Getting the wording right on a harvest invitation letter can make all the difference between a great turnout and empty fields. Whether you need to gather helpers for your farm, organize a community garden harvest, or bring people together for a special agricultural event, the right invitation sets the tone and encourages participation.
These sample letters serve as starting points that you can adapt to fit your specific needs. Each one takes a different approach, from casual to formal, making it easy to find the style that matches your situation perfectly. Ready to discover how to write harvest invitations that get people excited to join in? Let’s look at some proven examples.
Sample Letters of Invitation to Harvest
Here are 15 different invitation letters you can use as templates for your next harvest event.
1. Community Garden Harvest Gathering
*Dear Neighbors,
We hope this letter finds you looking forward to the fall season ahead. The Henderson Community Garden has flourished this year thanks to everyone’s dedication and care. Our tomatoes are ripening, the squash plants are heavy with fruit, and the herb garden has grown beyond our expectations.
The time has come to gather together and bring in this abundant harvest. We would like to invite you to join us for our annual community harvest day on Saturday, September 15th, from 8:00 AM to 2:00 PM.
This special event brings together gardeners and neighbors to collect the season’s bounty, share gardening tips, and celebrate our shared success. We’ll provide all the necessary tools, collection baskets, and refreshments. As always, participants will take home a portion of the harvest.
Please bring sun protection, comfortable shoes, and your favorite gardening gloves. Children are welcome and encouraged to participate under adult supervision. They’ll have a chance to learn about different vegetables and how they grow.
Looking forward to seeing you all there and sharing in this rewarding experience together.
Best regards,
Sarah Thompson Henderson
Community Garden Coordinator
555-0123
community@hendersongarden.org*
2. Family Farm Apple Picking Day
*Dear Local Families,
The apple trees at Green Meadow Family Farm are loaded with fruit, and we need your help to bring in this year’s crop. We’re reaching out to invite you to our annual Apple Picking Weekend on September 22nd and 23rd from 9:00 AM to 4:00 PM each day.
This year’s harvest looks particularly promising. We have six varieties of apples ready for picking, including Honeycrisp, Gala, and McIntosh. Your participation helps us maintain our tradition of providing fresh, local produce to our community while creating lasting memories for your family.
As our harvest helpers, you’ll receive special pricing of $1.50 per pound for all the apples you pick (regular price is $2.75 per pound). We’ll provide picking bags, fruit pickers for high branches, and wagons to transport your harvest. Our farm staff will be available to show you proper picking techniques and help identify ripe fruit.
The farm store will be open throughout the event, offering fresh cider, homemade apple treats, and other seasonal products. Pack a picnic lunch to enjoy in our orchard or try our harvest lunch special at the farm café.
Please RSVP by September 15th so we can prepare adequately for all our guests.
Warmly,
The Johnson Family
Green Meadow Family Farm
555-0456
info@greenmeadowfarm.com*
3. School Garden Educational Harvest
*Dear Parents and Guardians,
Springfield Elementary School’s Garden Club proudly announces our Fall Educational Harvest Day. Your participation will help make this learning experience meaningful for our students while bringing fresh produce to our school cafeteria.
Our school garden has become an outdoor classroom where students learn about plant science, nutrition, and sustainable growing practices. The upcoming harvest offers another valuable learning opportunity, and we want you to be part of it.
The harvest takes place on Tuesday, October 5th, during school hours from 10:00 AM to 2:00 PM. Students will participate with their classes in scheduled time slots, and we need parent volunteers throughout the day to help guide small groups and ensure safety.
Your child’s teacher will lead age-appropriate activities, including weighing and counting produce, learning about seasonal vegetables, and understanding the farm-to-table process. All harvested vegetables will be used in our school lunch program, giving students pride in contributing to their school community.
If you’d like to volunteer, please wear closed-toe shoes and weather-appropriate clothing. We’ll provide gardening gloves, tools, and refreshments. No gardening experience necessary – our garden coordinator will guide everyone through the process.
Sign up for a two-hour shift through our online scheduling system or contact the main office.
Thank you for supporting our school’s garden program.
Sincerely,
Ms. Rebecca Martinez
Garden Club Coordinator
555-0789
rmartinez@springfieldelementary.edu*
4. Corporate Team Building Harvest Event
*Dear Team Members,
Ready for something different from the usual team-building activities? Tech Solutions Corp invites you to participate in our first Corporate Harvest Partnership Day at Sunnybrook Farm on Friday, October 8th.
We’ve partnered with Sunnybrook Farm to help with their fall harvest while strengthening our team bonds and giving back to the local community. This unique opportunity allows us to step away from our desks, enjoy the outdoors, and make a real difference.
The event runs from 9:00 AM to 4:00 PM, with transportation provided from the office. We’ll split into teams and rotate through different harvest activities, including picking vegetables, sorting produce, and preparing packages for local food banks.
Professional farmers will guide us through each task, sharing their knowledge about sustainable agriculture and food security. The day includes a farm-to-table lunch featuring produce from the farm, team challenges, and prizes for the most enthusiastic harvesters.
The company will provide all necessary equipment, but please bring:
- Comfortable, weather-appropriate clothing that can get dirty
- Sturdy shoes or boots
- Reusable water bottle
- Hat and sunscreen
- Change of clothes (recommended)
This event counts as a paid workday, and participation is voluntary. Please respond to HR by October 1st to secure your spot.
Best regards,
David Chen Employee Engagement Manager
Tech Solutions Corp
555-0321
dchen@techsolutions.com*
5. Vineyard Harvest Festival
*Dear Wine Club Members,
Valley Vista Vineyards extends a special invitation to our most valued members for this year’s Harvest Festival and Grape Picking Celebration. Your participation adds to the legacy of our award-winning wines.
Mark your calendars for Saturday, October 16th, from 7:00 AM to 3:00 PM. Early morning hours offer the best conditions for harvesting wine grapes, and we’ll reward your early rise with a champagne breakfast before we begin.
This hands-on experience connects you directly with the winemaking process. Our vineyard manager and winemaker will demonstrate proper harvesting techniques and explain how picking decisions influence wine quality. You’ll learn about sugar content testing, optimal picking conditions, and the journey from grape to glass.
The day’s schedule includes: 7:00 AM – Champagne breakfast and orientation 8:00 AM – Harvest instruction and team assignments 8:30 AM – Grape picking 11:30 AM – Wine tasting and light lunch 1:00 PM – Optional winery tour 2:00 PM – Harvest celebration
Each participant receives:
- Commemorative harvest t-shirt
- Professional photos of the experience
- Certificate of participation
- Special pricing on pre-release wines
- Two bottles from last year’s harvest
Space limits us to 50 participants, so please reserve early. The participation fee of $95 applies to your next wine purchase.
Yours truly,
Maria Garcia
Wine Club Manager
Valley Vista Vineyards
555-0654
club@valleyvista.com*
6. Youth Group Service Project
*Dear Youth Group Members and Parents,
The First Street Youth Ministry has an exciting opportunity to serve our community through participation in the Local Food Bank’s Sweet Potato Harvest Project. This meaningful service activity helps provide fresh produce to families facing food challenges.
The harvest takes place on Saturday, October 23rd, from 8:30 AM to 2:30 PM at Peterson Family Farms. Our group has committed to helping harvest 2,000 pounds of sweet potatoes. This goal might sound big, but with everyone pitching in, we can make it happen.
Your participation teaches valuable lessons about food production, community service, and teamwork. The farm owners will share information about sustainable farming practices and the importance of local food systems in fighting hunger.
The day’s activities include: 8:30 AM – Arrival and safety briefing 9:00 AM – Harvest training 9:30 AM – Group harvest activities 12:00 PM – Lunch break (provided) 1:00 PM – Continue harvest 2:00 PM – Clean-up and closing ceremony
The youth ministry will provide:
- Transportation from the church
- Lunch and snacks
- Work gloves
- First aid support
- Service hour certificates
Please bring:
- Signed permission slip
- Refillable water bottle
- Sun protection
- Close-toed shoes
- Weather-appropriate clothing
We need parent chaperones to help supervise and participate. Sign up through the church website or contact the youth office.
Blessings,
Pastor Mike Wilson
Youth Ministry Director
555-0987
youth@firststreet.org*
7. Urban Farm Volunteer Day
*Dear Neighborhood Volunteers,
Downtown Green needs your helping hands for our biggest harvest of the year. Our urban farm project has transformed empty lots into productive gardens, and now we need help gathering the crops for local food programs.
Join us on Sunday, October 24th, from 10:00 AM to 3:00 PM at all three Downtown Green garden locations. Your participation ensures fresh vegetables reach families and senior centers throughout our city.
No farming experience needed. Our garden coordinators will teach you everything about harvesting different vegetables, from leafy greens to root crops. This opportunity helps you learn about urban agriculture while supporting food security initiatives.
Each garden location offers:
- On-site training
- Tools and equipment
- Water and healthy snacks
- Restroom facilities
- Free parking
Choose your preferred location:
- Central Garden (125 Main Street)
- Riverside Plots (45 River Road)
- Heritage Garden (78 Oak Avenue)
Volunteers receive:
- Downtown Green t-shirt
- Small bag of fresh produce
- Subscription to our monthly newsletter
- Discount card for local farm markets
- Future volunteer opportunities
Please register online, indicating your preferred location and time slot. Groups of 4 or more should contact us directly for coordination.
Looking forward to growing together,
Susan Lee
Volunteer Coordinator
Downtown Green
555-0432
volunteer@downtowngreen.org*
8. Berry Farm U-Pick Opening
*Dear Loyal Customers,
Blue Ridge Berry Farm announces the start of our fall raspberry season. The bushes burst with ripe berries, promising excellent picking conditions for the next three weeks.
We invite you to our special opening weekend on October 30th and 31st, from 8:00 AM to 6:00 PM both days. Early birds get first pick of our largest crop yet, featuring both traditional and golden raspberries.
What makes this season special:
- Extended picking hours
- Two new raspberry varieties
- Fresh berry preserves for sale
- Berry picking contests
- Recipe sharing station
- Kids’ berry treasure hunt
Picking guidelines:
- $4.50 per pound (containers provided)
- Minimum purchase 2 pounds
- Cash and cards accepted
- No outside containers
- Children must stay with adults
- Sampling while picking allowed
Special opening weekend features:
- Hot apple cider station
- Berry pancake breakfast (8-11 AM)
- Live acoustic music
- Face painting for kids
- Berry preservation demonstrations
- Local honey sales
Picking tips provided on arrival. Watch weather updates on our website for any schedule changes.
Happy picking,
The Miller Family
Blue Ridge Berry Farm
555-0789
info@blueridgeberry.com*
9. Cooperative Farm Member Harvest
*Dear Co-op Members,
Harvest time approaches at Sunshine Valley Cooperative Farm, and as member-owners, you share both the bounty and responsibility of bringing in the crops. Your participation maintains our commitment to community-supported agriculture.
The main harvest runs from November 6th through November 14th, with daily sessions from 7:00 AM to 3:00 PM. Members commit to at least two 4-hour shifts during this period, choosing morning or afternoon sessions.
Current harvest priorities:
- Winter squash varieties
- Root vegetables
- Late-season greens
- Storage onions and garlic
- Dried beans
- Fresh herbs
Each shift includes:
- Task orientation
- Team assignments
- Equipment training
- Break periods
- Share distribution
Member benefits:
- Double share credits
- Early winter share signup
- Preserved food workshop access
- Seed saving instruction
- Recipe collection
- Storage technique training
Sign up through the member portal or at the farm office. New members welcome – orientation provided.
Cooperatively yours,
Zhang Wei Membership Coordinator
Sunshine Valley Cooperative
555-0234
members@sunshinevalley.org*
10. Heritage Grain Harvest Festival
*Dear Agricultural History Enthusiasts,
The Historical Farm Museum presents our annual Heritage Grain Harvest Festival, featuring traditional harvesting methods and antique farm equipment demonstrations. Step back to experience farming practices that shaped our agricultural heritage.
Join us Saturday, November 13th, from 10:00 AM to 5:00 PM for this unique educational event. Watch and participate in grain harvesting using historical tools and techniques, from scythes to early mechanical equipment.
Festival highlights:
- Hand harvesting demonstrations
- Horse-drawn equipment displays
- Grain threshing exhibitions
- Traditional baking methods
- Flour milling presentations
- Period-accurate farming tools
Educational stations cover:
- Grain varieties through history
- Traditional preservation methods
- Early farming techniques
- Tool maintenance skills
- Seed saving practices
- Agricultural evolution
Participation options:
- Guided harvest attempts
- Equipment operation lessons
- Traditional food tastings
- Craft demonstrations
- Children’s activities
- Historical reenactments
Tickets: $12 adults, $8 seniors/students, children under 5 free. Members receive 20% discount.
Historically yours,
Dr. James Anderson
Museum Director
Historical Farm Museum
555-0567
info@historicalfarm.org*
11. Farm School Pumpkin Harvest
*Dear Farm School Families,
Little Sprouts Farm School welcomes you to our annual Pumpkin Harvest Adventure. Students learn about plant growth cycles while enjoying the excitement of gathering their own pumpkins.
Schedule your class visit between November 1st and 5th. Each session runs 9:00 AM to 12:00 PM, perfect for young farmers exploring fall harvest traditions.
Educational activities include:
- Pumpkin life cycle lessons
- Counting and measuring skills
- Simple harvesting methods
- Seed collection science
- Plant part identification
- Garden tool safety
Each student receives:
- Personal picking pumpkin
- Growth chart activity
- Harvest certificate
- Recipe card set
- Planting calendar
- Take-home seeds
Parent volunteers needed for:
- Small group guidance
- Activity supervision
- Safety monitoring
- Photography help
- Snack distribution
- Clean-up assistance
Contact your child’s teacher to schedule or volunteer.
Growing together,
Linda Martinez Farm School
Director Little Sprouts Learning Center
555-0890
director@littlesprouts.edu*
12. Senior Community Garden Day
*Dear Senior Center Members,
Golden Years Community Center invites you to participate in our accessible garden harvest celebration. Our raised bed gardens produced wonderful results this year, thanks to your careful tending.
Join us Tuesday, November 9th, from 10:00 AM to 2:00 PM for a gentle harvest activity designed for all mobility levels. Celebrate the growing season while connecting with fellow gardeners.
Accessible features include:
- Seated harvesting stations
- Ergonomic tools provided
- Rest areas with shade
- Hydration stations
- Volunteer assistance
- Golf cart transportation
Activity schedule: 10:00 AM – Welcome coffee 10:30 AM – Garden tour 11:00 AM – Harvest activities 12:00 PM – Lunch break 1:00 PM – Produce sharing 1:30 PM – Social hour
Health considerations:
- Medical staff present
- Shade structures
- Regular breaks
- First aid station
- Seating available
- Water provided
Register at the center office by November 5th.
Warmly,
Margaret White
Activities Director
Golden Years Community Center
555-0123
activities@goldenyears.org*
13. Farm-to-School Program
*Dear School District Partners,
The Regional Farm-to-School Program needs your support for our fall sweet corn harvest. Help connect students with fresh, local produce while supporting educational goals.
Scheduled for November 15th-19th, participating schools send student groups for 2-hour sessions between 9:00 AM and 2:00 PM daily. Transportation funding provided through our USDA grant.
Educational components:
- Agricultural science connections
- Math skills application
- Nutrition education
- Environmental studies
- Local food systems
- Career exploration
Each school receives:
- Curriculum materials
- Harvest equipment
- Safety supplies
- Student worksheets
- Teacher guides
- Program certificates
Participating classes get:
- Hands-on learning
- Fresh corn supply
- Educational materials
- Photo documentation
- Newsletter feature
- Program rewards
Register your school through the district office.
Education grows here,
Robert Turner
Program Director
Regional Farm-to-School
555-0345
schools@regionalfarm.org*
14. Medicinal Herb Garden
*Dear Herbal Study Group,
The Botanical Medicine Garden requests your careful attention for our seasonal medicinal herb harvest. Your participation helps maintain our teaching garden while learning proper harvesting methods.
Saturday, November 20th, 9:00 AM to 4:00 PM, offers perfect conditions for gathering fall herbs. Learn identification, timing, and preservation techniques from certified herbalists.
Harvest focus areas:
- Root medicines
- Late-blooming flowers
- Seed collection
- Bark gathering
- Berry harvesting
- Leaf processing
Learning stations cover:
- Plant identification
- Harvest timing
- Drying techniques
- Storage methods
- Medicine making
- Safety protocols
Participants receive:
- Harvesting guidelines
- Plant descriptions
- Preservation tips
- Recipe booklet
- Dried herb samples
- Resource list
Register through the garden website.
Naturally yours,
Dr. Sarah Green
Garden Director
Botanical Medicine Garden
555-0678
herbs@botanicalgarden.org*
15. Rice Harvest Celebration
*Dear Asian Cultural Center Members,
Join our traditional rice harvest celebration, connecting ancient agricultural practices with modern community building. Experience hands-on rice harvesting while sharing cultural heritage.
The event happens Saturday, November 27th, 10:00 AM to 4:00 PM at Heritage Rice Fields. All ages welcome to participate in this cultural learning opportunity.
Cultural activities include:
- Traditional harvesting
- Rice processing demos
- Cooking demonstrations
- Folk music performances
- Story sharing sessions
- Cultural displays
Learning stations feature:
- Rice variety exhibits
- Tool demonstrations
- Processing methods
- Cooking techniques
- Storage practices
- Historical displays
Participants experience:
- Harvest participation
- Cultural presentations
- Traditional meals
- Music programs
- Craft activities
- Community sharing
Register through the cultural center.
Culturally yours,
Kim Park
Program Director
Asian Cultural Center
555-0901
programs@culturalcenter.org*
Wrap-up
These sample letters showcase different approaches to harvest invitations. Each situation calls for specific details, tone, and format. The success of your harvest often depends on clear communication and proper organization. Take these examples and adjust them to match your needs, keeping essential information clear and engaging for your participants.