Example Letter #1
On behalf of the hospital's board of directors, I welcome your participation in our annual symposium on serving the community. We look forward to your presentation. Although we didn't discuss it earlier, we hope you will be willing to host a question and answer period following the main meeting.
The Board agreed that your topic is a vital one. We also agreed that your approach for solutions goes hand in hand with our long-term plans for community service.
We will cover all of your travel expenses, including lodging, transport, and meals. I will call in a few days to see if I can be of further help, as you finalize your plans.
Example Letter #2
We are very pleased to learn that you and Mrs. Johnson will be the special guests of Doe Research at the Annual Business Conference (ABC) in June. We are honored to have an expert in global economics consent to speak at our conference.
John Doe, President of our company, will introduce you at 9:00 a.m. on Monday morning. We will then be pleased to hear your comments on you new book, followed by a one hour question-and-answer period.
While we are unable to reimburse you for travel and lodging expenses, we are happy to provide a room where you can sell and autograph copies of your book. We will also assign a Doe administrative assistant to help you during the book sales.
We look forward to greeting you and Mrs. Doe on Monday, June 15, 1977. Do not hesitate to call if I can be of further assistance.
Example Letter #3
The Doe Research Grant Committee welcomes you as its main speaker at the annual fund-raising fair. We are confident that your medical expertise and national reputation will go a long way toward attracting the response we need to sustain our current level of cancer research.
Please contact me at your convenience and let me know your flight arrival time. It will be my pleasure to meet you at the airport and drive you to your hotel.
Example Letter #4
Everyone is very excited that you are speaking at the Doe Symposium this September. As a reminder, you will be speaking both on the main platform and later in a workshop. Though both presentations will be on the same topic, you will be speaking on the main platform, whereas the workshop will be more of a teaching/question-and-answer format. In each case, you will have the entire hour. I have enclosed a copy of the symposium program.
As agreed, we will reimburse you and your wife for all of your expenses, and you will receive an honorarium of $5,000. You are to make your flight reservations. We will handle the hotel and car rental arrangements. The symposium starts promptly at 8:00 a.m. on September 8 and ends at 6:00 p.m. the next day. Your room is reserved from September 7 through September 10 at 12:00 noon. If you have any questions regarding these arrangements, please call Jane Doe at 555-555.
Again, we are excited to have you at our symposium. Let us know if there is anything we can do to make your stay a pleasurable one.
Write Your Letter Step-by-Step
Open your letter with a "thank you" and a compliment, if appropriate.
Repeat the pertinent details of the program and offer appropriate assistance.
Clarify the details concerning any financial compensation you plan to offer.
End on a positive note that expresses your confidence and offers additional assistance, as appropriate.