Chief Guest Invitation Letter: 4 Templates

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I have been organizing several prestigious events, which makes me the correct person to advise you on how to craft ✒️ a perfect invitation letter addressing the chief guest.

Be it a corporate event, a cultural festival, or a graduation ceremony, one needs to have a respectful and thoughtful approach to invite the chief guest. 

Here’s how to write the perfect chief guest invitation letter to stand out and leave a lasting impression.

What to write in a Chief guest invitation letter

You must include these points to craft an irresistible Chief guest invitation letter.

  • Use respectful greetings and a warm tone to address the chief guest. You should express how grateful everyone would be if they could attend your event. 
  • Provide concise and clear details regarding the event, like time ⏰, date, venue, and purpose. 
  • Highlight the contributions and accomplishments 🥇 of the chief guest. Explain why they are chosen and how their presence can benefit attendees and events. 
  • I always use a formal invitation and courteous language. Make a point about how grateful you will be if they can earmark a suitable time in their calendar 📅 for your event. 
  • Add relevant people’s contact 📲 details so they can get in touch if they have any queries or need more information. 
  • Your words should assure them that you will take care of everything. 

How to write a Chief guest invitation letter

I have added a few points to address when writing the letter. 

Proper Salutation 

Use a courteous tone and address the chief guest by their full name and title. 

Expressing Enthusiasm and purpose

If the event is for a special cause, remember to emphasize and tell them how their presence will create a difference. 

Show gratitude 

Reiterate how excited and grateful your entire team is to their potential attendance. 

Professional closing 

End your letter with phrases like ‘With warm regards’ or ‘Sincerely’ along with your name and affiliation. I would advise you to proofread ✅ the letter to avoid formatting, grammar, or spelling errors. 

Mode of invite 

Send the invitation via the appropriate method, traditional mail or email 📨. The chief guest must get ample time before the event. 

Template: 1

Chief Guest Invitation Letter

To,

[Name of the recipient],

       [Address of the recipient],

       [Date],

Sub: Letter of Invitation for Chief Guest

Respected Sir/Madam,

We are overjoyed by being able to get the chance to invite you as the chief guest of our occasion (mention the name and details of the occasion). Our committee will hold the occasion on the day of (mention the date). The scheduled time of the event is (mention the time).

Your presence will enrich our participants immensely as you have rich and various types of ideas and experiences in this field. We also hope that you will enjoy this program with us. Hope the presence of our other guests will provide you with happiness.

We are eagerly waiting for your assertive response which will help us to complete our program successfully. It will also encourage us to arrange this event in the future.

Thank you very much,

Regards,

[Name of the sender],

[Designation],

[Committee name].

chief guest invitation letter

Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)

Template: 2

Chief Guest Invitation Letter

To,

[Name of the recipient]

[Address of the recipient],

 [Date],

Sub: Letter of Invitation for Chief Guest

Respected Sir/Madam,

We are thrilled with the chance we have to invite you as the chief guest of the occasion we have made arrangements to. (Mention the name and details of the occasion). Our committee is organizing the event on (mention date). Everyone will be expected at (mention time).

Your presence will be highly appreciated and enthusiastic to all of us.

We are insisting on you as we know hoe knowledgeable you are in this field. We hope to see you in the program. 

We are eagerly waiting for your positive response on this letter which will help us complete the preparations.

Hope to hear from you soon.

Thank you very much,

Regards,

[Name of the sender],

[Designation],

[Committee name].

chief guest invitation letter

Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)

Template: 3

Chief Guest Invitation Letter

To,

[Name of the recipient],

[Address of the recipient],

[Date],

Sub: Letter of Invitation for Chief Guest

Respected Sir/Madam,

We are writing this letter to invite you as a chief guest at the [mention the number] annual function of our respected educational institution, [mention the name]. It will be no less than an honor to have you here with us.

Every year, at the end of each session, all of us educators, the students, and the other staff members, celebrate the entire successful year, being together and engaging in some fun, enjoyment, and happy moments. We help the students prepare some dance numbers, songs, dramas, and speeches and we too participate in special performances while the junior staff members look after all the arrangements.

The program starts with lighting the candle of knowledge and strength and ends with certain prize distribution for the best performances. The students are dressed in suitable costumes and we conduct the program successfully every year. Also, a theme is decided each year, and based on that we prepare the program. This year’s theme is [mention it].The function will take place on [mention the date] at [mention the time], and the duration will be [mention it].

You are one of the most known personalities in our country and your accomplishments in the field of [mention it] are huge. Your books on [mention the subjects], your interviews on them are quite famous and we will be honored if such a person of talent agrees to be our chief guest. I am sure that our students will be able to learn a lot from you.

We are expecting your timely confirmation, but then, we understand that you are a busy personality, so please reach out to us at [mention the email ID] if you have any issues or questions. 

We hope that you will honor us with your gracious presence and we will see to it that you have a good time.

Thank you very much,

Regards,

[Name of the sender],

[Designation],

[Institution name]

Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)

Template: 4

Chief Guest Invitation Letter

To,

[Name of the recipient],

[Address of the recipient],

[Date],

Sub: Letter of Invitation for Chief Guest

Respected Sir/Madam,

On behalf of [mention the name of the company or organization], I am writing this letter to invite you to be our respected chief guest at the employee award distribution event, which will be held on [mention the date] at [mention the time]. The duration will be just [mention the time period] and the location will be our office, [mention the full location, along with the building name].

Ever since the year [mention it], we have started this event to present awards to our employees for their hard work, best efforts, and dedication. There are different categories for different departments, and the nominees are present, among whom the best is given the award and certificates. We also have great moments when each of the employees is asked to perform a little something, and we frame those memories forever.

You are one of the most successful personalities of our country, sir or madam. Your contribution in the [mention the name] field is truly amazing, and each one of our employees looks up to you as their role model and wants to be like you someday. Your last interview on [mention the subject area] was seen by all of us and like others, we too are your fans. Our employees will be truly happy if you present the award to them.

[Mention the names of certain other famous people] will also be present. 

We know that you run a busy schedule and hardly get time, but we will be obliged if you can still spare some moments for us. We will be awaiting your confirmation, but if you are still unable to make it, then kindly let us know by the end of [mention the time period].

All of us are looking forward to meeting you soon and we hope that you enjoy your time with us.

Thank you very much,

Regards,

[Name of the sender],

[Designation],

[Company name]

Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)

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