You are organising an executive event for the company you work for.

Model Answer

Dear Sir or Madam,

I am pleased to inform you that we have chosen your resort as the venue for our company’s prestigious annual conference. I am responsible for the event’s planning and execution and hence writing for some details. I am hoping that you would answer my queries so that I can book it well in advance.

We are planning to host the conference at the end of July and need the venue for the whole evening. Please notify its availability either on 24th or on 26th July. We are expecting 40 guests on the programme and need the menu for dinner and drinks. Some of our guests are coming from overseas so we will require some continental dishes. We also need a projector and electricity backup so that we can show some presentations to our overseas partners without any interruption. Kindly inform me of the breakdown costs of your service, venue, food and drinks in the return mail.

Please be noted that the event is profoundly important for us and any sort of flaws will detriment our company’s image as well as yours so I hope you will be rigorous in providing your service.

I am looking forward to hearing from you soon.

Yours faithfully,

John Augustin