Invitation Letter to a Guest Musician – No honorarium

In this letter of invitation, a musician is invited to perform. It is customary to expect to cover the expenses of any guest speaker or musician you invite, however, there are time when a group cannot possibly afford to cover such cost and the guest speaker or performer may still be willing to honour the invitation.  If you have someone to invite, you can always explain you situation to them and who knows, your invited guest may feel passionate about your cause enough to foot his/her own bills.

Whatever the case, always remember to write formal letters on the organisation’s letter headed paper and sign at the end.

Sample Letter of Invitation

Student Union Government

University Of Abuja

Gwagwalada, Abuja


November 18 2014


Mr. Frank Edward


Loveworld Records

Area 3, Garki Abuja


Dear Frank Edward

We are having our “Annual Christmas Carol of Nine Lessons” in the New Law Theater of University of Abuja Main Campus December 9-11.  The theme of this year’s event is “Christ Is Come”. We are focusing on the birth of Christ and the lessons that came with his birth.

Would you be our guest artist? We are overwhelmed by the impact your music has made in the lives of everyone both young and old. Your performance will set the tone perfectly for our event. A 10 minute to 15 minute performance will be fine. We expect an attendance of over a thousand students.

Due to financial constraint, we will not be able to pay or cater for your expenses for performing at this event. We are hoping as a means of giving back to the society and mentoring  and motivating aspiring young singers and other students will be a sufficient incentive for you to be with us.

I look forward to a favorable reply, and just as soon as I receive it. I will send you complete details. Our meeting place is New Law Theater just east of the university gate.


Yours sincerely

Ade Abolarin

P.R.O (S.U.G)


Letter Inviting a Politician as a Guest Speaker

Here is a sample letter of invitation to a Politician to be a keynote or guest speaker and a conference. Some of the topics to cover are listed so that the speaker has a clear understanding of what is expected of him.

Please be reminded that this letter would be printed on the Organisations Letter Headed Paper, which contains multiple ways of contacting the writer of the letter.


June 5, 2014

Senator Kate Briggs
Senate committee on Defence
National Assembly

Regional Conference: Tackling Unemployment and Terrorism

Dear Sen. Briggs

We are pleased to invite you to the “Regional Conference: Tackling Unemployment and Terrorism.” Scheduled from 12-15 December 2014 at the International Conference Center Area 10 Abuja. This conference will be a joint effort of the Ministry of Defence and Ministry of Labour.

The Minister of Defence Dr. Shamsudeen Usman will inaugurate the conference and the Minister of Labour Emeka Anyaoku is expected to address the Closing Ceremony.

  • The Conference deliberations will be on the following themes:
  • Causes of Unemployment in Africa
  • Factors leading to Terrorism
  •  What Role should the Government and National Assembly Play
  •  What are the possible solutions to unemployment as it forms a common bond to Terrorism

It is an honor and privilege to invite you to participate as a speaker for this symposium on “Tackling Unemployment and Terrorism”. We believe that your contribution to this topic will be very beneficial.

We would be glad to answer any questions you may have and provide necessary clarifications where needed. Kindly send in your response by December 5th 2014 to the conference secretary, Ms. Grace Abu, at

Yours Faithfully

Dr. Francis Samuel
Public Relations Officer
Ministry Of Defence


Sample Email after Invitation Letter for Guest Speaker is Accepted

Once your invitation has been accepted by a guest speaker, it is important to respond with another letter or email, giving the speaker some more details and requesting some information from them. In some cases, this is the only invitation letter that would be necessary because you would have concluded the invitation verbally over the phone.

Please note that if the invitation has been accepted verbally over the phone, it is still a good idea to send a formal letter or email to the guest speaker or their secretary. The letter below is a sample that can be used either for a regular letter (place it on your letter head and add the address of the speaker) or via email – (add an email title).

This letter or email is also important because it gives the speaker a clear picture of how his day or evening would look like. You always want your speaker to know if you expect them to go with you to lunch or dinner before or after the event or if not at all. This way the speaker is not forced to stay when they had planned to leave earlier.






Dear Dr Marii,

Thank you for accepting our invitation to be the guest speaker for our meeting on September 22nd 2014 at the Four Points Hotel, 123 Kings Street, Kingston, Ontario.

We look forward to your presentation on the latest developments in the area of International Shipment Tracking.

We invite you to be our guest for Lunch at 1:00pm. The training seminar begins at 3:00pm, with an hour and a half allocated for your presentation. There will be a question and answer period after your presentation.

Kindly let us know what types of equipment you will need for your presentation. The seminar room is equipped with a computer and a multimedia projector should you require one. Should you prefer to use your own equipment, kindly let us know as well, so that we can ensure that we are well prepared.

I will contact you the first week in September to finalize the arrangements.
Once again, thank you for agreeing to speak to us.


Dr. Andre Pastel

Program Cordinator

[organisation name]

Invitation to the Fire Department to be present at a Community Event

Inviting the Fire Department, the Police, or any other government agency to your event is usually a good highlight to your event. Some of these agencies have a form on their websites that you can simply fill out and submit. However some do not have such forms. Should you need to write one of these letters, here is a sample invitation letter sent by a community organisation to the Fire Department to attend a community Barbecue and Family Day. Simply adapt this letter to suit your particular situation.

Sample Invitation  Letter to the Fire Department to be present at a Community Event

Name of your Community Association (if Any)
123 York St, Kingston, Ontario, Canada.
Email:  Tel:1-800-222-3333


The Fire Chief

Fire Department, Station -222,
123 Street Address,
Kingston, Ontario, Canada

ABC is a community development center . There are a total 250 households in the Kingston north end most of which are members of ABC.  As part of its annual activities, ABC is planning to hold a Family Barbecue on Saturday, 25th January, 2014 at 11:00 am at the John McDonald Park. The main purpose of this Barbecue is to foster community spirit amongst the residents of the Community.
As part of the activities of the day, we would be honored to have the Community Fire Department with a Fire Engine at the event, so that the children can interact with the firemen and the fire engine. If possible, we would also appreciate a short speech about fire prevention and what to do in the event of a fire. We have scheduled this presentation for 1:00pm on that day.

We are expecting a total of about 200 – 400 people at the event.  Kindly let us know as soon as possible if you would be available to attend our event and any other questions you may have.



Invitation Letter (email) for your child’s Birthday Party

When preparing the invitations for my son’s birthday party last December, I realized that although a good number of our friends are on Facebook and some we met everyday at school so we could give printed invitation card there were still some that had to be invited via email. There are still many parts of the world where a good portion of your social network may not be on Facebook. Here is a sample email that you can use as a formal invitation to your child’s birthday party!


Letter of invitation (email) for your child’s birthday party

Dear Janet (or any other salutation that you have used earlier)

How are you and your little ones? It’s been quite some time, but nevertheless, a perfect occasion is approaching for us to catch up and celebrate. (Insert any other pleasantries).

Our daughter Marianne is turning 1 on 28th Aug, 2013 and we are organizing a birthday party at our place and  inviting some friends and family.  We would like to have you and your children at the party. Here at the details of the party!

  • Venue – Our home – 123 Johnson lane, Nairobi, Kenya.
  • Time: 5:00pm – 7;30pm
  • Date: Sat Aug 28, 201X

Please note that there will be a various party games and food for the kids and adults! We are really grateful for the blessing that Marianne has been to us and we would like to share the joy with you all.

Do convey to us your plans so that we can pick you guys from the station. Pass our regards to Joe and lots of love to your little angles.

Looking forward



Sample letter to invite your wife or husband to Canada

When it comes to writing an invitation letter for your spouse to visit you in any country, you are not alone and your letter needs to be well written. It’s not that there are no provisions for such visits but that most people who will need this kind of letter are also not permanent residents at least in Canada. However each case is unique and there are literally thousands of international students who have to invite their wives or husbands to visit them during the summer months or for the duration of their programs. It doesn’t matter what your situation is, all you need to know is that a good invitation letter must contain all the necessary information as stated on the Canadian Immigration Website.


Here is a sample invitation letter to invite your wife to visit you for 1 month in Canada

I always suggest that the letter be addressed to your spouse. However you may address the letter to the Visa Officer as well.


John Davicito
Apt 333,
2000 Virginia Drive,
Kingston, Ontario,
Canada. K7K1R3

 Dear Mary,

Please consider this as a formal invitation for you to visit me in Kingston, Ontario this Summer. I am happy that your annual leave falls at such a good time because I can take time of my program to show you some sights around Canada. Please plan to come as agreed between August 2nd 2013 and September 4th 2013. The weather is perfect at this time so you will not be too cold.

You will be staying with me in my apartment during your stay and I will be responsible for transportation around the country while you are here.

Please include this letter as part of your visa application package. I cant wait to see you my darling.

Kisses and Hugs

Insert Signature here



Guest Information

Mary Jane Davicito
Date of Birth – 1 Jan 1980
Address – no 1 Ebinpejo lane, ikoyi, Lagos, Nigeria
Tel – +234-803-234-7890
Relationship – Wife
Host Info

Name: John Davicito
Date of Birth: 2 Feb 1975
Address: Apt 333, 2000 Virginia Drive, Kingston, Ontario, Canada. K7K1R3
Tel: 1-613-111-1111
Occupation: Phd Student at Queens University
Status: Student Permit


You may need to customize this letter as it may apply to you! There is no need to elaborate and add unnecessary information. If all the relevant info is included all you need to add are documents to support your claims in the letter such as:

  • Copy of your student permit
  • Copy of your lease if possible
  • Copy of a utility bill if possible


Remember – The supporting document for your spouse are more important than the invitation  letter. It is important that you prepare as many documents as possible to support the fact that your wife or husband will return to their country at the end of the visit. In Canada, you are entitled to having your spouse with you for the duration of your program so it is possible that she gets a visa that covers the duration of your program as a student. For more help get the visa application and interview kit.

Sample invitation to Retirement Dinner Party

Retirement parties are usually organised by the person retiring, however in some cases the company may want to throw a party for them. Here is a sample email, that may help you to construct your invitation email. This letter can also be used as a regular letter, all you will need to add is the Company letter head. Many invitations today are also done via various electronic invitations such as


Dear John Smith,

Retirement Party for Mr Alexander Dowie

This is to inform you that Dr Alex Dowie our  Director of the IT Department is retiring on January 23, 2013.  Dr Dowie joined our company 20 years back when the company was in its initial years and was trying to make its place among the top ranked companies in the Mortgage Industry.  Ever since then, he has positively contributed towards the success of this company. We were never short of his advice when it was most needed and his leadership and faith in his fellow colleagues has always been exemplary.

In order to say a formal ‘Good Bye’ and to wish him luck for a relaxed retired life, a farewell dinner is organized by the company at Ramdas Hotel, 45 Johnson st, kingston, Ontario on 23 January, 2013.

You and your spouse are all invited to grace this occasion and express your best wishes to Dr Dowie in person. Kindly RSVP by responding to this email with the name of your guest by 15th of January.



Sample Invitation Letter to Grand Opening

There are many different invitation letter samples in various styles and formats on this site. Feel free to use the link on the right to find the one that suits you best. Here is a sample letter used in inviting business owners to the grand opening of a Daycare center.

It is always a great idea (i am sure you know this already) that all business communications be done on Letter headed papers. Even if the business is a new one and you do not want to invest in professionally designed letter headed papers, you can always print one with your word processing software like Microsoft word. Needless to say however, there are companies that print these things for very cheap such as


The President
Andola Copy Center
123 Masito Lane, Queens,
New York, USA. 1111111

Dear Sir,


Andola Copy Center is one of the major contributors to the community of Queens New New York, and we are happy to be doing business with you. I am delighted to inform you that ABC group has started another venture under the name “TINY TOT  Day Care Center” within the Queens community.

As you are aware that ABC group has always believed in serving its clients, customers, and other stakeholders with the best of services, the main focus of the daycare would be to provide the much need care and training for the little children in the community while their parents are busy with work. With our new facility we will be able to provide care to 100 new kids from 6 months to 5 years of age.

The opening of our day care center is scheduled for Thursday, January 23, 2013 at 11:00 am. The event will be attended by our close business friends, company members and few parents who have already enrolled their children in our first batch.

We would be extremely grateful if you can make it to the occasion and be a part of our celebration. Kindly inform us of your decision as soon as possible.
Your faithfully

Dave Manly

Vice President


Sample Invitation email to a business meeting

A few people have asked about a sample email inviting team members to a business meeting. Here is a sample that you may find useful. At the least it will give you an idea of how to start your email. Should you decide to send individual mails to your team members, then you can add some person touch to it. I don’t see a need for that though.


SUBJECT: Business Meeting on Thursday Jan 23rd at 9:00am

Hello team member,

I would like to expresses by personal gratitude for working so well as a team and being able to achieve last year’s targets. I am sure there were valuable lessons learnt from few mistakes made however we learn and improve through our mistakes.

This new year brings along new challenges and goals that cannot be achieved without contribution of everyone on this team.

In order to discuss this year’s work plan and to highlight each team member’s role, a meeting has been scheduled for Thursday, January 23, 2013 in the conference room at 9:00am. The team leads are requested to make a 15-20 minutes a presentation that covers last year’s achievements and next year’s plans. Any additional agenda regarding resource and funds allocation may also be included in the presentation.

Please acknowledge receipt of this email as usual.

Dave Topal

Sample Invitation to Grand Opening

When inviting guests to a Grand Opening you are doing so for a few reasons. You want your current customers to visit your business again, you want your neighbors to come into your business to see what you have, you want every one in the community to be aware of your business. There are various categories of invitation letters  that will be required for such an event. Each of this invitation letters must be well crafted to reflect your intentions as well as the benefit to those you are inviting. One set of letters will be needed for your friends and family and previous customers (if any) and another letter for your guests of honor if you have planned your Grand Opening with some special activities in mind.

Here is a sample invitation letter, inviting one of your friends, or neighbors (your general mailing list) to your Grand opening. Your opening paragraph may need some editing depending on your specific situation, otherwise this letter would make an excellent grand opening invitation letter.


Chop and Quench Restaurant
123 hungry lane, Kessington, Ny

Dear Sally Ann


We are happy to announce that our newly renovated restaurant is now ready for your dining pleasure. We are eager to treat you and your family to a unique and cost effective dining experience with our special African Menu and Service.
We are pleased to invite you to celebrate with us on August 13th 20XX at our location at 123 Hungry Road with a free dinner at 6:00pm. Please find a copy of our menu enclosed.

Kindly inform us of your attendance by July 31st either via phone (1-800-888-1234) or email at

We look forward to serving you.

Yours faithfully,
Mary Ann Gulah

This letter is addressed to either a friend or previous customer of the restaurant. The idea behind the letter is that you want these selected people (who have some influence in the community) to come and taste your product (in this case food and service) so that they can pass it on to their circle of influence. This letter may also be sent to other business owners around the community. As you already know, you may chose to use an invitation card in the place of an invitation letter, however letters still have a way of conveying more of a personal touch than a card.

When writing the same letter to a guest of honor who would either be presenting a speech at the event or just sitting at the high table, you may need to write another letter stating precisely what they would be doing at the ceremony or celebration and the time they would be doing it.