Category Archives: Conference

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 Email Sample for any Event or Party

What is an Invitation Email?

An Invitation email is a written electronic request for the presence of a person, group of persons or organization at an event.  An invitation email is just like any invitation letter except that it is delivered to the invitee via email.

More and more people today are turning to emails as their preferred mode of formal written communication. They prefer emails because of the timely delivery and the fact that even the printed invitation letter can be scanned and forwarded via email.

Below are some sample Invitation Emails that will give you an idea of how to start your next invitation email. Should you decide to send individual mails to your invitees, then you can add some person touch to it. I don’t see a need for that though.

List of Sample Invitation Emails

Sample Business Meeting Invitation Email

Sample Business Meeting Invitation Email

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

Hello team members,

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, 2016 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 Thomson.

Sample Conference Invitation Email

Sample Conference Invitation Email

This Invitation email is addressed to a business owner inviting him to attend and participate in an annual conference. Usually this kind of invitation email will be customized and sent to a number of business owners in the community.


Dear David Salaska,

We would like to invite you to attend the 6th Annual Entrepreneurship Promotion Conference organised by The Entrepreneurship Promoters Inc. , which is slated to hold from 13th Jan 2016 – 15th Jan 2016 at the Sheraton Hotel and Conference Center, Sydney Australia.

Entrepreneurship Promoters Inc. is a Not for Profit Organisation which has been providing vital information, inspiration and motivation to the citizens of Sydney to start and manage their own business. Every year we organize a conference where we invite entrepreneurs around the city to discuss some tips and tools that will promote or help their business.

This year our keynote speaker will be Mr John Marcus a 25 year old online entrepreneur who makes a profit of $40,000 every month. He will be speaking on the topic – Taking your business to the next level via online marketing.

During this year’s conference we would like to recognize you as one of the business owners that our budding entrepreneurs can interact with during the conference.

Kindly let us have your response by December 31st 2015 so that we can make further arrangements. We look forward to receiving a favorable consideration from you. We may also be contacted on phone at 111-111-3333.

Yours sincerely,

Jacob Yakov
Entrepreneurship Promoters Inc.

 Sample Invitation E-mail for Baby Shower

Sample Baby Shower Invitation Email

Inviting guests for a Baby Shower can either be formal or informal. If the shower is being planned for someone within an official context, you may want to have some formal invitation letters. In general however, a simple email may do the trick. The advantage of an email is that it is easier to coordinate the RSVPs.

There are many online electronic invitation cards or e-vites that can be used to invite your guests to a Baby Shower. I suggest that you use one of those. If however for some reason, you believe that your guests would prefer a personalized email then find a sample invitation email below.

Sunject: Surprise Baby Shower for Melissa & Luke Bowen

Dear Jane,

You are cordially invited to celebrate with our dear friends Melissa & Luke as they welcome there little bundle of joy into this world.

  •  Date: May 14th, 2011
  • Venue: Mike & Laurie’s Home, 7849 Mallory Lane, Pittsburg, NE. 22382
  • Time: 7pm

As you may already know, they are expecting a baby boy. Mellissa and Luke have registered at The Bay gift registry so you may choose to pick up a gift on their list. Simply( Click here – Please insert the link] and use the their last name Bowen to search.) If you choose not to for some reason, you may consider giving a cash gift or a gift card. Feel free to pick out other gifts for them as you wish.

This is a surprise for Melissa so I will ask that you do not mention it to her. The plan is to her her in by 7.45pm so please endeavor to come in latest 7.20pm. However please help forward this to Melissa’s friends that are not in this circle.

Our hosts have decided to provide some meal and all the materials needed for this party however it will still be pot luck. We ask that you bring some finger food with you. RSVP and confirm food you will bring latest next week Friday. You may reach me on my cell -517-435-4412 or by emails at

Thanks and have a nice week.



Sample Invitation Email to a Christmas Dinner at a Church

Christmas dinner Invitation Email

Inviting members of a church family via email does not really need to be formal. Sometimes a friendly email is all you need. For an invitation to dinner there are just a few components of the letter that are compulsory. You can always adapt the rest of the email to suit you need. For this letter to be formal, all you need to do is add the Formal Letter format and change the tone of the invitation.

Dear Joanna,

This Christmas, as we celebrate the birth of our Lord and Savior Jesus Christ, we will love to bring His love and hope to people around us by sharing the love of God with them. This means that there will be a service at Christ Hope Church at 11am on Christmas Morning, immediately after which dinner will be served.

Through this we hope to share fellowship and love with those that have no family members around and at the same time teach our little children the act of giving at Christmas. We will need your help as we organize reaching our neighborhood in order to invite them for this joyful event.

Together we can share the heart of God, give hope and feast with those that Jesus would love to feast with.

Yours sincerely

Sharon Smith

Sample Invitation Email for your child’s birthday party

Kid's Birthday Party Invitation Email

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, 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!

Subject: Invitation to Marianne’s 5th Year 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 5 on 28th Aug, 2017 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 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 Invitation Letter for Speaker at Employee Training Event

Here is a sample of a letter that an event organizer will send to a prospective speaker. In the scenario that follows, an employee training event has been organized and the organizers would want the speaker to simply present a speech to encourage the employees and make their work easier.

K Willer & Co.

344 Broad Street North

Buffalo, NY, USA 12409

September 2nd, 2012


Debbie Colon

Simple Accounting

Mariette, NY, USA 12980


Dear Debbie,

Invitation to Speak at Employee Training Event

 I will like to invite you as the key note speaker at our upcoming Employee Training Event. This is a quarterly event planned by the HR department  to inspire efficient work ethics and professionalism. This event will be held at the Buffalo Marriott Hotels on the 26th of November this year. The theme for this event is “Converting to IFSR with Ease”.

This will be a very helpful training for all of us. As the president of the fastest growing conversion company in the state of New York, you are the only authority that we can always bank for critical topics such as this. In addition, 4 of our employees were at your training at the beginning of the year and have been pressing to get you to come. For this event 70 employee are currently registered so you will have a very active audience.

We will be providing you with accommodation, transportation and feeding for this event. Kindly let us know what your rates are for such an engagement.

Kindly confirm that you will be able to speak with us in November. I could be reached by phone at 627-448-1234 or by email at

Our website is to give you more information about the event.


Frank Oliver




HR Dept & Head of Planning Committee



Guest Speaker Invitation Letter

Formal Invitation Letters for Guest Speakers, Keynote Speaker, Workshop speakers/facilitators can be quite a challenge to write if you have never written one.  Like every letter, an invitation letter usually reflects the personality and the values of the person or organization writing it.  A good guest speaker invitation letter should be easy to read, respectful and clear, with all the information your guest speaker needs to make a decision.

The sample guest speaker invitation letter below is for inviting a professor for an international Conference. The mood of the letter is serious and the letter is very formal.

Please use this sample guest invitation letter as a source of inspiration for you own letter. You can make your letter less formal or even more formal, as long as you keep all the information necessary for your invited speaker to decide whether to accept your invitation or not.

guest speaker at confrence

Sample Guest Speaker Invitation Letter

Dr. John Doe
Director of Research
Widget Algorithms
Concordia University
New York, NY 23456

 International Conference: Using Widgets in the next phase of Small Devices Integration

Dear Dr. Doe,

We are pleased to invite you to the “International International Conference: Using Widgets in the next phase of Small Devices Integration,” scheduled from 28-30 March 2016 in Washington DC. This Conference will be a joint effort of the University of Concordia and the University of Michigan.

The Vice Chancellor of the University of Michigan Dr Samuel Golden, will inaugurate the Conference and the President of Bell Industries is expected to address the Closing Ceremony.

The Conference deliberations will be on the following themes:

  • ƒ Using Widgets for whatever
  • ƒ Transforming widgets to whatever
  • ƒ Reusing Widgets

ƒThis Conference will examine research and development both locally and internationally. (this is where you let the speaker know what to expect)

It is an honor and privilege to invite you to participate in this Conference as Speaker for the Workshop on “Using widgets for whatever”. We believe that your contribution to this field is unparalleled and a workshop on this topic will be of great benefit.

We look forward to a positive confirmation, an honor for us indeed. Kindly RSVP by February 20, 2016 to the Conference Secretary, Ms. Mary Longe, at

Your Faithfully,

Dr Mark Loner
Conference Planning Chair
Dept of Electronics
Mark University, Michigan.

Sample Invitation Letter for a Guest Speaker to speak at an Annual Dinner

EMYL Group

123 Street West,  Lafayette, MI, USA 23123


April 21, 2016
Bob Harps
Harps Consulting
Indianapolis, IN, USA 12980

Dear Dr. Bob Harps,

Invitation to Speak at Annual Dinner

EMYL is a group of business minded youths living in the Lafayette area. Each of our members started their business below age 20 from which they make a living, having this in common we gather to help achieve our goals together.

Like partners, we track progress from business to business by following set structures that we have formed from reading good books. Your book titled “Get Set, Go!” is one of the books that we have used and many of our members saw tremendous progress while we were studying it.

Among other things on your website, I appreciate one of your goals that has to do with ‘helping younger people succeed’.  And in this regard I would like to formally invite you to be the main speaker at our annual year-end dinner. This is schedule for Saturday the 8th of December, 2016 at the Lafayette City Hall. I know that our members will be thrilled to have you in person.

Kindly confirm your acceptance for the date. However, if you are not available to speak for that day, we still have ample time to make some date changes to accommodate your availabilities. I could be reached by phone at 627-448-1234 or  by email at

Our website is to give you more information about the group.


Steve Harris

What are the basic components of an Invitation Letter for a Guest speaker?

All invitations should have these components no matter how you choose to format or arrange them. You language could be informal or formal. You could use email or a regular mail or a combination of both. Just make sure these basic components are included in the letter.

  • The name, date, and venue of the event
  • The theme or focus of the event
  • Why you think they would be a great speaker for your event
  • Why it would benefit them
  • How they can contact you

 Sample Invitation Letter for a Guest Speaker – Image

Here is an image to help you visualize how the printed copy of your invitation for a guest speaker should look like.

Invitation letter for a guest speaker

When and How to deliver a guest speaker invitation letter

Guest speakers play a major role in any event. As a result, it is important that the organizers of the event send out the guest invitation letter as early as possible. For popular speakers and celebrities you may need  up to 6months to two years.

Many speakers today will be happy to receive an email invitation. However it is advisable to send a hard copy of the invitation letter to the guest speaker. You may then choose to send a scanned or PDF copy of the letter to the speaker via email.

Some other sample guest speaker invitation letters


Photo by US Mission Geneva