An official request to attend a conference or event is an invitation. The invitation may include details on registering and making travel plans, the conference’s theme or primary subject, and the names of any keynote speakers or panelists.
According to statistics, 99% of speaker panels are representative when it comes to the inclusion of a female speaker, and 57% of exhibitors and 65% of visitors expect that digital event technology will still have utility after the occurrence of the pandemic.
One way to convey gratitude for the invitation is to send a thank you letter. In this article, MailToSelf prepared helpful guidelines and sample thank-you letters for business purposes.
What Is It?
Your heartfelt appreciation for the host inviting you to the conference may be shown by writing a thank-you letter for the invitation. Conferences and other formal events call for a formal response. Thus it is customary to acknowledge the invitation with a letter of gratitude. It would be best if you used a formal tone when writing thank-you letters for these occasions.
Remember that you must adhere to the particular structure required for composing these letters. Sending the letter at the right time can give the customer a favorable impression of you if you are attending a business conference and have been invited by a client.
When Is The Best Time To Send It?
As soon as you receive a conference invitation, write a thank-you letter. It would be preferable if you could submit the letter as soon as you got the invitation. The client will see your passion and willingness to attend the conference immediately after the letter is submitted.
Writing Guidelines
While writing a formal thank-you note, be sure to keep in mind these suggestions.
- Select The Proper Medium: A handwritten letter or email can send a thank-you note. You can add a personal touch with handwritten messages that resonate strongly with the host. On the other hand, email makes it quick to send these letters.
- Start The Letter Off With A Salutation: Polite welcome at the start of the letter. Use phrases like “Respected,” then mention the host’s name. Sir/Madam may also be used to address the host. Say, “Respected sir/madam,” for instance..
- Subject to Be Included In A Formal Letter: Remember to mention the subject in any correspondence, whether by email or handwritten letters. The customer will understand the letter’s purpose better if the subject line is included. For instance, a topic line may read, “Subject: Thanks For The Invitation To The Conference.”
- Acknowledge the host’s invitation: Thank the host for the invitation as you start your letter. Additionally, be sure to reiterate in the letter certain crucial information from the conference invitation. Details like the time, date, place, and others are acceptable.
- Verify Your Attendance At The Conference: It’s crucial to confirm your availability for the event after expressing gratitude to the host for the invitation. Make care to inform the conference host respectfully if you aren’t able to attend. Mention your availability to attend the conference if you can.
- Keep Your Letter’s Body Brief: Make sure the material is concise and clear. Write only what is essential. The reader may find your message unclear if you begin to write a lengthy letter, and the key elements may need to be noticed.
- End the letter by thanking them once again: Thank the host for the invitation before closing it. You may show how much you respect the invitation by thanking your host once again.
- Include closing greetings to close the letter: Use closing phrases like “Yours genuinely,” “Yours sincerely,” or “Respectfully” before signing off on the correspondence. Along with your name, include your contact details.
- If the correspondence is written by hand, sign it at the end: Write the body of the letter first in a handwritten letter, then sign it at the bottom. Your signature on the letter will give it authority.
- Use the Right Tone: Use the appropriate tone at all times. A formal tone is an appropriate tone for occasions like conferences.
- Highlight Any Questions You May Have: Include any inquiries about the conference in the letter, such as what to wear, where it will be held, or when.
Templates Of Thank You Letter For Invitation To Conference
Template #1: Email
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 now 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, which will help me build solid relationships. I also hope that this conference can strengthen our business relationships 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]
Template #2: Email
If you want 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 because I am doing my master’s in marketing. Attending this conference will help me write my thesis for my master’s program. Additionally, it will also allow me to share my experience related to marketing.
Again, I’d want to express my gratitude for including me in this conference and express my eagerness for future events of a similar kind.
Yours truly,
[Your Name]
[Contact Number]
Template #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 “Technology 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 IoT and data science. The conference will also have the presence of the brightest minds in the respective fields of IoT and data science. This will allow us to exchange ideas with them.
Please 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]
Template #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 in the conference on April 4th, 2022. Thank you for the invitation and I also deeply appreciate your considering my Name for the conference. This conference will help me expand my knowledge on the subject of global warming.
Kindly send me a copy of the program’s itinerary at your earliest to my email. This will help me plan my travel arrangements and prepare me for the basic requirements to attend the conference. Again thank you for inviting me and eagerly looking forward to attending the conference.
Sincerely,
[Your Name]
[Contact Number]
Template #5: Email
To: [Organizer’s Email ID]
CC: [Your Email ID]
Subject: Thank You For Inviting Me To Talk About Women’s Empowerment At The Conference
Respected [Sir/Madam],
Thank you for inviting me to this conference and allowing me to speak about women’s empowerment. 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 briefly explain 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]
Wrap Up
A letter of appreciation for a conference invitation is prepared to show your sincere gratitude to the person who extended the offer. In this post, we have included examples of excellent thank-you notes and a thorough explanation of how to write them.
Aside from thanking your business partners or people who invited you to the conference, you may also create and send a thank you letter for employment purposes, such as thanking your employees during a pandemic for their excellent performances and a job well done on a work anniversary.
