
• [ ] Accept, decline and issue-suggestion routes have been tested on mobile and with keyboard-only use.
• [ ] No recipient will be transferred to general promotion without separate recorded permission.
• [ ] Personal thanks and the one promised local action have owners and due dates.
• [ ] The final message uses a personal tone, contains no institutional filler and has no unresolved double-brace fields.
• [ ] Host, Initiative Lead, Communications, Privacy and Accessibility reviews are recorded.

Review record