Confirm Letter A Guest Attendance

A confirmation letter regarding a guest’s attendance is a letter written by the planning committee, organizing committee or an event management committee of an organization that is hosting an event or a ceremony. The letter is intended to confirm the attendance of a guest who is invited to be the chief guest, keynote speaker, motivator or a commencement speaker. The letter acts as a final confirmation, and the organization may conduct further planning activities that are required to formally begin the celebration like, printing of invites, preparing for accommodation and refreshments to be given to invitees, etc.

The letter should be concise, as it does not include an elaborate description about the individual/guest. The matter of selection of the guest has preceded this step. The letter must be formal as it is addressed to the head of the organisation. The letter must include details about the guest, although in brief. The letter must include the formal designation of the guest who has been invited and the name of their organisation and their relevance to the ceremony. The letter must conclude with a note to the recipient regarding further arrangements for the function/ceremony.

Confirmation Of A Guest’s Attendance Letter Writing Tips

This letter is usually written by the head of a committee or a director to the members of a group or the head of an organization. It doesn’t contain much information, but like most letters, formality and brevity must be maintained.
Tone- There exists a need to write the letter in a formal and official tone since you are probably writing to a committee or in a business-oriented environment.
Short and clear – The letter needs to be short and straightforward and to the point, making it long will just be unnecessary. Keep it brief but ensure to convey the message intended.
Detailed Information – Have the essential details about the event, the duration, and the venue plus also the identity of the guest who will be attending the event. By doing this, you will be getting people attending the event aware of whom it is.

Confirmation Of A Guest’s Attendance Letter Template

Use our free Confirmation Of A Guest’s Attendance Letter to help you get started.

From,
__________
__________
__________
__________

Date: _____ (Date on Which Letter is Written)

To,
__________
__________
__________
__________

Subject: Confirmation of a guest’s attendance.

Dear _____(Sir or Madam),

I am writing to inform you that the special guest invited during our last meeting, ______________ has agreed to attend our annual end of year celebrations. He/she will be the guest of honor of the event and will be making a speech on ‘the importance of being successful in life.’

________________________ (Make sure to give the important and main issues concerning the attendance). The speaker is a renowned theoretician in the field of Modern History, and the students are sure to be delighted in having such person as the keynote speaker.

Thank you for the assistance that you have provided us, we will be delighted if you could continue assisting us with your expertise in this matter. I urge you to consider further preparations for the celebrations.

Regards,

______

(name and designation).

Sample Letter

The following is a Sample of a Confirmation of a Guest’s Attendance Letter.

From,

Abigail Adams,

Director,

Planning Committee of Commencements,

John Adams University,

Utopia.

Date: 22 July 1776.

To,

Melania Drumpf,

President in Council,

John Adams University,

Utopia.

Dear Dr. Drumpf,

I am very happy to bring to your notice that Ms. Malala Yousuf has agreed to preside over the Commencement Ceremony of John Adams University on 22 September 1776. Ms. Yousuf is a world-renowned theoretician in the field of realism and its implications for international relations in the 21st century. I can confidently state that her presidency over the commencement will add to the formal occasion of an academic celebration.

I have contacted the secretary of Ms. Yousuf, who has confirmed that she will be able to attend the program on the said date.

I request you to kindly commence with the preparations for the guest’s accommodation and refreshments. I will notify the university’s Board of Directors regarding the same. Please contact me if you require any assistance regarding the same.

Warm regards,

Abigail Adams,

Director,

Planning Committee of Commencements.

Email Format

The following is the Email Format to be followed for a Confirmation of a Guest’s Attendance Letter

To: name@email.com
From: name@email.com