Accept an Invitation to Speak or Perform • Letter Templates and Guide

Guide

1Express your pleasure in accepting the invitation. Restate the date, time, and location, if necessary.
2Confirm other specific details, including needs for special equipment.
3Inquire about the makeup, interests, and attitudes of the audience.
4If appropriate, discuss your fee.
5Confirm travel details such as itinerary or housing arrangements.
6Express your expectations for the event.

Tips

Be direct in your reply. Avoid unnecessary expressions of modesty or reluctance. Let the reader feel that you are genuinely pleased to accept. This letter also offers a convenient way to request special equipment or other materials that you may need.

Example Letter #1

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I am pleased to accept your invitation to speak to the Finlandia Foundation in Springfield. I am honored that you would think of me.

You mentioned two possible topics, the Winter War of 1939 or the Civil War of 1917. I think a discussion of the Winter War would be most appropriate since two recent movies have depicted that period of Finnish history in contradictory ways.

My wife and I will drive to Springfield on December 4 to visit with colleagues at the university before the Foundation's meeting at 7:00 p.m. on December 5. We will be at the Doe Hall by 6:30 that evening. Other than a microphone, I will only need an overhead projector to show some data. However, it would be helpful to know how informed the audience will be on the topic, and whether there will be many Finns with family experiences from that time?

Thank you for your offer of hotel accommodations, but we have family members in Springfield who we haven't seen for some time. They have offered to put us up for a few days. Again, thank you for the invitation to speak. I look forward to meeting with the Foundation.

Example Letter #2

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I am happy to accept your invitation to speak at your conference on Tuesday, May 16 at 10:00 p.m. at the Doe Center in Springfield.

For my presentation, I will need a television, a VCR, an overhead projector, a chalk board, and a podium with a microphone. Also, I hope you can send me some information on my audience's general educational background and professional experience, so I can put together the appropriate technical material.

I am presently making travel arrangements and tentatively plan to arrive on Monday, May 15. You can expect my call sometime next week to confirm my travel itinerary and to make arrangements for reimbursement. I look forward to the conference.

Example Letter #3

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I simply cannot pass up your exciting invitation to speak at this year's Women's Conference. As you suggested in your letter, I will meet you in the conference hall on Monday, May 9 at 1:00 p.m.

My enthusiasm for the subject of psychological well-being continues to grow. I plan to discuss some steps women can take to increase their self-esteem and which character traits they should look for in a prospective spouse to increase the possibility of having a fulfilling relationship. Since I plan to use overhead transparencies and a video segment in my presentation, I would appreciate it if you could provide me with an overhead projector, a VCR, and a large-screen television monitor.

I appreciate this opportunity and gratefully accept your generous offer of a $500 honorarium.

Example Letter #4

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I accept with pleasure your invitation to speak at the Springfield Conference on Friday, May 2, at 3:00 p.m. The title of my discussion will be "User Interface Advancements," and I will limit my comments to twenty minutes. My needs are modest, but I would appreciate a parking voucher and a tall glass of water. Thank you for your kind invitation. I look forward to a brisk exchange of ideas at the conference.

Example Letter #5

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Thank you for inviting me to be your keynote speaker at the Springfield Literature Club on May 17, at 7:30 p.m. I understand that your group will meet at the Springfield Hotel on Main Street.

For my presentation, I will require a slide projector and screen, a microphone, and a bar stool, since my back condition forces me to sit. According to my information, your members are first-time readers of Animal Farm, so I will discuss the author's background, the setting of the book, and its thematic interpretations. Please let me know if this is agreeable. My fee is $350. I look forward to the meeting.

Write Your Letter Step-by-Step

1

Express your pleasure in accepting the invitation. Restate the date, time, and location, if necessary.

Example Sentences

I accept your kind invitation to speak to the graduating class. I am delighted to accept your invitation to address the graduates. I am pleased to accept your invitation to sing at the Service. We were pleased to receive your invitation to play a duet at the meeting and will be honored to do so. We are happy to accept your invitation to dance at half time. My husband and I will be delighted to accept your invitation to speak to the youth in your congregation. We are pleased and honored that you would invite us to be part of commencement service and gratefully accept the invitation. I am flattered that you have asked me to sing at your wedding. I accept. I am honored to accept your invitation to be one of the judges. I shall be happy to provide two musical numbers. I was pleased to receive your letter asking me to be one of the speakers at the reunion. I will be happy to do so. Thanks for asking me to join your performance. Of course I will. Thank you for asking me to play a piano solo at the evening service. I accept with pleasure. Thank you for your invitation. It will be my pleasure to present my art work in the museum. I am honored to accept your invitation to speak at the Doe employee training seminar next Tuesday at 3:00 p.m. I understand we will meet in the conference room. I am happy to accept your invitation to address the membership of the Doe society at your weekly meeting next Monday at 7:00 p.m. I gladly accept your invitation to deliver the keynote address for Doe University commencement exercises.

Example Phrases

2

Confirm other specific details, including needs for special equipment.

Example Sentences

I understand that I will be speaking in the Red Top Pavilion on Tuesday, July 4, at 7:30 p.m. It will be a new experience for me to perform in your hall on the evening of April 2. The 6:00 a.m. service at the cemetery on Memorial Day will be very appropriate. I appreciate your scheduling my part on the commencement program for 6:00 p.m. in the auditorium. In addition to a microphone, I will need an overhead projector. Since my presentation uses multimedia, I will need three projectors. Because the audience will be so large, could you arrange for additional TV monitors? I will bring my own instruments, but will need the services of a sound technician. I will need four assistants to hand out materials. To enhance our interaction, could you arrange the seating in a circle? The audience should be seated in groups of eight for problem solving exercises. I wonder if you would supply the room where I will be speaking with a podium, a chalkboard, some chalk, and an eraser? I will need an assistant to distribute handouts. I will use several visual aids during the presentation and will need an easel to rest them on. I do not wish to appear too technical for those who do not understand the subject very well or too patronizing toward those who are very secure with the topic. Therefore, I would like to know the educational background of the audience. Could you please let me know at your earliest convenience? I will use the following materials in my speech: a VCR, a television, an overhead projector, and a podium. Will you please supply these items for me? I would like to have the new portrait of Mr. Doe on the wall just above my head as I speak about his exemplary life.

Example Phrases