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],
Every year the board of Carsons holds a training week up in the York Mountains for members of their management team. It is a chance to get to know each other but also to learn new management skills. This year we have decided to dedicate some time to learning about time management. It is this area that you have obtained a high reputation and as such we would ask if you are available to present an afternoon session based on your knowledge and experience. This workshop is scheduled at 2:00 pm to 5:00 pm on June 16. We know that you are a busy man, and so we have sent this invite out as early as we could in the hope that there is still space in your diary.
We have the conference booked out at the Mountain Lodge Hotel, and would appreciate it if there is time to have a question and answer part to your talk. We know that many of our management team are likely to have questions that they think you can answer.
We would be willing to pay you $750 for your time, as well as covering any expenses accrued. I am sure that you will love the setting in the York Mountains, and you will have a very attentive audience.
We would like to be able to formalize the training week as soon as possible to would appreciate a quick reply, and ideally before February 15. We hope that you will be able to make time for us.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Invitation to speak on time management at a workshop 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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