How to Write an Invitation Letter to Be a Chief Guest at a Function

Attending a party can be more chore than pleasure for busy people.

Inviting someone to be the guest of honor at a function seems like an easy task; after all, who wouldn't want to be honored at an event? Academics, politicians and prominent business people are often invited to functions in this capacity. Such people come to an event as a favor to the hosting organization. Therefore, when you write the letter you must keep the tone positive and use persuasion to convince the honoree to come to the event.

Instructions

1. Load the printer with your organization's letterhead, if you have one. The honoree needs to know that the invitation is coming from a legitimate organization, especially is he wasn't aware of your organization before.

2. Type the date and skip a line space. Type the recipient's name, organization name and address on separate lines. Skip another line space.

3. Create the salutation by typing "Dear Dr./Mr./Ms. (Last name)" followed by a colon and skip another line space.

4. Start the first paragraph by complimenting the recipient on his work. Explain how he and his work have come to the attention of your organization and tell him about your organization. Be complementary but not effusive or the recipient might feel that you are being insincere.

5. Invite the honoree to the event. Explain precisely what the event is, what happens at the event and how formal the event is. Play up the event and sell it to him as not only something he would enjoy, but as a function that could get him publicity or positive exposure.

6. Set the expectations for the guest's role. If he would have to give a speech or perform a ribbon-cutting for a new building, he needs to know that. Tell him what he will be paid. If you are paying his travel expenses or giving him an honorarium for the event, you should mention the amount of the honorarium, as well as the accommodations that you will offer for him such as hotel and incidental fees.

7. Tell the recipient how the event will help your organization, if applicable. If the proceeds of the event will benefit a charity or fund some special program run by your organization, let him know.

8. Thank the letter recipient for his time and give him a date by which you need a reply. Provide your personal contact information, such as your telephone number and e-mail, in case he has any questions.

9. Mail the letter and wait for a response. If you do not hear back by the deadline that you posted in the letter, call him and inquire about his intentions.

Tips & Warnings

• Always maintain a positive tone in the invitation, even if you believe that the recipient will decline. If you show insecurity, the recipient might question the importance of the event.

References

• Write Express: Invitation Letters
• Purdue Online Writing Center: Writing the Basic Business Letter

Resources

• Read this Article in Spanish