- Present the invitation by naming the event. Also, let the recipient know a little bit about his/her role in the event.
- Say something positive about the speaker
- Let him/her know it would be an honor to have him participate.
- Express anticipation of a positive response.
- Mention that you are offering to cover the expenses involved.
- Request RSVP.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
On behalf of all the Grade 8 students of [name of school], I would like to invite you to celebrate the [name of event].
We would also want you to play an important role in the event by giving a 15-minute talk on [insert topic name].
We have followed your interviews and literary works and feel that you are the most appropriate person to present the topic. It would be an honor to have you our guest speaker.
We look forward to meeting you and listening to your talk. Rest assured that we will take care of your travel, food and accommodation expenses.
I hope to receive a positive reply from you by [insert date].
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Letter to invite a guest speaker.
Further things to consider when writing invitation letters to speakers, performers
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.