How to Formally Invite Speakers After Asking Them on the Phone

Business letters sent via postal service convey a sense of authority and formality.

It can be tough to build dependable contacts within the community, whether you are marketing a business, advertising for a charitable organization or just interested in meeting the movers and shakers in your area. After asking someone to participate in an event or discussion over the phone, send him a letter of invitation. This will convey all pertinent information with clarity and courtesy, and will clearly state the responsibilities of the speaker if he chooses to participate.

Things You'll Need

• Envelopes
• Printer
• Speaker's contact information
• Stamps

Instructions

1. Choose the correct letterhead. If you are writing on behalf of a business or organization, a custom letterhead should be used. This is a depiction of the company your are representing and adds weight to your request. If you are addressing a speaker for personal reasons, using a plain black and white letter will appear clean and cohesive.

2. Format your letter appropriately. Many word processors offer templates if you are unfamiliar with the correct formatting for a professional letter. In the top left, your name, address, phone number and email address should appear. Four spaces below your contact information, place the date. Another four spaces below the date, type the speaker's name address, phone and email. One space below the speaker's contact information, you may begin your letter. Keep in mind that this is one example of a business letter format. If your company, school or organization prefers a different format, use that.

3. Write a brief introductory paragraph. In this you should clearly explain the purpose of the event or discussion you would like the guest to attend. Also, describe the event's significance to you or your company. This is your chance to catch the person's interest and explain the benefits of attending the event.

4. Include a paragraph with the event details. It is very important that this is written in a clear and concise manner. You must give the date, time and any special instructions. If the speaker must provide his own equipment or other materials, state this clearly. Also, detail the things you or your company are willing to provide, such as refreshments.

5. Write a closing paragraph. Always thank the potential speaker for her time and consideration. If you require return correspondence, state how you wish to be contacted and give a deadline for the response. If the guest has participated in events with you or your company in the past, this is a good time to remind her of that. If not, a statement about your eagerness to work with her is a good way to end.

6. Close the letter. One space below your final sentence end with a statement of closing, such as sincerely or best regards. Four spaces below the closing, type your name and contact information if it differs from the company information at the top of the letter. After the letter has been printed, you will sign your name in the space between the closing remarks and your typed name.

7. Run a spelling and grammar check. After checking for errors, print and mail. If you are representing a company, print your envelope with the addresses and company logo. If this is a personal request, print the addresses on the front if you have access to a printer that will perform the task. This is more professional. If a contract or participation agreement is needed, enclose it behind the letter. This will provide the speaker will more information, such as cancellation policies.

   Add a stamp and mail.

Tips & Warnings

• Never address the guest by first name. All letters should begin with a salutation and the person's last name. For example: Dear Mr. Smith.

• Be thorough. Due to time constraints or other limitations, this may be the only correspondence you share with the speaker. Convey as much information as possible.

• If contacting someone on behalf of a company or organization, be sure your supervisor has approved the communication. Often a business has policies and standards regarding requesting outside participation or funding.

• Avoid casual phrases. Formality and courtesy will avoid confusing mistakes later.

References

• The Writing Center, University of North Carolina at Chapel Hill: Business Letters
• Abraham Baldwin Agricultural College: Business Etiquette in Correspondence
• University of Northern Iowa College of Business Administration: Standard Business Letter Format

Resources

• "Sharpen Your Business Letter Writing Skills"; Jennifer Rozines Roy and Sherri Mabry; 2011