Communication Skills – MCM 301 VU
© Copyright Virtual University of Pakistan
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Lesson 35
Direct-Request Letters
5. Letters of invitation
Letters of invitation include speaking invitations as well as informal and formal social invitations.
Speaking invitation
When writing a letter inviting someone to make a presentation, the inclusion of vital information about
the event will help prevent inconvenience or misunderstanding.
Important details to include in the letter of invitation are:
1. Name of the group before which the presentation will be made;
2. A few characteristics about the group to help the speaker tailor his/her remarks to the audience;
1. The desired length of the presentation;
4. The topic of the presentation;
3. The date, time, and the location;
4. Any transportation and/or lodging arrangements;
7. Amount of honorarium, if one is being given.
An effective example of speaking-invitation letter is as follows:
As Secretary General of the All- Pak Students Conference, I cordially invite you to speak on conflict
management at one of the morning sessions on Jan. 15, 2006. The Conference will be held at the X-hotel
in Lahore. (An opening that contains the invitation and that presents important details about the
event)
I had the honor of listening to your speech on the above subject delivered at the Punjab University last
year, which was well received by the students. I believe it would be appropriate if the students are
reminded once again of the importance of conflict management that is the root cause of many ills in our
society. (A section that contains you-attitude material)
The participants of the above Conference will comprise of graduate and postgraduate students coming
from all over Pakistan, faculty members from all academic institutions, a few high government. officials
and invitees from private corporations. (A section that contains a discussion of the characteristics of the
audience)
If you are able to make a presentation at our Conference, please select whichever of the following
sessions times best suits your availability on the morning of January 15; 9:30-10:15, 10:30-11:15, or
11:30-12:15. (A section that invites the reader to select the time of the presentation)
As a token of our appreciation for your participation, we will give you an honorarium of Rs. 5,000. We
would also like you to be our guest at the lunch, which begins at 12:30 on the 15th.
(A discussion of the reimbursement to be offered)
Because the Organizing Committee wants to finalize the program soon, could you please let me know
your decision by October 25? (An action-oriented closing)
Social-invitation letters
Most social invitation letters are considered informal. When more formality is needed, a formal invitation,
either printed or handwritten should be considered.
Printed formal invitation is illustrated below:
docsity.com
