GUIDELINES
- Be straightforward in writing your response. Do not use inappropriate words of chastity and hesitation. Make the recipient feel that you are sincerely pleased to accept his or her offer. The letter can also provide an acceptable way to ask for special equipment or other things that you will need in the future.
- Show your delight in accepting his or her invitations. If possible, repeat the schedule such as the date, time, and location.
- Confirm other valuable information, especially your need for special equipment.
- Ask about the audience, their structure, their interests and their characteristics.
- If necessary, talk about the payment.
- Confirm the travel details especially your itinerary and accommodation details.
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],
Clinton's are holding their traditional Outdoor Event to show off their latest products. It is an excellent chance for all outdoor lovers to find out what is available in York. There will be several local celebrities at the event, and we would be grateful if you could take time out of your busy schedule to attend. You are well known for your expeditions through the European Alps, and we would like you present a small talk on your experiences. The Outdoor Event will take place in the National Park, and we will arrange for a large screen to be available for any visual aids you may bring.
I have heard you speak before and know that you can captivate your audience. I also know that you usually charge $250 for a talk, and it is a cost we would willingly pay. I would appreciate it if you could let us know by May 5 if you can accommodate us as the event is on the evening of June 19. It will allow us time to make the necessary advertisements.
We hope that you can help us, and we know that your talk will be a highlight of the whole event.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Invitation letters example to speak, present or perform.
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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