Sample Invitation Letter
Dear Professor X,
On behalf of the Organizing Committee for the <Program/Event
_Name>. I am pleased to invite you as a <Guest
Speaker/Scientific Researcher/participant> for
the <Program/Event _Name>
being held at <location> for
the period < dates>. Updated
information about the <Program/Event
_Name> can be found at: <URL>
<details dependent on support being offered>
For your participation in the <Program/Event
_Name> your local expenses (accommodation and meals)
will be reimbursed up to <$XXXX CDN>.
Choice 1 SHORT TERM for stays up to 14 nights
For your participation in the Conference/Workshop/etc, your expenses
(accommodation, per diem and economy travel) will be reimbursed
up to $XXXX CDN. The maximum per diem is $55. Accommodation can
be reimbursed up to a maximum of $170/night.
Choice 2 LONG TERM
For your participation in the Program, your expenses (accommodation,
per diem and economy travel) will be reimbursed up to $XXXX CDN.
The maximum per diem is $55. For stays of at most 14 nights, accommodation
can be reimbursed up to a maximum of $170/night. This is sufficient
for hotel accommodation in Toronto at current rates. For stays of
between 15 days and one month, accommodation can be reimbursed up
to a maximum of $2400/month. This is sufficient for short-term rental
of a furnished apartment in Toronto at current rates. For stays
longer than one month, accommodation can be reimbursed up to a maximum
of $2400/month, prorated for part months.
Re: Travel support
Choice 1- In addition we will reimburse your economy travel
up to $XXXXX (add "US carrier only" for NSF funded
participants). Please retain original receipts and all boarding
passes for reimbursement of expenses.
Choice 2 - We hope you will be able to find travel support from
other sources, but please let us know if you require assistance.
Choice 3 - No travel support offered
Please see the attached information
sheet regarding reimbursement amounts and the receipts required
for reimbursement of expenses.A copy of the reimbursement claim
form is available here.
If you have any questions regarding support please contact <
Fields Program Coordinator for event>.
The Institute's housing resource web page
will provide you with information about housing choices for your
visit at :www.fields.utoronto.ca/resources/housing.html.
Non-Canadians should also be aware that it may be necessary to contact
their local Canadian Consulate to make arrangements for their visit
and, if required, to obtain the necessary documents for travel to
Canada. For visa information see: http://www.cic.gc.ca/english/.
Please ensure that you have medical insurance which covers your
stay in Canada.
The Fields Institute receives funding from public and private sources.
Please acknowledge the support of the Fields Institute in any publications
to which your visit contributes. We would appreciate your helping
us demonstrate the impact of our programs by sending us the publication
references and keeping us informed of significant advances in your
work as well as collaborations resulting from your stay.
To confirm your participation dates please fill out the registration
form on the web page or contact us at XXXX@fields.utoronto.ca by
With best wishes for a productive and enjoyable visit,
On behalf of
(event organizers names)