Guidelines : Extended Invitation to Special Company Event

Extending Invitations to Special Company Events

Guidelines and Alternate Phrases

• Show your enthusiasm about the event. Avoid a “business-as-usual” tone.
• Extend the invitation, including date, time, and place.
• We would like to invite you to….
• Please be our guest….
• We are eagerly awaiting your answer–would you be able to join us at…?
• You are cordially invited to….
• May we count on you to join us…?
• You are the center of our attention. As such, we want you to show up next….
• Include all the necessary details: the appropriate attire, any fee, an expected gift, and so forth.
• Please feel free to come casually dressed.
• This black-tie event will include….
• Regular business attire will be the order of the day.
• The complimentary meal will be provided by….
• A small admission charge of $35 will cover the price of dinner, two drinks, and games for the children.
• Mention the purpose of the event: a farewell, an award, an appreciation dinner, opportunities for networking among customers, or such.
• Our purpose in gathering is to allow you the opportunity to meet with other subcontractors who may want to share their experience and mutual leads.
• This dinner will give us a chance to express our appreciation to Joe Barnes as he leaves Tulsa.
• This resort holiday allows us to express to you, our client, how much we appreciate your business month after month.
• State whether another representative (associate, spouse, or another guest) is invited to attend if the reader cannot be present.
• Please feel free to send a colleague if you yourself can’t attend.
• We are limiting this event to one guest from each department.
• If you cannot attend, please ask a colleague who you think can share your views on the subject.
• We hope all CEOs from the invited organizations can attend personally because we feel that other designated representatives would not have the insights we hope to garner at this event.
• Ask for a response to a designated person by a certain date; if no response is necessary, say so.
• Please call Linda Laughton by May 9 to reserve your table.
• Please let Madge Mayfield know by May 9 if you plan to attend.
• We must have your answer by May 9 to make all the necessary arrangements.
• An RSVP to Dana Letterman at ext. 2895 would be appreciated, but is not required.

Example 1: Extended special event invitation letter

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Mr. Fitzmeyer:

We are having a reunion, and we want you to come! We’ll all gather on Friday, April 5, at the Dunnway Center at 11:30 a.m. to hear Dr. Clarence Carver, past president of the Center, as featured speaker.

Then we invite you to stay for an informal barbeque lunch and network with fellow staffers and alumni who share the same vision and purpose. Just as this center has been important in molding your past, the reunion and fundraiser can now guide and shape today’s students for their successful career and the world’s future.

The $25 ticket price buys a delicious lunch, two hours’ worth of story-swapping, and endless possibilities for new friends. Quite a bargain to our way of thinking.

We look forward to seeing you. Please complete the enclosed response form and return it to us by May 31.

Cordially,

Example 2: Extended special event invitation letter

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Mr. Waterhouse:

We are pleased to invite you and a guest to join us, along with other customers, for an unforgettable dinner cruise on June 6 at the national convention in San Francisco.

Imagine this: Our limousine driver will call for you at 5:30 p.m. at your hotel lobby. After being chauffeured from your hotel to the marina, you will board the 120-foot yacht, Princess Daisy, and sail away on our sunset dinner cruise while enjoying your favorite drink and listening to a live band, the Barrett Beach Boys. You will feast until your heart’s content at our buffet of smoked salmon and then dance or just relax as you watch the sun slip past the horizon. When we dock at 10:30 p.m., you will be chauffeured back to your hotel.

We hope you’ll be able to join us for this special evening so we can express to you our appreciation for the confidence you’ve shown in us by buying our products and services this year. Would you please phone coordinator Lila Tubesctco at 806-389-0091 to let us know if you can sail with us?

Sincerely,

P.S. Dress is casual.

Guidelines : Extended Invitation to Speak

Extending Invitations to Speak

Guidelines and Alternate Phrases

• Invite the person to speak at a specific event, giving the time, place, and purpose of the event.
• Your name has come to us as one who has extensive experience in managing accounts for retirement investment. We’d like to invite you to address our monthly meeting of senior citizens at Bondale Resort Center on April 5. The topic will be “Investing Opportunities Without the Trouble.” We’ll serve lunch at noon and then ask you to speak from 1:00 p.m. to 1:30 p.m., followed by a 15-minute question-answer session.
• Your presentation will kick off the “roast” we have planned for Hank Marshall, who will be retiring January 14.
• On August 28 at a regional managers’ meeting, we’d like you to give an hour’s overview of the new InfoMart concept and marketing campaign. If you can help us out, your presentation will begin at 4:00 p.m.
• Give details about the audience and entire program so the speaker can make his or her comments appropriate to the group: Are there other speakers covering similar topics? Will there be a question-answer period? Can you duplicate the speaker’s handout materials? What is the time limit?
• You will be one of six speakers covering the following aspects of a good marketing campaign.
• In past years, we have had speakers to cover…. This year, we are wanting a complete change of pace. We’d like you to address the issues relating to….
• The audience is basically looking for practical “how-tos” rather than theory.
• We expect a large audience of around 200, so small-group interaction might be difficult.
• Please provide a handout covering your key points as back-on-the-job reference material for our supervisors. May we also suggest a biography from you? We’ll be happy to duplicate any materials for you.
• Be clear about any honorarium, fee, or travel expenses involved. If you offer no payment, point out any other benefits the speaker may value: publicity, follow-up business contacts, or an opportunity to sell products such as books or audiocassettes.
• Because our organization is a non-profit group, we have no budget for an honorarium. We will, however, be happy to reimburse you for all of your travel expenses.
• We encourage you to bring along any books or audiocassettes our attendees may want to purchase. We’ll be happy to have a table set up for that purpose and someone to help with the sales of such items.
• Although we wish we could offer a fee for your presentation, we simply cannot. We are hoping, however, you will find sufficient interest among the attendees for follow-up business that the meeting will be well worth your time.
• We can offer you an honorarium of $500 for the evening’s talk.
• Can you tell us what your fee for such a presentation is?
• Request a reply by a certain date.
• We will appreciate your response by January 4.
• If you must disappoint us by not accepting our invitation, we will need your answer by January 4 in order to make alternate plans.
• Would you please let us have your answer by January 4?
• Please call us by January 4 if you will be able to address the group.
• Express eager anticipation of the reader’s acceptance.
• We are hoping you can work us into your busy schedule.
• We will look forward to hearing from you.
• Our audience will be so delighted to know you can accept the invitation.
• We’ve heard what a dynamic speaker you are and eagerly await your “yes.”
• Please let us know whether we can count on you to make this our most successful program to date.

Example 1: Sample letter for Invitation to speaker

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Mr. Hartz:

We are hoping you can help make our upcoming June 6 International Community Dinner a great success. We’d like to ask you to address our distinguished group, including well-known political figures in both state and federal government and high-ranking executives from major corporations around the state.

Specifically, we want you to address the international monetary situation, zeroing in on the roles that politics and economics play. We will have one other speaker, Vernon Allen, founder and chairman of American Surety Corporation. Mr. Allen epitomizes, just as you do, the ideals of business success and public responsibility on which our annual service award has been based.

In short, we want the evening to be both enlightening and enjoyable. Your speech, I’m sure, will accomplish both purposes.

We expect about 90 guests to join us for a cocktail reception at 6:30 p.m. in the Princess Room of the Republic Hotel. Dinner will be served at 7:30 p.m. Your speech will begin at 8:30 p.m. Mr. Allen will speak at 9:15 p.m. Then we will ask you both to make yourselves available for a brief question-answer session with the audience. We hope to conclude the evening by 10:30 p.m.

Because of the importance of the international business meeting, we hope your own company can underwrite the cost of your time and travel to the meeting. If that is not possible, please let us know.

If you need any special room arrangement or equipment for your presentation, we will be happy to take care of those details for you.

We will be delighted if you can give us an answer by March 31.

We know our audience will be eager to hear your views and hope you–and any of your associates who wish to join you for the evening–can take away important ideas for your own future business efforts.

Sincerely,

Example 2: Extended invitation to speak samples

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Sharon,

Just a brief note to ask if you would consider presenting a one-hour workshop on “How to Get Your Ideas Published” at our October 12 management meeting. Max Smith heard you speak at the University of Houston’s Southwest Writers Conference and said you gave at least two days’ worth of valuable information in your 30-minute slot.

Our audience, however, will be quite different from those attending that conference; they will be PR professionals who routinely publish trade journal articles. They’re hoping you can give them help in placing articles in popular magazines.

As always, we have a whopping big budget of $75. Would you give us a cheap thrill anyway? We need an answer by September 1. If you can’t accommodate us, we’ll have to go for second best. Thanks. I’ll be eager for a “yes.”

Regards,

Example 3: Letter to speaker for invitation

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Ms. Sweeten:

Your name has come to us as one who has extensive experience in managing accounts for retirement investment. We would like to invite you to address our monthly meeting of senior citizens at Bondale Resort Center on April 5. The topic will be “Investing Opportunities Without the Trouble.”

We’ll serve lunch sharply at noon and then ask you to speak from 1:00 p.m. to 1:30 p.m., followed by a 15-minute question-answer session.

The audience will be people with diverse past work experience and financial management know-how. As you can imagine, some have sizable assets to invest; others do not. But we do think it will be worth your time in future “prospecting” to have these senior citizens become acquainted with you and your firm. I also suggest you bring business cards for those who will want to pass on your name to family members taking care of their finances.

If you can accept our invitation, please let us hear from you by the week of February 6. Should you like to speak to our group but simply find the date inconvenient, let us know so perhaps we can arrange to schedule your talk at a later monthly meeting. We will be delighted to receive a “yes.”

Sincerely,

Example 4: Extended Invitation to Speak

Memorandum

TO:

FROM:

DATE:

SUBJECT: Invitation to Speak at the May 14 Computer Walk-through

Would you schedule us a favor? We’d like you to make a presentation at our May 14 Computer Walk-through in the computer room, 10th floor. Your one-hour (8:00 a.m.-9:00 a.m.) talk on basic computer terminology, capabilities, and limitations will provide background for the remainder of the day’s activities.

If you would agree to conduct the presentation, please phone me by Thursday, April 22.

If you agree to speak, your audience will be primarily the 25 field operators assigned to our Omaha branches. The room will be adequate for seating and will allow “milling around” to examine the equipment. Any visuals you may want to use will need to be projected large enough to be seen from a distance of 40 feet. Also, we’d like you to allow about 15 minutes at the end of your talk for audience questions. After your presentation, Bill Waddel and Tim Johnson will be leading the group through the area; please feel free to contact them about any “groundwork” they’d like you to lay.

You are welcome to come early at 7:30 a.m. to have coffee and donuts with the group during their get-acquainted period and to stay after your presentation and join other activities.

Should you need any help in setup arrangements or in reserving audiovisual equipment, contact my assistant, Muriel Brown, at ext. 550. In my absence, Muriel will also be glad to answer questions about the content expectations, format, and/or audience.

Guidelines : Extended Invitation to Event

Extending Invitations to Events

Guidelines and Alternate Phrases

• Extend the invitation, giving the date, time, and place and mentioning other attendees.
• We hope you can join E. Patrick Smith and a number of Austin’s business leaders for a networking breakfast at 7:00 a.m., June 6. We want to exchange views on the new economic turns in the oil-and-gas industry.
• We want to extend a most cordial invitation to you and your spouse to meet with our board of directors on November 15, at 9:00 a.m., at the Anatole.
• Will you join us and your other area insurance agents for an informal cocktail hour and dinner on July 7?
• Will you please be my guest for lunch at noon on Monday, May 5, at the Frazier Club at 12556 Madison Avenue? I’ve also invited….
• We are reserving a seat for you at our upcoming dinner, May 15, 7:00 p.m., at the Radison Square.
• We are pleased to invite you to join us….
• May we take this opportunity to invite you to….
• We ask you be our guest on May 5 for a luncheon honoring….
• Tell why the event is taking place: to introduce some person, product, or service; to honor someone on a specific occasion; to celebrate a special anniversary date; to provide network opportunities.
• The principal purpose of this reception is to introduce the services we now offer.
• It will be an informal cocktail buffet honoring our city officials and a special group of supporters of the Houston Symphony.
• This informal get-together will give you an opportunity to hear Bob Maxwell’s comments on the legislative climate for issues such as the domestic program, the federal budget, and welfare reform. These are all matters he is eminently qualified to discuss and in which he will be very active in his congressional activities.
• Please be assured there is no fund-raising hidden in the agenda for this meeting. The purpose is simply to express appreciation to the business leaders who have supported us this year.
• Mention whether a gift is expected at anniversaries, retirement dinners, or farewell galas.
• State the appropriate dress if that isn’t apparent by the rest of the invitation.
• Please note this is a black-tie event.
• Please dress comfortably; our speaker will be asking us to participate in stress-reducing exercises that may require moving around a bit.
• This is a very informal get-together. No gifts are expected.
• State whether you want to extend the invitation to a colleague or spouse if the reader is unable to attend.
• Because we hope you will personally attend, we ask you not send a representative.
• We are hoping you yourself can attend, but if you are unable to do so, feel free to send another associate whom you think will be able to bring back ideas to your company.
• Spouses or guests are cordially invited.
• If you are unable to accept, an alternate officer will be most welcome.
• Mention any fee for the event.
• If you can accept, the $20 fee is due by August 4.
• Of course, there is no charge for this event.
• Parking in the Skybird Plaza across the street will be complimentary for the evening.
• We welcome you to be our guest for the evening.
• Ask for a response by a certain date.
• We look forward to hearing from you by May 5 if you can attend.
• We are eager to add your name to our guest list. Will you let us know by May 5 if you can attend?
• Please let us hear from you by May 5. We hope you can attend.
• Be as formal or informal as your relationship to the reader dictates.

Example 1: Sample letter for invitation for event

Memorandum

TO: Vincent

FROM:

DATE:

SUBJECT: Lunch Invitation

Would you be free for lunch on Tuesday, August 14? I’ll be touring your building that day and would like for you to be my guest at Regi’s Palazzio. Since reservations are sometimes a problem there, please let me know by this Friday if you can make it.

If the date is convenient for you, I plan to ask Jim Andrews to join us also. I’d really like for us to seriously consider “pitching” our reorganizational ideas to the right “powers that be.”

Looking forward to hearing from you.

Example 2: Letter for invitation for event

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Mr. Tunnel:

You are cordially invited to attend a small meeting and luncheon on April 2 to meet His Excellency Ambassador Michael Wo from Taiwan. The Ambassador’s first visit to the country is being cosponsored by the international division of the Pullman Club and by Mitchell Associates.

The Ambassador has asked me to arrange a luncheon at which he could meet you and a dozen other leading Miami business people. In addition to meeting the business leaders and seeing the city firsthand, the Ambassador’s purpose is to explain the economic situation in Taiwan and to discuss possible areas of foreign investment.

We are confident the Ambassador will leave Miami favorably impressed. As Taiwan is becoming increasingly important to our community, I hope you will be present or will be represented by another senior member of your organization.

We’ll appreciate your reply by March 2. Because I will be out of town for most of the next month, please direct any questions you may have to Vice President Howard Hunt (123-4567). We would also be happy to relay any suggestions you may have for the Ambassador to include in his discussions.

Sincerely,

Example 3: Invitation letters

Memorandum

TO:

FROM:

DATE:

SUBJECT: Invitation to July BDS Program

You are invited to attend our July 8, 19–, BDS luncheon and program entitled “Tour Security” to be presented aboard the tour ship Manhattan.

You must make reservations by calling Sharon Rynn at extension 236 by Thursday, July 3. Those who have reservations but do not cancel by 4:00 p.m. July 3 will be billed for the luncheon. Reservations will be limited, so please call early.

Lunch ($7 per person, payable at the meeting) will begin at 11:30 a.m., followed by a brief discussion of chapter business and then a tour of the ship with presentations from three members of the security staff. The tour and presentations should be concluded by 2:00 p.m.; however, those of you who are interested may remain for the short question-and-answer period.

A map/information sheet is attached for your convenience in finding the tour ship’s location. We look forward to seeing you at this unique and informative July program.

Example 4: Event invitaion letters

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Fellow Club Member:

Three senior editors from Herald Business Journal will serve on a panel at a special luncheon, November 12, at noon in the Georgia Room of the Westin Oaks. We’d like you to join us.

These editors will be giving their views on the post-election economy, the business outlook, the fate of wage-price controls, and tax reform.

The price of the luncheon for members is $16; guests, $20. I’ll look forward to seeing you there.

Sincerely,

Example 5: Company invitation letters

Memorandum

TO:

FROM:

DATE:

SUBJECT: Service-Awards Dinner Invitation

On Thursday, June 6, there will be a service-awards dinner at the Ryan Country Club, 21234 Laneview Drive. One of your staff, Barbara Novak, will be honored this year on her 10th anniversary with the company.

Please let me know if you can be present to make the award to Ms. Novak. We’ll need your reservation, and those of others in your department who would like to attend, by Tuesday, June 4.

Example 6: Event letter

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Jack:

In March, Harold Wilson will be retiring from the bank. Would you believe at his own retirement dinner, February 22, we are asking him to give us his views on the new directions in banking?

Sylvia and I have reserved a table for the occasion and will be very pleased if you and Marge can join us and our other guests that evening. We’ll meet in the building lobby at 6:00 p.m. for cocktails before we go next door to attend the dinner at Shephard’s.

If you can be with us, please write or phone by February 3. We’re looking forward to visiting with you again.

Sincerely,

Guidelines : Declining Invitation to Speak

Declining Invitations to Speak

Guidelines and Alternate Phrases

• Express appreciation for the invitation.
• Thank you so much for thinking of me in choosing a speaker for your upcoming May 2 luncheon.
• I was delighted to get your invitation to address the group on May 2.
• Your invitation to speak to the ECCO Council on May 2 was a flattering surprise. Your programs are always so outstanding I’ve taken the invitation as quite a compliment.
• I was pleased to receive your letter asking me to address the ECCO Council on May 2.
• Thank you for your confidence in asking me to address your group on May 2.
• Express regret that you must decline. Your regret sounds more sincere if you can give a specific explanation of what prevents your acceptance.
• Although I’d love the opportunity to speak to your group, I don’t feel adequately knowledgeable on the subject you have in mind. My previous experience has been limited to….
• Unfortunately, I have a meeting in London that day, and, because so many people are involved, I simply cannot change it.
• I have had an out-of-town seminar scheduled for quite some time and will be traveling on the day of your dinner meeting.
• Unfortunately, I have a previous commitment with a client on that day and simply cannot rearrange my schedule at this time.
• Refer the organization to another expert if you think that is appropriate.
• If you have no one else in mind to address that topic, give me a call and perhaps I’ll be able to suggest a colleague who could speak knowledgeably on the subject.
• I suggest you call Harry Smith, whom I’ve heard on several occasions. He is a dynamic speaker who can tackle even the toughest questions from your most experienced attendees.
• Wish success for the event.
• You have my very best wishes for a successful meeting.
• Best of luck to you in finalizing your program.
• I know the program will be outstanding.
• I’ll be eager to hear from those who have the opportunity to attend. The programs seem to get better every year.
• I hope the dinner meets all your expectations.
• With such attention to detail, I’m sure you’ll have a fine program.
• My best wishes in lining up the additional speakers for the regional meeting.

Example 1: Example of declining invitation to speak

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Mr. Shotwell:

Your invitation to address the Economic Development Council was very flattering. I would very much like to speak to the group; unfortunately, however, I am program chairman for a CPA association meeting in Nashville the night of May 5. I’ve checked my meeting and travel schedule, and there’s simply no way I can make it back to Denver by noon on May 6.

I have an alternate suggestion you may want to consider. Fred Hanke, our senior vice president, could make an excellent presentation on the same subject; you can reach him at 123-3456.

Thank you again for the invitation. Best wishes for an informative meeting.

Sincerely,

Example 2: Declining invitation to speak

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Hughes:

Thank you for your invitation to speak at your upcoming public works conference on November 8. I am sorry, but I must decline. I have a board meeting that day, and given the critical nature of our agenda, I am afraid I would not make it to the Regency.

If you have not yet considered an alternative speaker, I would suggest you give Elizabeth Forestall a call. She is extremely well-versed in matters of public works legalities—my firm has used her as an independent consultant on a number of occasions. Moreover, I know from first-hand experience that she gives thought provoking, factually accurate presentations. Her number is 583-7952.

I wish you well on your conference, and regret that I cannot be a part of it.

Sincerely,

Example 3: Letter declining invitation

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Frost:

I have just received your invitation to be keynote speaker at the upcoming Amateur Oceanographers Conference. You know how much I love to speak about abyssal exploration, its possibilities and ramifications. I’m sure, then, you will understand how disappointed I am to have to decline your invitation.

I am scheduled to begin a six-week long research project on behalf of Woods Hole and the military, and we depart on the same day you wanted me to speak.

All the best with your conference. I recall being told you planned to videotape the sessions this year. If so, I would like to order one. If I can’t participate in the conference, I can at least watch it!

Regards,

Example 4: Declining an invitation

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Letterman:

Thank you for your invitation to do three interactive sessions on desktop publishing at your October 3 training conference. As much as I enjoy teaching people how to use such programs, I am afraid I must decline. My daughter is getting married that weekend, and is expecting me to walk her down the aisle!

Bruce Kerr is an associate of mine, and he frequently teaches such classes. You may want to get in touch with him. I’m not sure of his home number but I do know he works in the computing division at CitiCorp. He is a true professional, and your students would no doubt learn a lot from him.

Good luck with your conference!

Cordially,

Example 5: Letter to decline invitation

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Esteban:

I was so pleased to be asked to speak on breaking into publishing at your upcoming Writer’s Conference. Unfortunately, I will be in Missoula, Montana that weekend, on a book tour.

I’m sure you know how much I respect your organization and the work it does. I want you to know I would be happy to speak another time, at a monthly meeting, or a non-fiction seminar, or whenever you feel it would be appropriate.

I wish you the best of luck with your conference.

Yours Truly,

Guidelines : Declining Invitation to Event

Declining Invitations to Events

Guidelines and Alternate Phrases

• Express appreciation for the invitation.
• I was pleased and honored to be invited to the ground-breaking ceremony for the George R. Brown Convention Center on March 1.
• While I would be delighted to participate in the gala honoring Charles Laufton as Poet of the Year, I will not be in the city on March 1.
• Thank you for including me on your guest list for the upcoming dinner with Bob Mattock.
• I’m flattered you have asked me to attend the luncheon with you and your distinguished guests.
• Express regret that you must decline. Your regret sounds more sincere if you can give a specific explanation of what prevents your acceptance.
• Unfortunately, the mail delayed my invitation, and it did not arrive until two days ago. There is no possible way I can rearrange my schedule at this time. I’m very sorry I’ll have to miss the meeting.
• I regret I’ll be out of the city, meeting with a client, on March 6.
• March 6 is our wedding anniversary, and we have made special plans to go away for a long weekend. Please accept our regrets this time.
• I’ve just now dug to the bottom of my stack of mail and found your invitation for the reception. As you know, I spend a great deal of my time on the road, and March 8 is the day I return from my next jaunt. Will you please forgive me for getting so far behind as to have to miss this luncheon?
• I am sorry to find I have a meeting of my professional organization on March 8, one at which I have consented to introduce the keynote speaker. Please accept my apologies for having to miss your luncheon.
• Due to both scheduling and budgetary constraints, we will not be able to attend the SHARE meeting this year. We’re sorry.
• Your invitation reached me here in Houston. We have moved our headquarters from New York and are no longer in the city.
• Wish success for the event.
• My best regards for the dinner and discussions.
• I do hope the meeting turns out to be profitable for all concerned.
• Thank you for thinking of me and best wishes for an enjoyable and successful evening.
• Let us know how the evening turns out.
• We hope to be able to attend next time. Best wishes on this one.
• I know the event will be both informative and fun.
• I know the other attendees will find this to be a very worthwhile conference.

Example 1: Example of declining invitation to event

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Mr. Henry:

I deeply regret I am unable to accept your kind invitation to meet you and your associate for the reception honoring William Tow. I will be in New York on August 8

If it is possible I would like Senior Vice President Faye Forsythe to represent me at this reception.

Best wishes with the reception.

Sincerely,

Example 2: Declining invitation

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Max:

It is disappointing for me to check the regrets box on your invitation to the Foxbotha dinner, but I am committed to be in Europe for the week of August 9. Having sampled your hospitality on other occasions, I know the dinner will be an event to be remembered.

Please accept my best wishes.

Sincerely,

Example 3: Declining Invitation to Event

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Mr. Harkrider:

Thank you very much for inviting Mrs. Ledbetter and me to attend the Union-Houghton dinner on August 8. We would like very much to be your guests, but unfortunately we have other plans.

Shall we make it another time?

Sincerely,

Example 4: Letter to decline invitation

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Ms. Golightly:

Thank you for the recent invitation. I’m sorry I will not be able to attend the reception honoring the board of directors in your new office building. I have another meeting in Canton, which has been scheduled for several weeks.

I have watched your building go up from the start and hope you will give me another opportunity in the future to visit with you and get a closer look.

Sincerely,

Example 5: Letter declining invitation

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Margaret,

Thank you for your telephone invitation about the Houghton Grand Ball on March 8. I apologize for taking so long to respond; I’ve been trying to work out my schedule. But unfortunately, as it’s turning out, there is simply no way I can be in Washington at that time.

I hope you’ll give me another opportunity to join you in the coming year.

Best personal regards,

Guidelines : Accepting Invitation to Speak

Accepting Invitations to Speak

Guidelines and Alternate Phrases

• Express appreciation for the invitation and pleasure at being able to accept.
• Confirm date, time, place, and subject.
• Mention your need of any special equipment, materials, or room arrangement.
• Ask any special questions about the audience.
• Has this subject ever been addressed before your audience?
• Do you have in mind a how-to approach or a theory-based presentation?
• Will the audience be willing to participate in small-group critique exercises?
• What is the range of investment experience of those in your group?
• What is the educational background of those who will be attending the session?
• Do you think the topic will be of more personal or business interest to your attendees?
• Confirm travel arrangements.

Example 1: Sample letter for accepting invitation to speak

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Steve:

Thank you for your invitation to share the “Tapping Your Investment” program with the other divisions at their August 3 dinner at the Hilton. I eagerly accept.

I understand the dinner begins at 7:00 p.m., but I plan to arrive about 6:30 p.m. to take care of any last-minute details.

I’ve enclosed my biography; please feel free to condense it or select any of the details you may want to use in your pre-program publicity.

Can you provide the following equipment?

• 3/4″ VHS video player
• television monitor and stand
• 2 flip charts and markers
• overhead projector and table

If I understand you correctly, the audience will be primarily senior executives looking for retirement investments. As soon as I finish updating my program materials for your specific audience, I’ll forward my handout originals to you for duplication.

As you suggested, I have made my own airline reservations. I look forward to addressing your group.

Cordially,

Example 2: Accepting an invitation letter to speak

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Laveaux:

Thank you for inviting me to address your students at the upcoming Student Interpreters Association Conference on June 2 at 9:00 a.m. I am pleased to accept.

As a deaf individual, I am aware of how beginning interpreters sometimes know very little about deaf culture. I feel the more they understand, the more effectively they can do their job. And their job is a critical one, because it provides us a link to the non-signing world. I would like, then, to address some aspects of deaf culture that may be unfamiliar to your students.

Do you think we could reserve one of the corner lecture rooms in Stabler Hall? The elevated seating would be ideal with so many people attending.

Thank you also for the invitation of a car to take me to campus—I am flattered. However, I planned to be on campus in the morning anyway, so the car will not be necessary.

I look forward to the conference.

Sincerely,

Example 3: Accepting an invitation letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Guerra:

Thank you for the invitation to act as a guest lecturer at your investments seminar. I just had an opening for March 3 become available in my calendar, and I can think of no better way to fill it.

Thank you also for your kind invitation to participate in the remainder of the conference after I have finished my 8:30 a.m. presentation. The St. Louis Ritz does an excellent job with seminar planning, and I’m sure they will make yours an enjoyable one.

As for me, I will do my part to ensure it is also an informative one. I would like to discuss investment strategies, and it would help me a great deal if I knew the general level of expertise of the audience. I don’t want to bore experienced investors with the basics but neither do I want to overwhelm beginners with some of the latest high-risk ventures. Your information will help me plan accordingly.

I will require an overhead projector and a projector screen. I’ll provide you with informational packets when I have chosen the appropriate level of material for my audience. I can have the packets to you three days after I receive your audience analysis. Thank you for your kind offer of making the necessary copies.

Thank you too, for the offer of airfare, but I must admit that I do not like to fly—I prefer to take the train. Would it be acceptable for you to pay what the plane ticket would have cost towards train fare? If the train is more expensive, I will gladly pay the balance.

I am honored by your request, and will do my best to help ensure the conference is a success.

Yours Truly,

Example 4: Example of a acceptance letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Pembrook:

I can’t tell you how excited I was to be invited to speak at the Horticultural Business Endeavors Conference. It will be an honor to address the business of growing exotics for sale at wholesale nurseries.

Let me confirm the information I wrote down when you phoned: The conference is the weekend of July 17 at the Lakeside Resort. I am to give a 90-minute presentation beginning at 3:00 p.m. on the 18th.

From what you indicated, very few of the conference attendees have begun any sort of horticultural business, so I plan to keep my presentation fairly basic. I’m bringing along samples of the various exotics I raise, as well as handouts on how to break into the business and specific markets for exotics. I would also appreciate use of an overhead projector and screen, or a large marker board.

Will I be able to get into my room ahead of time to set up? It will take me at least 30 minutes to set up. I would appreciate knowing as soon as possible what arrangements have been made so that I can adjust my plans accordingly.

I will be able to provide you with an outline of my presentation by the end of this week . Feel free to inform me of any modifications you feel would improve the quality of the information.

Thanks again for the opportunity.

Regards,

Example 5: Letter accepting an invitation

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Friedrichs:

Thank you for asking me to speak on the nuclear research panel at your upcoming engineering conference. I would be honored to be included in the April 6 panel discussion with Dr. Rayburn, Dr. Carollton, and Dr. Denison.

I understand our panel discussion is to focus on controversy over current research projects, and, to a lesser extent, funding issues. I have a feeling we can expect quite a bit of commentary from the conference participants. At any rate, I will do my best to try and keep the ideas flowing.

I appreciate the arrangements you have made for my travel. I noticed in my letter you stated that my flight does not get in until 8:00 a.m. and our panel is scheduled at 9:00 a.m. Do you think that will leave me adequate time to get to the hotel and check into my room before going up to the hotel’s conference suites?

I look forward to receiving the conference packet.

Sincerely,

Guidelines : Accepting Invitation to Event

Accepting Invitations to Events

Guidelines and Alternate Phrases

• Express appreciation for the invitation and pleasure at being able to accept.
• I’m delighted to be able to accept your invitation for dinner on May 4 at the Anatole at 8:00 p.m.
• Thank you for the invitation for cocktails on May 4; I’ll be happy to meet you at 6:00 p.m. at the club.
• Yes, I’m free on May 4 for Harry’s retirement party; I’ve already marked it on my calendar.
• We’re pleased to tell you we most certainly will be able to attend the May 4 dinner at the Averton House. We’re so eager to have an opportunity to talk with all of you again.
• Confirm the date, time, and place.
• Confirm any travel arrangements.
• I’ll be arriving the evening before and staying at the Fairmont. I can be reached there if you have any change of plans.
• I’ll be leaving my office for London two weeks prior to the dinner date; therefore, if you need to contact me again, please phone Ms. Smith. She will know where to reach me.
• Express your expectations for the event.
• We are very excited about seeing you again.
• We’ll look forward to the evening.
• It sounds like an informative and enjoyable evening. We’ll be eager to attend.
• Thank you for thinking of us on this occasion. We’ll look forward to hearing Bob speak.
• We’ll appreciate this last opportunity to exchange ideas with the group before moving.

Example 1: Sample letter for accepting invitation

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Fred:

Back in August you invited me to have lunch on my next trip to LA. I hope you meant it, because I’m now accepting. I plan to be there sometime on October 4, and as things stand now I’m free October 5 for lunch. If this is suitable to you, please let me know.

Regards,

Example 2: Event accepting letters

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Mr. Holland:

I accept with pleasure your kind invitation to attend the dinner honoring Jack Demont, Senior Vice President of Occidenton, on February 3 at the Fairmont.

I will be looking forward to receiving further information as the dinner plans progress.

Sincerely,

Example 3: Invitation acceptance examples

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Mr. Raymond:

In your recent letter you asked about the possibility of meeting Harold Coffman for lunch sometime when I’m in Tulsa. Luncheons are often difficult for me to attend, but may I suggest we meet perhaps for a cocktail at the Fairfax Club on March 6?

If you can arrange to meet on the 6th, let me know, and I’ll see whether Harold is available.

Best wishes,