GUIDELINES
- You are relaying a compliment and an invitation or request at the same time, thus, the tone of your letter should be cheerful and complimentary. Be straightforward. Do not use too much flattery.
- Relay the invitation, include the name of the event with the date, time, and place where it will be held. Also, discuss the goal of the event and the persons who will be speaking and or performing.
- Highlight the events that will consist the program, for example, the speakers and performers, the topics to be discussed, possible audience participation and time constraints, Include what you can provide regarding physical facilities, equipment and materials.
- Inform the reader what you can give regarding honorarium, payment of travel and lodging expenses and or opportunities to meet other professionals.
- Encourage the reader to reply within the time frame you provided.
- Express your genuine hope that he or she will accept your invitation.
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],
The Joe Arts Association always holds an awards night every year to honor exceptional artists in our country. We wish to feature new and modern groups this year in our program.
In a short span of six months, your group has gained popularity for being unique in its style and having a broad range of music and vocals. We hope you will accept our invitation and perform two selections at our event on November 2.
If our invitation is accepted, we will be more than willing to pay your travel expenses. We have to confirm our planning by September 2, so we await your quick reply.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Extend an invitation to speak or perform. Sample letter.
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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