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Thank You Letter For Invitation to Conference: How To, Templates & Examples

Thank you for inviting to conference

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If somebody sends you an invitation to a function, birthday party, or any event, make sure that you send a thank-you letter in return. By sending a thank-you letter you are expressing your gratitude to the sender for inviting you. The letter also acts as a confirmation letter telling the organizer if you will be available for the event or not.

A thank-you letter can be formal or informal. If someone has invited you to a birthday party, or wedding party, writing an informal thank-you invitation letter would be the ideal way. However, when someone invites you to an event that is formal in nature then sending a formal thank-you invitation letter suits such events. One such event where this letter can be useful is when you are invited to a conference. Writing and sending thank-you letters through email would be ideal for formal events like a conference. That said, you can also send handwritten letters for thanking the sender for the invitation to the conference.

Sending a thank-you letter not only shows how grateful you are for the invitation but also the letter is a great way of building a bond with the host. Especially, for business conferences. These letters can help create a professional bond with the organizer and may benefit the business. Please remember that in the business world, saying thank is valued.

In this article, we will give you a brief explanation of what is a thank-you letter, and when is the perfect time to send one. Apart from this, we will also provide tips on how to write an effective thank you letter for invitation to conference with some samples to help you.

What Is A Thank You Letter For An Invitation?

Thank You letter for conference invitation

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A thank-you letter for invitation to a conference is a way of expressing your sincere gratitude to the host for inviting you to the conference. Events such as conferences are formal in nature and in such formal settings acknowledging the invitation by sending a thank-you letter is considered good etiquette. When writing a thank-you letter for such events, you should craft the letter in a formal tone. You should also keep in mind to follow the specific format that is used for writing such letters.

That said, the timing of sending a thank-you letter becomes paramount. Sending the letter at the right time to the host makes all the difference. If it is a business conference and you are invited by a client, sending the letter at an ideal time will create a positive image of you to the client. This brings us to the next question, when is the ideal time to send a thank-you letter to the host.

When Is The Ideal Time To Send A Thank-You Letter?

When you are invited to a conference, make sure to send the thank-you letter as quickly as possible. It is better if you can send the letter as in when you receive the invitation. When the letter is sent promptly, this will show your enthusiasm and eagerness to attend the conference to the client.

Let us now see some tips on how to write an effective thank-you letter for an invitation to a conference.

Tips For Writing An Effective Thank You Letter For Invitation To Conference

Writing a formal thank-you letter requires following a specific format. Whether handwritten thank-you letters or written through emails, you should make sure that these letters are free from grammar and spelling mistakes. In addition to this, there are other tips and tricks to write a formal thank-you letter that is given below. Make sure to follow these tips while crafting a formal thank-you letter.

Choose An Appropriate Medium

You can send a thank-you letter using a handwritten letter or through email. Handwritten letters allow you to add a personal touch that can deeply touch the host. These letters also create an impression in the mind of the host regarding the efforts you have put to craft such letters. On the other hand, sending these letters’ via email is fast. In this article, we will give you samples of handwritten thank-you letters as well as letters written through an email.

Begin The Letter With A Formal Greeting

Start the letter with a formal greeting. Use words like “Respected” and follow it with the host’s name. You can also include sir/madam to greet the host. For example, “Respected sir/madam”.

It is better to avoid using words like “Dear” because these kinds of words are better suited while writing informal letters. If the person is a close friend of yours, using words like “Dear” makes sense. In a formal letter, using words like “Respected” shows your respect towards the host.

Include Subject In A Formal Letter

 

Be it a handwritten letter or email, don’t forget to include the subject in the letter. Including the subject line in the letter gives the client an idea about what the letter is also about. For example, a subject line can be like this “Subject: Thanks For The Invitation To The Conference”.

Thank The Host For Invitation

Begin the letter by thanking the host for the invitation. In addition to this, make sure to repeat some important details of the invitation to the conference in the letter. You can include details like time, date, location, and others.

For example: “I have received an invitation for the business conference on 3rd of March 2022. I am grateful to you for inviting and considering my name for the business conference.”

Confirm Your Availability For The Conference

After thanking the host for the invitation, it is important to confirm your availability for the event. If you can’t make it to the conference, make sure that you convey that message politely to the host. If you are available, then mention your availability to attend the conference.

For example: “I am graciously accepting your invitation and will be present at the conference at the specified time.”

Keep The Body Of The Letter Concise

Make sure to keep the content crisp and short. Avoid writing unnecessary things. If you start writing a long letter, then the letter may be confusing for the reader and the important points might get lost in a long letter. So, keep the body of the letter concise and write to the point.

Reiterate Your Gratitude At The End Of The Letter

When ending the letter, again thank the host for the invitation. Thanking your host again for the invitation will display how much you value the invitation. While you do this, you should also mention your eagerness for future conferences. This will help the host to remember you to send an invitation to any such conferences in the future.

End The Letter By Including Closing Greetings

At the end of the letter, use words like “Yours truly”, “Yours Sincerely”, or “Respectfully” followed by your name to end the letter. Also, give your contact information along with your name.

Add Signature At The End If It Is A Handwritten Letter

In a handwritten letter, after writing the body of the letter, end the letter by adding your signature to it. Adding your signature will legitimize the letter. In a formal letter, after writing your full name at the end of the letter, include your signature.

Use Appropriate Tone

Make sure to use the right tone. For events such as conferences, a formal tone is a right tone.

Highlight Questions If You Have Any

If you have any questions related to the conference like the dress code for the event, location, or time, you can include them in the letter. You can ask any question related to the conference and request the host to get back to you as soon as possible.

Following the above tips can help you craft a formal thank-you letter for an invitation to a conference. Next, let us see some samples of how to write these thank-you letters.

5 Samples To Write Thank You Letter For Invitation To Conference

Below, we have included thank-you letter samples that are a mix of both handwritten letters and email letters.

Sample 1

If you want to craft a handwritten thank-you letter, the sample below can help you do that.

[Sender’s Name]

[Sender’s Email Address]

[Address of the Sender]

[Date]

[Organizer’s Name]

[Organizer’s Job Title]

[Organizer’s Company Name]

[Organizer’s Company Address]

Subject: Thank You For The Invitation To The Business Conference

Respected [Sir/Madam],

I am sincerely grateful to you for inviting me to the upcoming business conference hosted by your company. I hereby confirm my participation to attend the event that will be held on 5th, March 2022 at 10 A.M.

This opportunity will help me and my business immensely. I will get the opportunity to meet different business leaders at the conference that will help me build solid relationships. I also sincerely hope that this conference can strengthen our business relationships much further. Again thank you for inviting me to the conference and eagerly waiting to meet you and your team members.

Yours Sincerely,

[Sender’s Full Name]

[Contact Number]

[Signature]

Sample #1 Thank you Letter for Invitation to Conference

Sample 2

If you are looking to write an email thank-you letter, the sample below can help you do that.

To: [Organizer’s Email ID]

CC: [Your Email ID]

Subject: Acknowledgement Of The Invitation To The Marketing Conference

Respected [Mr.] [Name of the organizer],

Thank you for inviting me to the upcoming marketing conference that will be held in [Name of the location], [Date], [Time]. I am very pleased and humbled to receive your invitation and confirm my availability for the event.

This conference will also be a learning curve for me because I am doing my master’s in marketing. Attending this conference will help me immensely in writing my thesis for my master’s program. Additionally, it will also give me the opportunity to share my experience related to marketing.

I once again thank you for inviting me to this conference and also look forward to any such conference in the future.

Yours truly,

[Your Name]

[Contact Number]

Sample #2 Thank you Letter for Invitation to Conference

Sample 3 (Handwritten Letter):

[Sender’s Name]

[Sender’s Job Title]

[Sender’s Email Address]

[Sender’s Company Address]

[Date]

[Organizer’s Name]

[Organizer’s Company Address]

Subject: Expressing Gratitude For Invitation To The Conference

Respected [Sir/Madam],

On behalf of my company, I am sincerely grateful to you for inviting my team to attend the “Technolgy Innovation Conference” being held at your company. I affirm our participation in the conference that will be held next month.

As one of the upcoming startups that believes in innovation, this conference can help us learn innovation techniques in the areas of IoT, and data science. We also believe that the conference will have the presence of the brightest minds in the respective fields of IoT, and data science. This will give us an opportunity to exchange ideas with them.

I request you to send me the dress code details, if any, to attend the conference. You can email me at [Email ID]. Once again thanks for inviting us to this prestigious conference and looking forward to seeing you and your team members.

Yours Sincerely,

[Sender’s Full Name]

[Contact Number]

[Signature]

Sample #3 Thank you Letter for Invitation to Conference

Sample 4 (Email):

To: [Organizer’s Email ID]

CC: [Your Email ID]

Subject: Confirming My Participation In The Global Warming Conference

Respected [Ms.] [Name of the organizer],

I am confirming my participation to attend the conference on April 4th, 2022. Thank you for the invitation and I also deeply appreciate the fact that have you have considered my name for the conference. I hope this conference helps me expand my knowledge on the subject of global warming.

Kindly send me a copy of the itinerary of the program at the earliest to my email id. This will help me plan my travel arrangements and also be prepared for the basic requirements needed to attend the conference. Again thank you for inviting me and eagerly looking forward to attending the conference.

Sincerely,

[Your Name]

[Contact Number]

Sample #4 Thank you Letter for Invitation to Conference

Sample 5 (Email):

To: [Organizer’s Email ID]

CC: [Your Email ID]

Subject: Thank You For Inviting Me To Talk About Women Empowerment At The Conference

Respected [Sir/Madam],

Thank you for inviting me to this conference and giving me the opportunity to speak about women’s empowerment at the conference. The issue is very close to my heart and an opportunity like this will allow me to educate the participants about this concerning issue. I will also get an opportunity to give a brief explanation of how my NGO is working towards empowering women to continue their education.

I am confirming my attendance at the event on April 5th, 2022. Again I express my gratitude for inviting me to this conference.

Yours truly,

[Your Name]

[Contact Number]

Sample #5 Thank you Letter for Invitation to Conference

To Sum Up

A thank you letter for invitation to conference is a letter written to express your deep gratitude for inviting you for the conference. In this article, we have given a detailed explanation on how to write effective thank-you letters, and also provided some samples of the same. Follow the above samples to write a thank-you letter for an invitation.

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