Category Archives: Special Events

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


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.



Sample Letter to Invite the Mayor to speak at an event

Inviting the mayor or any other dignitary to your event is important on two fronts. It helps you announce to the Mayor’s office that you are doing something and if the Mayor is able to attend or sends a representative, it give your event more credibility (depending on the popularity of the mayor) at least in some quarters. How does one go about writing an invitation letter to a Mayor. You simply follow the same format for writing any formal letter. However, you must remember to address the Mayor or any other dignitary properly.  It is also important to print the letter on your organization’s letter head paper or design a simple one and print on quality paper.


Here is a sample letter of invitation written to invite a Mayor to Speak at an event.

[Use the Letter Head Paper of the Club]

The Young Engineers Club of Queens University

Address of the Club, Website,

12th January 2013


Dear Honorable Mayor John Smith
The Office of the Mayor
City Hall
Address of the Mayor



The Young Engineers Club of Queens University, cordially invites you to speak at the closing ceremony of our 3 days Love your Neighbor initiative at the K-Rock Center at 10am, Saturday the 12th of June 2013.

For 3 days The Young Engineers Club of Queen University Kingston will be serving the people of the Kingston Community by helping those with various kinds of needs. Last year we help 30 seniors and 5 widows to do various menial jobs such as cleaning their windows, mowing the lawn, moving of furniture, arranging the garage and just keeping them company. In addition to this, we removed graffiti from some major public buildings such as the XYZ School.

The event will feature the Rockies music band, and a few speeches from the president of the University and some of the people that the event has touched. We have invited many of the businesses in the city and we look forward to hearing from you our honorable Mayor.

The Young Engineers Club of Queens University was started by Dr Steven King in 1949 and has been going strong since then. The Love Your Neighbor initiative started last year. It was a great success and we are sure this year’s event will have a similar response judging from the numbers of volunteers that have registered.

To confirm your attendance or for further details please contact me at 613-555-5555 or via email at

Thank you for your consideration

Yours sincerely,

Insert Signatures here
Betty Jugo                                                                                                           Sam Mani

President                                                                                                            Secretary