When an organizer wants to invite a special person i.e. a scientist or a scholar to an event i.e. graduation ceremony, they are required to inform the guests prior to the actual event so that they can organize their schedule. The letter that is sent to the guests or the guest speaker for inviting them to an event i.e. conference is known as the invitation letter for guest speaker. With this letter, the organizer and the guest can understand the basic terms and guidelines of the event. As an organizer, if you want to invite a guest speaker in your event, you should send the invitation letter at least 6 months prior to the actual event date. This time is very important because most of the speaker i.e. scholars and scientists usually have full calendar so it is better to inform them and invite them months before the event.
Brief Description of Invitation Letter for Guest Speaker:
You might think that the invitation letter for guest speaker is very complicated and it is not possible for everyone to write such a letter but in reality, this is just a simple letter. You may think of the guest speaker as something else but they are human too. You don’t need to do any extra effort with the invitation letter but just keep it simple and include the details that are vital for the guest speaker to know. For example, you need to mention the date of the event where you want the guest to give a speech, the venue of the event and expected duration of the event. You can either ask the guest to speak about his profession or accomplishments or you can also give him a specific guideline to talk in the speech but this happens very rarely and most of the guest speakers are given the choice to talk about whatever they want.
Sample Invitation Letter for Guest Speaker
Dr. Frank William
Supervisor of research
NY 87493, United States of America
Date: 08 July 2015
Subject: Invitation for speaking in the environmental conference
Dear Dr. William,
First of all, congratulations on your 5th book on environmental sciences and I must say that it’s a remarkable piece of effort and research. Please accept my gratitude for your efforts for the humanity and now, jumping to the key purpose of writing this letter, I want to officially invite you to the international conference of environmental studies in Barcelona on 25 August 2015. This is an international conference where the representatives from around the world will be present in the conference and discuss different aspects of present and future environment of planet earth. Along with other members and organizers of the conference, I would really appreciate if you can take some time out of your busy schedule and talk to the participants of the conference. I personally think that getting to know your personal reviews and understanding your research with your own words will be an outstanding benefit of this conference. I hope to hear from your very soon.
Head of research program