How to Invite a Dignitary to Speak

Updated April 17, 2017

Dignitaries are simply notables known in their field as experts or influencers -- they can be politicians, heads of state, corporate executives or esteemed alumni. You may want to invite a dignitary to speak at your organizational meeting or graduation ceremony, but no matter what the reason, the invitation should be in the form of a formal letter.

Type the letter on your organisation's official letterhead. If this isn't an option, type your contact information, including mailing address, telephone number and e-mail address, in the upper left-hand corner. Leave a space, and include the date.

Leave two spaces. Then add the inside address, which consists of the title and mailing address as you might see it on an envelope. Use the correct title for the individual to whom you are writing. For example, a judge is "The Honorable."

Begin with the appropriate salutation. "Mr." or "Mrs." will suffice unless the individual has a unique title, such as "president."

Leave one line, and begin with an introduction. Explain to the dignitary who you are and what organisation you represent.

Space down to a new paragraph and begin with your request. Clearly explain what it is you would like the individual to do in as few words as possible. Include the location, date and time, and mention if transportation is provided. Thank the dignitary for her time, and mention that you look forward to a response.

Sign off the letter with an appropriate closing. "Sincerely" or "respectfully" is sufficient for most dignitaries. Type your name below the closing, but leave room to pen your signature.

Things You'll Need

  • Letterhead
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About the Author

Andrew Cross began writing professionally in 2007 and now works full-time at a Chicago-based public relations agency. He has also served as a reporter, editor, columnist and freelance public relations consultant for several agencies and publications. Cross holds a Bachelor of Arts in public relations from Illinois State University.