Writing an acceptance letter for an invitation to speak or perform at an event should be direct and simple. You should not express reluctance or modesty. You have to let the reader feel that you are truly pleased to accept. This letter is also an avenue for you to request for your requirements such as sound system or materials that you will need.
1) Express in your letter how delighted you are and how wonderful you are to accept the invitation. Confirm the date, time, venue, attire and accommodation.
It is indeed a pleasure for me to sing for Mr. Washington ’s Birthday celebration.
I am delighted to accept your invitation to perform during the half time.
I am honored to accept your invitation to speak to the graduating class of your University.
Thank you for your invitation to serve as one of the judges. I will be there on December 20 at 7:00 pm.
2) State in your letter your requirements and special needs in order for the organizing body to arrange before your arrival.
In addition to an overhand projector, I will need a television.
Kindly assign two assistants during my presentation to help me distribute the hand-outs.
To enhance the discussion and group activities, could you arrange the tables and chairs in U-shaped formation?
3) If necessary and appropriate, discuss in your letter your professional fee.
I appreciate your offer of a $500 professional fee plus shouldering my hotel accommodations.
Here’s a sample letter of acceptance to an invitation to speak or perform.
November 26, 2010
2345 Antioch Drive
Queens, NY 02345
Dear Mr. Doe,
Thank you for the invitation you sent me to be one of your speakers at your conference. I will be there on Saturday, December 20, at 3:00 p.m. to be held at the Washington Center in California.
For my presentation, kindly arrange for an overhead projector, wide screen, DVD player, whiteboard, and a podium with a microphone. Also, it would be great if you can send me the profile of the audience such as professional experience, and educational background in order for me to prepare appropriate materials for them.
I am currently making travel arrangements and tentatively plan to be in California on Friday, December 19. Kindly expect my call a week before to inform you my travel itinerary. I look forward seeing you at the conference.
President, ABC Industries