How to Issue Invitation Letters and Attendance Proofs

Invitation letters & attendance proofs

An invitation letter combines conference details and attendee details, with an English version for international attendees; an attendance proof records name, affiliation, role and dates. Both are generated in bulk as PDF from registration data—no manual one-by-one writing.

Published: 2026-11-04 · AllConfs Knowledge Base

What an invitation letter contains

Conference side: full name (CN/EN), edition, dates and venue, organizing bodies, committee signature and contact. Attendee side: name (matching the passport or ID), affiliation, title, role (speaker / attendee / guest), and whether fee or visa notes are needed.

For international attendees

Provide an English version, spell names exactly as in the passport, and state that the letter is issued for visa or travel-approval purposes. The system fills templates from registration data, reducing spelling errors from manual copying.

Attendance proofs and bulk generation

An attendance proof records name, affiliation, role (speaker / audience / committee), conference dates, and carries a reference number.

Four-step flow: registration data enters the dashboard → bulk-generate PDFs (templates can differ by role) → deliver by email or system notification → records are archived for post-event reissue.

Frequently Asked Questions

Can proofs be reissued after the event?

Yes. Registration and check-in lists stay in the dashboard; proofs can be regenerated from them at any time.

What if details on a letter are wrong?

Fix the attendee record in the dashboard and regenerate; the corrected file replaces the original and the change is logged.