Invite approved speakers and confirm speaker participation in writing

 IEEE is an organization of volunteers, like you.  When you invite your approved speakers be courteous and professional.  If you send them an e-mail and don’t receive a response within a reasonable amount of time, give them a call and invite them in person. 
 

Example invitation letter

Dr. Lewis Brown 
South Dakota State University 
Brookings, South Dakota 

Re:  Portland State University’s IEEE Student Branch Student Professional Awareness Conference 

Dear Dr. Brown, 

The IEEE Student Branch at Portland State University (PSU), in Portland, Oregon, is conducting a Student Professional Awareness Conference (S-PAC) on Thursday, February 21, 1998, from 6:00 p.m. until 9:30 p.m.  The PSU S-PAC committee is considering Career Growth as one of the topics to present at the workshop, and we are interested in your talk on “Secrets of Success for an Engineer.” 

I am writing to cordially invite you to attend our conference and give your presentation on “Secrets of Success for an Engineer.”  Your travel expenses will be covered by IEEE-USA. 

We are looking forward to hearing from you at your convenience.  You can reach me at the address listed above, or contact me via e-mail at ieee-officers@ee.pdx.edu. Thank you for taking the time to read this letter and consider our invitation. 

Sincerely, 
 

Joseph Stannich 
S-PAC Program Subcommittee Chair 
Portland State University IEEE 

Example confirmation letter

James Watson, III, P.E. 
Akron, Ohio 

Re:  Portland State University IEEE Student Professional Awareness Conference 

Dear Mr. Watson, 

Thank you for your response confirming your attendance of our Student Professional Awareness Conference (S-PAC) on Thursday, April 8, 1999, from 5:30 p.m. to 9:00 p.m. Enclosed please find a preliminary program for the conference. We are looking forward to hearing your presentation “The Communication Connection.” 

We will be providing an overhead projector and screen for your presentation.  If you require any other equipment, we would be happy to provide it.  Also, one of our officers will happily pick you up from the airport and deliver you to the conference, if you require.  Please let me know what we can do to make your travel and your presentation as pleasant as possible. 

Thank you again for your participation in our S-PAC. 

Sincerely, 

Keith Berry 
S-PAC Program Subcommittee Chair 
Portland State University IEEE 
 

Example Thank You Letter

Dr. Gerald Karam 
Chatham, NJ 

Re:  Portland State University Student Professional Awareness Conference 

Dear Dr. Karam, 

On behalf of the IEEE Student Branch at Portland State University, I would like to sincerely thank you for presenting your talk “Continuing  Education and Industry” at our Student Professional Awareness Conference.  Your presentation encouraged our student members to consider the future of their education and how important it is to make research and learning part of their career. 

Thank you for taking the time out of your schedule to come to our school and present a thoughtful and dynamic talk to our student branch members. 

Sincerely, 
 

Shelley Grace 
Program Subcommittee Chair 
Portland State University IEEE