How to Write a Letter Requesting Someone to Speak

Tell the person you want to come speak why he is ideal for the event.

When you need a speaker for an important event like a graduation or a fundraiser, or you want to bring an expert to lecture to a group of students or employees, you'll need to convince the person you have in mind to come speak. While there are many ways to ask the person, one of the most effective is to send a formal request in writing. When your write your intended speaker, make the letter both professional and enthusiastic. The more convincing your letter, the more likely the speaker will want to be part of your event.

Instructions

1. Follow business letter format. Use a standard block format, aligning all address, date and greetings to the left to ensure that your letter looks professional and appropriately formal.

2. Introduce yourself and your organization. Keep this section concise, yet provide enough information about your organization to give the speaker an idea of who you are and what your aim is. If your organization is philanthropic or educational in nature, highlight this point, as many individuals are more eager to help out non profit organizations.

3. Make your request. Clearly state exactly what you want the speaker to do. Avoid an overly broad request. For example, don't simply say, "We want you to speak." Instead, give some specifics as to what topics you want the individual to address.

4. Explain why you selected this speaker. Speak highly of the potential speaker, referencing her expertise in the field and how her knowledge and experience is important to the people who will be in the audience. Convincing her that her insights are needed and wanted will likely increase her eagerness to fulfill your request.

5. Provide details about the event at which you would like the speaker to speak. Give the location and date of the event, as well as the time at which you would like him to speak, so he can see if he has any scheduling conflicts with that day and time.

6. Set a date by which you require a response. Try to give the recipient ample time to make her decision, but keep the date far enough away from the event in question to ensure that you have time to find another speaker should this one not work out.

7. Include contact information. Give several contact methods, including telephone number, email and a physical address to ensure that this individual can easily contact you and give you his answer.

8. End with a polite close. Use "Sincerely" or "Yours truly" to end the letter formally and appropriately.

References

• Write Express: Request Letter
• ICSC: Speaker Request Letter