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.
Before you write your letter!
SAMPLE EMAIL OR LETTER (TO GUEST SPEAKER)
EMAIL TITLE -RE- GUEST SPEAKER INVITATION
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]