Email Templates

I4G AMBASSADOR TOOLS & RESOURCES

EMAIL TEMPLATES

 

The following templates will help you in writing emails for inviting speakers, requesting sponsorship, and seeking possible partnerships. 

 

Speaker Invite Template Email

A good speaker invitation should be a formal letter or email, outlining the reasons why you’re inviting them to your event.

If you’re unsure about a potential speaker, instead of sending a formal speaker invitation, reach out more informally, saying you think their work is great and you’d love to have them speak with your community members. Get on a call or meet with them, and assess from there.

Essential components of a speaker invitation

  • The name, date, and venue of the event
  • The theme or focus of the event
  • Why you think they would be a great speaker for your event
  • Why it would benefit them
  • How they can contact you

 

A.

Dear  “Speakers name“

I hope this email finds you well.

I’m honored to invite you to speak at I4GNAME event name happening in Date. I am a huge fan of the speakers’ work and the way you something you are like about them and would be excited if you would join us. 

The event is a type of event and you’ll be talking about topic for duration with an audience of about no of students in where. Our goal is to program goal .

Your talk will be recorded and edit may be hosted on our YouTube channel. 

We believe your voice would be a critical addition to our community members. Please let us know by date whether or not you would be interested in speaking.

We look forward to hearing from you.

Sincerely,

Ambassador Name

Ingressive for Good Lead / Co-Lead Ambassador 

I4GNAME

 

B.

Hello “Speakers name“

I hope this meets you well.

My name is “Ambassador Name”,  the Lead / Co-Lead Ambassador for I4GNAME. I4GNAME is a community of young designers and programmers leveraging tech to solve problems.

Ingressive for Good (I4G) launched in July 2020 with a Bold mission to train 1 million African youths with tech skills, deploy $1 million in micro-scholarship funding and connect our community members to 5,000 jobs in 5 years.

I would like to formally invite you as a guest speaker to one of our upcoming events coming up in month.  Our goal is to program goal.

Topic – Topic + Type of Event 

Date: Date

Duration: Duration

Time: Time

I look forward to hearing from you soon. 

Sincerely,

Ambassador Name

Ingressive for Good Lead / Co-Lead Ambassador 

I4GNAME

 

When a speaker says no…

If a speaker says they are not available or are not interested in speaking at your event, don’t fret. Be graceful and thank them for considering the opportunity. If it feels appropriate, you could also ask them if they have any recommendations for other speakers.

 

Your Speaker has accepted! Now What?

Thank them immediately and promise to follow up with the next steps.

A.

Thank you so much “Speakers name“. I’ll follow with the next steps.

Sincerely,

Ambassador Name

Ingressive for Good Lead / Co-Lead Ambassador 

I4GNAME

 

B.

Hello “Speakers name“

As promised, I’m following up with the details of your session. 

Your session will be held on Date at Where, by Time.

Topic: Topic

Where: Where (Meeting link or Location)

The session will be for period and the goal is to goal. The session should be able to answer:

Question 1

Question 2

Question 3

Here’s the communication for the type of event, feel free to share within your network:

Are you a Institution Name Student and interested in topic?

Join us on Date.

Link to apply

(Attach the event Flyer)

Let me know if you have any questions. A calendar invite has been sent as well. (Send a Calendar invite with the event details)

Thank you so much once again.

Sincerely,

Ambassador Name

Ingressive for Good Lead / Co-Lead Ambassador 

I4GNAME

Partner/Sponsor  Template Email

The “who” and “how” are two important things to keep in mind when reaching out to sponsors.

Find the right contact (and timing): You’ll want to contact the right person (or persons) at the company, someone who can make decisions about sponsorships. (You can usually find this on the “about” or “contact” page of their website.) If you’re still not sure, check with someone in their administrative department.

A.

Hello “Sponsor/Partner’s Name”

I hope this email finds you well.

My name is “Ambassador Name” and I am the I4G   Lead / Co-Lead Ambassador at I4GNAME. I4GNAME is a community of young designers and programmers leveraging tech to solve problems.

Ingressive for Good (I4G) launched in July 2020 with a Bold mission to train 1 million African youths with tech skills, deploy $1 million in micro-scholarship funding and connect our community members to 5,000 jobs in 5 years.

On Date, we are hosting a type of event, called Name of Event for number of attendees. At this event, we would be … “explain”. However, we think our efforts would go even farther with Company’s name as an official partner/sponsor.

This is an excellent opportunity for your company to launch a CSR initiative on our campus with Company’s name providing Skills/Resources and in turn, we would promote your company to our Number of community members and get them to something you can do for them

We would love to discuss more details with you and can’t wait to hear back.

Warm Regards,

Ambassador Name

Ingressive for Good Lead / Co-Lead Ambassador 

I4GNAME

B.

Dear “Sponsor/Partner’s Name”

I hope this email finds you well.

My name is“Ambassador Name” and I’ll be organizing an I4GNAME type of event on Date.  I4GNAME is a community of young designers and programmers leveraging tech to solve problems.

Ingressive for Good (I4G) launched in July 2020 with a Bold mission to train 1 million African youths with tech skills, deploy $1 million in micro-scholarship funding and connect our community members to 5,000 jobs in 5 years.

At Name of Event event, we will … explain

We’re excited to be an approved I4G Circle and are reaching out to a select group of companies committed to the empowerment of African Youths in Tech. We felt our efforts would go further with Sponsor/Partner’s Name as an official partner/sponsor

This is an excellent opportunity for your company to launch a CSR initiative on our campus with Company’s name providing Skills/Resources and in turn, we would promote your company to our Number of community members and get them to something you can do for them

We would love to discuss more details with you and can’t wait to hear back.

Warm Regards,

Ambassador Name

Ingressive for Good Lead / Co-Lead Ambassador 

I4GNAME

 

Inviting Community Members to your Event

In cases where you have Sponsors or Partners, make sure to include them in your invites depending on the case-by-case basis. 

A.

Name of Event is in 5 days!

 

Here’s what’s happening.  (Share more details)

You don’t want to miss this!

Join here (include your form link).

B.

See you in an hour!

 

Today is the Name of Event and it starts in 1 hour.

We are excited to bring you talks from Speaker’s Name (Share more details)

Join here (include the link for them to join).

C.

See you in 5 mins

 

The Name of Event starts in 5 minutes!

This is your 5 mins warning for the Name of Event. Get ready for another must-see content from I4GNAME. 

We’re going to be talking about topic.

Join here (include the link for them to join).

 

 

Points

 

  • Make sure you replace the words in bold and italics with the right details.
  • Reach out to your sponsors, speakers, and partners long before your event. To give them enough time to prepare and make their decisions.
  • Events must be properly organized and promoted as an Ingressive for Good (I4G) Circle event. Including all digital promotions and online adverts.
  • Use your circle email to reach out to your potential speakers and partners.