GUIDELINES
- Present the invitation by stating the details of the event such as a name of event, date, time and location.
- Mention that the speaker's presence would be an honor to the host.
- Explain a little bit about the purpose of the event.
- Inform the speaker that the company will take care of the travel and lodging expenses.
- Express anticipation and hope for a positive response from the recipient.
SAMPLE LETTER
[Address line]
[State, ZIP Code]
[Letter Date]
[Address line]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
I am inviting you to our company's/school's [name of the event] on [date] at [location].
Every year we celebrate the said event to [mention reason for the event.]
To have you as our guest speaker would be an honor to the people who will be there and the whole organization.
We would like to hear your ideas on how you have overcome adversities in the past and turned them into success.
It is also our pleasure to inform you that we will take care of your flight and hotel reservation.
Please contact our office at [phone number] and look for [name] if you have any questions.
We look forward to your response, and we hope you'll accept the invitation.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Letter of invitation for guest speaker.
Further things to consider when writing invitation letters to speakers, performers
Invitation Letters
Invitation letters are letters you write to request people to meetings, formal occasions, or events. As the name suggests, the first and primary purpose of invitation letters is to request the presence of the recipient and the second is to confirm that the recipient will be present. Although invitation letters are mostly used to invite people to social events, they can also be used when applying for visas. Depending on the event, these letters can be formal or informal. Regardless, all invitation letters must be sent in advance to give the recipient enough time to respond or plan ahead.
Great invitation letters are brief and easy to understand. Start by introducing yourself and write a sentence or two about the host. Provide the necessary information regarding the event such as the date and time of the event, venue, dress code, how to accept or decline the invitation, etc. Mention some of the activities that would be taking place during the event and which ones the recipient would be taking part in if any. Provide your contact details in case the recipient needs further information. End by expressing anticipation of the recipient's attendance to the event.
Letters to Speakers, Performers
Letters to speakers and performers are letters written to people who give speeches at public events and those who entertain audiences. Whether you are organizing a special event, business conference, or graduation ceremony, the speakers and performers you invite will be among the primary attractions. They can give valuable insights and add prestige to your organization. Whatever the theme of your event, the speakers and performers must be suitable for the event as well as the audience. The best speakers and performers are usually booked months in advance. Therefore you should ideally send your invites six to twelve months prior to your event.
Well-drafted letters to speakers and performers will ensure that the parties involved understand all the details of the event. Begin with the right address and salutation. Introduce yourself and mention the objective of your letter. Be specific about what you expect from the recipient. Include relevant information such as date, time, and venue of the event. If applicable, mention any financial arrangements regarding any travel expenses, the fee for the recipient, or honorarium. Include the date for a response and your contact details. Close the letter on a positive note. You may attach the event's program.
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