You should spend about 20 minutes on this task.
You are organising an executive event for the company you work for. Write a letter to the person in charge of a venue that you are considering for the event and ask for detailed information regarding dates, services and costs.
Write at least 150 words.
You do NOT need to write any addresses.
Begin your letter as follows:
Dear Sir or Madam,
Sample Answer 1:
Dear Sir or Madam,
I am writing to inquire about your exclusive seminar hall that we are planning to reserve for an official event. We are expecting a few additional amenities in order to accommodate the event without any intervention and to make it a success.
We will organise the annual get-together party and I would like to know the availability of your seminar hall during the second week of next March. Our agenda will be a staff meet-up followed by an hour-long presentation and it would conclude with a grand dinner party. We would require a high-resolution LCD projector and a Wi-Fi connection facility for Laptops. The seating arrangement is expected to be for almost 100 people. We also require facilities for welcome drinks for guests and dinner for all of them.
I am curious to know about the rates to hire the hall for 6 hours, from 4:00 pm to 10:00 pm, with the list of facilities it offers. Additionally, please send me the menu for dinner including drinks. Also, mention the best possible concession you can offer and break down the expected expenses. We will not compromise the hygienic and food quality and we are expecting the party to be organised without any glaring issue from your end.
I look forward to hearing from you soon.
Yours faithfully,
Mohammed Abu
[Written by M. Abu ]
Sample Answer 2:
Dear Sir or Madam,
I am writing to inquire about the availability of your party centre for an executive event. I work for the Robinsons & Brothers, and we are planning to organise an exclusive event on December 17, 2019. I would like to obtain some information to reserve the venue.
First, we are planning for an event where approximately 80 people would be present. We need to hire the venue for the whole day and you would be responsible for serving welcome drinks and lunch to the guests. Some of our guests would bring their parents who are senior citizens and might be physically challenged. What arrangements do you have for such people? Please include some Thai and Chinese dishes on the lunch menu.
I would like to get a confirmation if the venue is available for the mentioned date and how much it would cost us to reserve it. You can send me the information, including the menu and details price list, via fax using the number 21-01-25412014 or email me at This email address is being protected from spambots. You need JavaScript enabled to view it.. I am confident that you can provide us with the best possible service we need based on the abundance of positive reviews you have.
Yours faithfully,
Tiffany Lace
Sample Answer 3:
Dear Sir or Madam,
I am writing to request some information to reserve your venue for an executive event for Dreko Company Limited. We will organise the annual board meeting in December for the company stakeholders and investors and expecting your response to finalise the location.
Firstly, I would like to know the availability of the venue at the end of June 2020. We need the venue for the whole day and 27th June is our preference for the event. Secondly, a light breakfast during the meeting is expected to be served and dinner should be arranged following the meeting. Finally, please inform me of the cost for all the above-mentioned arrangements. Also, do let me know if we can avail any discounts for that.
We are expecting around 30 guests and would really appreciate it if you could provide all these details before the end of this week.
Thank you in advance. Looking forward to hearing from you soon.
Yours faithfully,
Riya Nagpal
[ Written by – Riya Nagpal ]
Sample Answer 4:
Dear Sir or Madam,
I am writing to inform you that we are considering your banquet hall for our annual dinner party that we are planning to organise at the end of October 2020. Therefore, I would like to obtain some information to finalise the process of reserving this venue.
First of all, please notify me of the availability of the venue as per our schedule. Can we avail of it on the evening of 28th or 29th October? I would also like to know about the service you offer including the dinner menu, power backup and decoration. As it is a prestigious event for our company, you should follow some decent theme for the decoration and provide a buffet menu. My recommendation is to use a professional interior decorator and use white flowers and colourful balloons for the decoration.
Finally, please forward me the estimated expenses that will incur to hire the venue and avail the services. Send it to my email address – This email address is being protected from spambots. You need JavaScript enabled to view it.. Previous experience with your company was outstanding but this time, I am expecting more innovative design and high quality of services.
Yours faithfully,
Fahad Sultan
[ Written by – Fahad Sultan ]