Writing an invitation letter to a chief guest requires careful attention to detail and proper etiquette. Each occasion calls for a unique approach, yet maintaining professionalism remains essential throughout. The right words can make your request both compelling and respectful, increasing the likelihood of a positive response.
Ready to craft the perfect invitation letter? These fifteen carefully crafted examples will guide you through various situations, showing exactly how to extend a graceful invitation that gets noticed and accepted.
Sample Letters of Invitation as Chief Guest
Here are fifteen professionally written invitation letters that you can customize for your needs.
1. Annual Academic Awards Ceremony
Subject: Request to Grace Our Annual Academic Awards Ceremony as Chief Guest
Dear Professor Williams,
On behalf of Brighton Secondary School, we request your presence as the Chief Guest at our Annual Academic Awards Ceremony on September 15, 2025, from 10:00 AM to 1:00 PM.
Your outstanding contributions to education and research make you the perfect choice to inspire our students during this special occasion. The ceremony will honor exceptional academic achievements of our students across all grades.
We would be grateful if you could present the awards and share your valuable insights with our students and faculty. Your presence will make this event truly memorable for our school community.
Please find the event schedule attached. We look forward to your positive response.
Best regards,
Sarah Thompson
Principal Brighton
Secondary School
2. Technology Summit Opening
Subject: Chief Guest Invitation – Global Tech Summit 2025
Dear Dr. Chen,
As the Chairperson of the Global Technology Summit Committee, we extend a warm invitation to you to be our Chief Guest at the opening ceremony of Global Tech Summit 2025, scheduled for March 20, 2025, at the Bay Area Convention Center.
Your groundbreaking research in quantum computing and artificial intelligence has revolutionized the tech industry. Your presence would inspire the 2000+ tech professionals and entrepreneurs attending the summit.
The opening ceremony starts at 9:00 AM, followed by your keynote address. We would appreciate your confirmation by February 15, 2025.
Regards,
Michael Rodriguez
Chairperson
Global Tech Summit Committee
3. Charity Foundation Anniversary
Subject: Request to be Chief Guest at Hope Foundation’s 25th Anniversary Celebration
Dear Mrs. Anderson,
Hope Foundation requests the honor of your presence as our Chief Guest at our 25th Anniversary Celebration on June 8, 2025, at the Grand Plaza Hotel.
Your dedication to social causes and tireless work supporting underprivileged communities resonates deeply with our mission. We would be honored if you could share your experiences with our donors, volunteers, and beneficiaries.
The celebration begins at 6:00 PM with a welcome reception, followed by dinner and the main ceremony. Your presence would add tremendous value to this milestone event.
Sincerely,
Robert Clarke
Executive Director
Hope Foundation
4. Business School Graduation
Subject: Chief Guest Invitation for MBA Graduation Ceremony 2025
Dear Mr. Thompson,
The faculty and students of Maxwell Business School request your esteemed presence as Chief Guest at our MBA Graduation Ceremony on July 12, 2025.
As CEO of one of the most successful startups in the country, your journey from a small-town entrepreneur to a business leader would serve as an inspiration to our graduating class. We would be honored if you could deliver the commencement address and present the degrees to our students.
The ceremony starts at 4:00 PM at our campus auditorium. Please let us know if we may have the pleasure of hosting you.
Best regards,
Dr. Emily Watson
Dean Maxwell Business School
5. Sports Championship Finals
Subject: Invitation as Chief Guest – National Junior Athletics Championship
Dear Ms. Martinez,
The National Athletics Federation extends a heartfelt invitation to you to be the Chief Guest at the closing ceremony of the National Junior Athletics Championship on April 25, 2025.
As an Olympic medalist, you represent the pinnacle of sporting excellence. Your presence would inspire young athletes from across the country who dream of following in your footsteps.
The closing ceremony begins at 5:00 PM at the National Stadium. We would be honored if you could present the medals to the winners and share your journey with these aspiring champions.
Yours sincerely,
James Wilson
Secretary
National Athletics Federation
6. Hospital Wing Inauguration
Subject: Chief Guest Invitation – Pediatric Wing Inauguration
Dear Dr. Roberts,
City General Hospital requests your presence as Chief Guest at the inauguration of our new Pediatric Wing on August 30, 2025.
Your pioneering work in pediatric care has saved countless young lives. We would be privileged to have you inaugurate this state-of-the-art facility dedicated to children’s healthcare.
The ceremony starts at 11:00 AM, followed by a tour of the new wing. Your expertise and insights would be invaluable as we begin this new chapter in pediatric care.
Warm regards,
Dr. Susan Lee
Medical Director
City General Hospital
7. Cultural Festival Opening
Subject: Request to be Chief Guest at International Cultural Festival
Dear Ambassador Kumar,
The Cultural Exchange Society would be honored to have you as our Chief Guest at the opening ceremony of the International Cultural Festival on October 5, 2025.
Your role in promoting cultural understanding between nations makes you the ideal person to inaugurate this celebration of global cultures. The festival showcases traditional arts, music, and cuisine from 30 different countries.
The opening ceremony begins at 3:00 PM at Cultural Center Plaza. We eagerly await your confirmation.
Best wishes,
David Chang
President
Cultural Exchange Society
8. Environmental Conference
Subject: Chief Guest Invitation – Green Earth Conference 2025
Dear Professor Garcia,
The Environmental Protection Alliance invites you to be our Chief Guest at the Green Earth Conference 2025, scheduled for May 15, 2025, at the Eco Convention Center.
Your research on climate change solutions has shaped environmental policies worldwide. We would be honored if you could deliver the opening address and share your vision for a sustainable future.
The conference starts at 10:00 AM with your address, followed by panel discussions. Please confirm your participation at your earliest convenience.
Regards,
Lisa Brown
Director
Environmental Protection Alliance
9. Women’s Leadership Summit
Subject: Invitation as Chief Guest – Women Leaders Summit 2025
Dear Ms. Patel,
The Women’s Professional Network cordially invites you to be our Chief Guest at the Women Leaders Summit 2025 on November 8, 2025.
Your journey from a small business owner to the CEO of a Fortune 500 company serves as an inspiration to women everywhere. We would be honored if you could share your experiences and insights with our attendees.
The summit begins at 9:30 AM at the Metropolitan Convention Center. Your presence would make this event truly special.
Warm regards,
Jennifer Adams
Chairperson
Women’s Professional Network
10. Art Gallery Opening
Subject: Chief Guest Invitation – Contemporary Art Gallery Opening
Dear Professor Mitchell,
The Modern Art Society requests your presence as Chief Guest at the opening of our new Contemporary Art Gallery on July 28, 2025.
Your contribution to modern art criticism and education has shaped the appreciation of contemporary art. We would be honored if you could inaugurate the gallery and share your thoughts on the featured collections.
The opening ceremony starts at 6:30 PM, followed by a guided tour of the gallery. We look forward to your positive response.
Sincerely,
Thomas Wright
Curator
Modern Art Society
11. Science Fair Awards
Subject: Request to be Chief Guest at National Science Fair Finals
Dear Dr. Baker,
The National Science Education Board invites you to be our Chief Guest at the National Science Fair Finals on December 10, 2025.
Your breakthrough discoveries in medical research make you an ideal role model for young scientists. We would be grateful if you could judge the final presentations and present awards to the winning teams.
The event begins at 2:00 PM at the Science Center. Your presence would greatly inspire the participating students.
Best regards,
Mark Johnson
Director
National Science Education Board
12. Literature Festival
Subject: Chief Guest Invitation – International Literature Festival
Dear Ms. Rahman,
The Literary Society extends a warm invitation to you to be our Chief Guest at the International Literature Festival on September 30, 2025.
As a Pulitzer Prize-winning author, your works have touched readers across cultures. We would be honored if you could inaugurate the festival and conduct a masterclass for aspiring writers.
The opening ceremony begins at 4:00 PM at Central Library Hall. We eagerly await your confirmation.
Yours sincerely,
Patricia Moore
President Literary Society
13. Agricultural Conference
Subject: Invitation as Chief Guest – Agricultural Innovation Summit
Dear Dr. Yamamoto,
The Agricultural Research Institute invites you to be our Chief Guest at the Agricultural Innovation Summit on October 20, 2025.
Your revolutionary work in sustainable farming techniques has transformed agricultural practices globally. We would be honored if you could share your expertise with farmers and researchers attending the summit.
The event commences at 10:00 AM at the Rural Development Center. Your insights would be invaluable to our agricultural community.
Best wishes,
Richard Turner
Director
Agricultural Research Institute
14. Film Festival Opening
Subject: Chief Guest Invitation – International Film Festival 2025
Dear Mr. Stevens,
The Film Society requests the pleasure of your presence as Chief Guest at the opening ceremony of the International Film Festival 2025 on August 15, 2025.
As an Academy Award-winning director, your creative vision has redefined contemporary cinema. We would be honored if you could inaugurate the festival and conduct a masterclass for emerging filmmakers.
The opening ceremony starts at 7:00 PM at the Grand Theater. We look forward to your positive response.
Warm regards,
Maria Santos
Festival Director
Film Society
15. Medical Conference
Subject: Request to be Chief Guest – Global Healthcare Summit
Dear Dr. Anderson,
The Medical Research Foundation invites you to be our Chief Guest at the Global Healthcare Summit on November 25, 2025.
Your pioneering work in gene therapy has opened new frontiers in medical treatment. We would be privileged to have you deliver the keynote address and share your insights with healthcare professionals from around the globe.
The summit begins at 9:00 AM at the Medical Sciences Complex. Please confirm your participation at your earliest convenience.
Sincerely,
Dr. Helen Zhang
Chairperson
Medical Research Foundation
Wrapping Up
These sample letters demonstrate the key elements of a successful chief guest invitation. Each letter maintains professionalism while highlighting the unique value the guest brings to the event. Take time to personalize these templates, keeping the tone respectful and the details specific to your event and guest.