To enlighten and ease any uncertainties or reservations a guest may have about an upcoming event he or she is invited to, this letter of confirmation of a guest’s attendance at a conference or symposium is an opportunity to give to the guest peace of mind.

In this letter, it should mention the important details of the event: venue, date, the purpose of the gathering, and the benefits from the event, to avoid unnecessary complications.

There are many ways to confirm, such as texting or calling the host/guest, but writing a letter is best practice.

This type of correspondence should be direct and business-like.

However, if there is a personal encounter with the guest prior to the event, putting a personal tone in the letter may help in getting a positive response.

Example

Date

Name of Addressee
Address

Dear (Sir/Madame):

Thank you for acknowledging and accepting our invitation to attend the Annual Parent-Teacher Convention on January 27. It will be held on the newly-built gymnasium of the school. The convention will promptly start at three o’clock in the afternoon.

This conference will address the following issues:

1. An update of the previous years’ projects
2. Board member’s performance assessment
3. Qualifications and requirements for filing of candidacy for Board position
4. Other agenda

As members of the board of the Parent Teacher Association, we highly encourage your participation in the convention. We are hoping to promote camaraderie among parents and teachers because we know how important it is that we set the standards for our children by setting good examples.

We also wish to actively take part in activities that will increase the quality of education that our children will receive through fund raising projects that will support this aim.

For any suggestions or clarifications, don’t hesitate to call us. Thank you and we hope you confirm your attendance as soon as possible.

Sincerely,

Name of Sender
Title