Dana Huff has a great post on writing “Family Reunion Letters” as part of your family reunion plans.
Once you have collected as many addresses as possible, send copies of the family group sheet chart to each family. Ask that they send these back to you, so you will have accurate genealogical information.
…If you do not receive replies from some families, you might need to contact them again. I personally would not become a pest…Try to exhaust other alternatives — such as contacting other family members you think might have the information. If, for instance, I couldn’t remember my cousin’s daughter’s middle name, and she did not reply with a completed family group sheet, I could try my aunt, who would most likely know the middle name of her granddaughter and would probably reply to my letter.
A reunion letter may be the only reminder many people get that they are part of a family, a family that wants to get to know them and cares about them and their history, as well as their future.
Make that letter clear, concise, but also caring, as you attempt to include them, whether or not they show up, in the family.
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