Letter of Inquiry

Write an inquiry letter (formal letter, block style.) asking a well-known, out-of-town person to speak for an organization with which you are involved. For example, if I were writing this letter, I would be asking someone to speak at the local chapter of the Society for Technical Communication. Don't choose a movie or music star--choose someone in your professional area or discipline.

****The problem is that you must secure this speaker without paying him/her.****

Other criteria for this letter:

* In the first paragraph, explain why you are writing to this particular person. Why this person exactly? Specifically? Use subtle flattery, but it must ring true.  What you are getting at here is that you aren't just picking a speaker out of the hat. The potential speaker will want to know that you have chosen him/her for a very specific reason—a reason that has pointed directly to his/her credentials. Otherwise, given that a speaking engagement is enormously time-consuming and that there is no compensation, the person is likely to say no.

* In the body of the letter, explain exactly what you want the speaker to address and why. This criterion follows from the one above. You should not leave it to the speaker to choose a topic. Ostensibly your organization would like to learn about something in particular.

* Make it very clear that the speaker will not be paid, nor will your organization be paying for transportation, lodging or meals.  This is one of the assigned persuasive hurdles. It is a difficult rhetorical task to state this clearly but gracefully. Don't insult the reader. Don't give any indication that your organization has money, for example, but is saving it for something more important. Have a good reason for not offering compensation.

* The next persuasive hurdle: In the close, offer something in return (not money)—but something meaningful. I love this assignment because it provides you with a concrete opportunity to think deeply about the "you perspective" discussed on page 374 in Markel. This perspective is really the key to effective writing in professional contexts. Your assignment here is to do research on this person you have invited—you should discover what your organization can do for him/her that would be truly meaningful. No, a plaque does not count! No, the fuzzy feelings one gets from volunteering do not count! Here is an example. If you invited someone who has just published a book, your organization could organize several book signings across town and also at the event. You could person tables to sell the book as well. Now that would be meaningful to a recently published writer. No, you can't use this example. I want you to conduct real research and perform the difficult thinking yourself. Note: I would try to get a speaker from in-state. It would be hard to talk someone into coming to speak to your group from very far away for free, even with a meaningful return. In other words, make the letter plausible.

* Also in the close, express your appreciation for the person’s consideration of the speaking engagement.  Don't assume the person will say yes. But you can thank them for thinking about the offer.

* Project a "you attitude" throughout the letter.

* Provide all important details about the event: date, time, location, etc.

* Edit carefully for grammar and punctuation problems.