Inviting a guest speaker to your event can be a fantastic way to add credibility, expertise, and excitement. But how do you write a compelling invitation that stands out and convinces them to accept? Fear not! In this blog, we’ll show you a guest speaker invitation letter sample, plus some tips if you want to write your own.
Key Points
First Impressions Matter
Before diving into specifics, remember that first impressions matter. In writing a guest speaker invitation letter, use a professional letterhead or email format, and address the speaker by their appropriate title (Dr., Mr., Ms., etc.).
In some cases, you may use Sir and/or Madam, but addressing them by their title and surname would sound so much better.
A personalized greeting mentioning something you admire about their work adds a nice touch.
Examples:
- Dear Dr. Cruz
- Dear Atty. Smith
Introduce Yourself and Your Event
Briefly introduce yourself, your organization, and the event. Explain what the event is about, its target audience, and the overall objective. This helps the speaker understand the context and see how their participation aligns with the event’s goals.
The Invitation
Now comes the heart of your letter: the guest speaker invitation itself. Express your genuine interest in having them speak at your event. Highlight their expertise and how their specific knowledge or experience would benefit your audience. Briefly mention the topic you envision for their talk, but also be open to their suggestions.
Logistics and Next Steps
Outline essential details like the date, time, and location of the event. Briefly mention any logistical information, such as travel arrangements or honorarium (if offered). Conclude by expressing your hope they can attend and requesting a response by a specific date. Setting the response date will help you look for another potential guest speaker if in case the one you invited declines.
Guest Speaker Invitation Letter Sample
Assuming you are inviting someone to your school’s graduation ceremony, here’s a sample letter for guest speaker invitation you can use.
[Date]
[School Name]
[Your School’s Address]
[School Contact Information]
[SPEAKER NAME]
[Speaker Title]
[The Speaker’s Organization]
[Speaker Address]
Madam:
Greetings of peace and wellness to you!
It is with great pleasure that we invite you to be our Guest Speaker at the 7th Senior High School Graduation Rites of ABC School, with the theme Gradweyt ng K to 12: Hinubog ng Matatag na Edukasyon (K to 12 Graduates: Molded through a Resilient Educational Foundation). The ceremony will be held on June 29, 2024, Friday, 2:00 PM at the school’s quadrangle.
We are elated to have you join us as we celebrate the achievements of our graduating seniors. As you know, this is an exciting time for our students and faculty members. They have worked incredibly hard all year long, and they deserve to celebrate their accomplishments. We believe that having a speaker like you will help them feel recognized, appreciated, and inspired by their peers who are going on to college or pursue other careers in the next months to come.
We would be honored if you could accept our invitation and join us as our guest speaker at this event.
Please let us know your availability by [Response Date]. We are eager to hear your thoughts and discuss the details further.
Thank you again for considering our invitation, and we look forward to hearing from you soon!
Sincerely,
[YOUR NAME]
[Your Title]
Some Things to Remember
Remember to personalize this template by adding specific details relevant to your situation, such as:
- The specific grade level. If it’s an elementary graduation, you can simply say “graduating students” instead of “graduating seniors.”
- The date, time, and location of the event.
- The name of the teacher-in-charge and their preferred contact information.
- You may also want to add your school logo and school details at the top instead of using it as an inside address.
Additional Tips
- Proofread your letter carefully before submitting it. Use Grammarly or other free tools available online. If you are using Microsoft Word, you can use the embedded Spell Checker, too.
- Consider delivering the letter personally.
Check out our other templates here.