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.

Model Answer

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 ]