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, firstname.lastname@example.org
12th January 2013
Dear Honorable Mayor John Smith
The Office of the Mayor
Address of the Mayor
INVITATION TO SPEAK AT THE CLOSING CEREMONY OF LOVE YOUR NEIGHBOR INITIATIVE
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 email@example.com
Thank you for your consideration
Insert Signatures here
Betty Jugo Sam Mani