Dear Dr. 〇〇:

Thank you very much for accepting our invitation to speak the symposium.
I will arrange your flights and accommodation through a travel agency in Japan at our expense. Please let me know the information necessary for travel planning (e.g. the airport of departure, the desired departure date and time, the desired return date and time, preferred airline, the request of the hotel, etc.). When the schedule is finalized, I will contact you again before a reservation is made.
You are allowed to extend your stay in Japan at your expense if you wish. Please let me know if you plan to extend stay.
In preparation for processing of the invitation, please send us the following documents and information:
1. A copy of your passport
2. Home Address
3. Curriculum vitae

Thank you for your understanding and cooperation.

Sincerely,
sembra naturale?