Speaker invitation letter

For organisers inviting speakers and panellists, with the session and travel details each one needs. Free to copy and use. All templates.

What it needs

• The speaker's full name
• The event's name, city and dates
• The session title and format
• The session's date, time and room
• The hotel and the check-in and check-out dates
• The date to confirm by and who to write to
• The name and title of the person signing

Template

Each detail is written as a {{Column}} tag. Replace them by hand, or paste the template into InviteLetter as it is: the tags match the columns of your list.

{{Organiser Name}}
{{Organiser Address}}

{{Letter Date}}

Dear {{Full Name}},

On behalf of {{Organiser Name}}, I am delighted to invite you to speak at {{Event Name}}, taking place in {{Event City}} from {{Event Start}} to {{Event End}}.

Your session
Title: {{Session Title}}
Format: {{Session Format}}
Date and time: {{Session Date}}, {{Session Time}}
Room: {{Room}}

Travel and stay
We have booked your room at {{Hotel}} from {{Check In}} to {{Check Out}}.

Please confirm your participation by {{Reply By}} by writing to {{Contact Email}}.

We look forward to welcoming you.

Yours sincerely,

{{Signatory Name}}
{{Signatory Title}}

List template (CSV)

Your list needs one column per tag, named the same way, with one row per person. Write dates as YYYY-MM-DD. Open the CSV in Excel or Google Sheets, replace the two example rows with your people, and save it as CSV (UTF-8).

Organiser NameOrganiser AddressLetter DateFull NameEvent NameEvent CityEvent StartEvent EndSession TitleSession FormatSession DateSession TimeRoomHotelCheck InCheck OutReply ByContact EmailSignatory NameSignatory Title

Tips

• Send it once the programme is fixed: a session that moves after the letter goes out means a second letter.
• Speakers who need a visa may also need a visa invitation letter. Keep that as its own template and run it only for them.
• Give a single reply date and address, so confirmations land in one inbox.
• Every tag needs a value on every row. If a detail doesn't apply to everyone, take it out of this template or give each row a value: InviteLetter flags empty cells before it makes anything.

Related templates

• Conference visa invitation letter
• Certificate of attendance
• Business visa invitation letter