Awards Winner Email Templates 2023 - Email templates for awards recipients

Aug 31, 2026

Email Templates to Awards Recipients provides polished, fill-in-the-blank message drafts for contacting award winners. The templates explain what recipients have won, describe recognition at the SAA Annual Meeting (including virtual/in-person details), and request confirmation of contact information and primary contacts for team winners. They also include guidance to delay official announcements until SAA publishes approved news releases, while offering clear next steps for receiving award materials and travel benefits.

LanguageEnglish

CategoryLetters

FormatDOCX

Pages4

Reading Time2 min

AccessFree to download

Student Scholarship Award Examples

Student Scholarship Award email structure

Travel Award Examples

Travel Award email structure

Awards for Excellence Examples

Awards for Excellence email structure

Awards for Publications Examples

Awards for Publications email structure

Email Templates to Awards Recipients See sample templates for communicating with award winners below. If you draft your own emails, please make sure they include the following: Inform recipients what they’ve won. Let them know they’ll be honored at the Annual Meeting and ask if they will be attending in person. Have them confirm their contact information and designate a primary contact (if a group wins). Ask them not to make any official announcements until SAA’s news releases are published. Student Scholarship Award Examples Dear [NAME], Congratulations! You have been chosen by the selection committee as the [YEAR] recipient of the Society of American Archivists’ [Josephine Forman] Scholarship. The selection committee was impressed by your scholastic and personal achievement and your commitment to the archives profession [and to addressing diversity concerns within it]. The scholarship includes [$10,000 and complimentary registration for the [YEAR] SAA Annual Meeting]. Award recipients will be recognized during the Annual Meeting, which will be held [MONTH, DATES, YEAR] virtually and in [CITY, STATE]. More details will be forthcoming from SAA. SAA is drafting press releases to announce the scholarship winners. You will be contacted in the next few weeks to review yours, which will then be published on the SAA website. We ask that you hold off any official announcements about the scholarship until then, although you may certainly share the news with friends and family. Please contact awards@archivists.org as soon as possible to confirm your preferred mailing address to receive your award and/or check (if applicable) and to indicate if you’ll be in-person at the Annual Meeting. The committee was impressed with what you’ve done to date as you pursue your goal of being an archivist. We are excited for your future in the profession. Sincerely, NAME Chair, NAME Scholarship Selection Subcommittee [Subcommittee member names] C: Awards Committee Co-chair Name (email) Awards Committee Co-chair Name (email) awards@archivists.org Travel Award Examples Dear [NAME], It is with great pleasure that I inform you that you have been selected as the recipient of the [Brenda S. Banks] Travel Award from the Society of American Archivists. The committee was impressed by [ . . .]. You will receive [full complimentary registration and related expenses for hotel and travel] to attend this year’s SAA Annual Meeting, held [MONTH, DATES, YEAR] virtually and in [CITY, STATE], as well as a complimentary one-year membership in SAA. Award recipients will be recognized during the Annual Meeting; more details forthcoming. We ask that you please hold off on any official announcements until SAA prepares a news release, which you’ll have an opportunity to review before it is published on SAA’s website in June. Again, congratulations on this award! Best wishes, Chair, [NAME, TRAVEL AWARD] Selection Subcommittee [Subcommittee member names] C: Awards Committee Co-chair Name (email) Awards Committee Co-chair Name (email) awards@archivists.org Awards for Excellence Examples Dear [NAME(S)], I am pleased to inform you that you have been selected as recipients of this year’s Society of American Archivists [NAME] Award. The committee was impressed by [ . . .] In honor of your award, you will receive [a plaque, certificate, or prize checks . . .]. Awardees will be recognized at the SAA Annual Meeting, which will be held [MONTH, DATES, YEAR] virtually and in [CITY, STATE]—more details to come. Please contact awards@archivists.org to confirm the contact information (name and email address) for your team’s primary contact and to indicate if you’ll be in-person at the Annual Meeting. We ask that you please hold off on any official announcements until SAA prepares a news release, which the primary contact will have an opportunity to review before it is published on SAA’s website in June. Congratulations again! Chair, [NAME, AWARD] Selection Sub

FAQs

What information should these emails include for award recipients?

Each template states what the recipient has won, notes recognition at the SAA Annual Meeting (virtual and/or in-person), and requests confirmation of contact information. They also include next steps for award materials such as checks or certificates where applicable.

How do the templates handle official announcements after the award is announced?

They ask recipients to hold off on any official announcements until SAA’s news release is published. In some cases, the primary contact is given an opportunity to review the release before publication.

What requests are made for recipients’ contact details?

Recipients are asked to confirm their contact information and designate a primary contact when a group wins. They are instructed to contact awards@archivists.org as soon as possible to provide the preferred mailing address and related details.

Aug 31, 2026

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