How to Create a Formal Letter Inviting Robert Munsch to Present at Your 'Month of Munsch' Event

Introduction to the 'Month of Munsch' Event

Q: You are celebrating Robert Munsch’s books with a “Month of Munsch” in 2019 (you will need to determine the month). This is the first time you have had a focus on his books, but you have done this with other children’s authors in the past, and it has run successfully.This year, you would like to invite Robert Munsch to present to the children and also present at the Medicine Hat Public Library in an evening session open to the public.

In your letter, indicate the details the author needs to make a decision, including what your expectations are. You will need to ask him what his fees are as well.

-You create the addresses and any other information you need for a formal letter

-Use your name and title of Chairperson, Month of Munsch Planning Committee

-Use four paragraphs to structure your letter: summary, background (boast about past success and interest in this; you could highlight why this author is one you are excited to have), details (what the author needs to know to make a decision– be specific), action.

Use a full letter format. Here is a suggested format you can use for the paragraphs and some possible questions you can consider addressing. If you want to use more than two paragraphs for the body of the letter, that is acceptable as well.

Invite the person to speak at an event hosted by (name of school or host) and held where on what date. You want to be excited about the event, so show some enthusiasm in your opening statements.

Provide a couple statements about the event and why you are planning it. You want to “sell” this as an exciting event not only for the participants, but for the presenter as well. Provide reasons you believe the person would be a great guest speaker.

What do you know about the person’s work, history, influence, et cetera?

How does this author’s work fit into your current educational theme or monthly theme? Reference one activity the children will do related to one of the books you would like the author to present.

Give the individual the parameters of the request. How much time will the person have?

1. What is the room like…desks, children on the floor, a gymnasium? Give information on other opportunities to present while in the city.

2. What expenses will you cover?

3. What type of venue are you using? How many people will likely attend?

4. What ages will likely attend? You will also need to ask about the author’s requirements and fees.

Close with a positive look to the future – an expectation the author will accept your request. Indicate by when you need a response. Be certain you provide a contact name and number if the author has any questions about your invitation.