Letter Sample #151 – You are going to organise an executive event for the company

GT Writing Task 1 (Letter Writing) Sample # 151

You should spend about 20 minutes on this task.

You are going to organise an executive event for the company you work for. Write a letter to the person in charge of the 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,

Model Answer 1:

Dear Sir or Madam,

I am writing this letter on behalf of Pegasus Footwear Limited. I want to get some information about your convention centre that we are considering hiring in order to hold an annual executive office meeting and dinner party for our company employees.

We want to organize this executive event, preferably by the end of this month, which would feature things like a meeting of senior executives, handing over the best employee awards to the deserving candidates, a short musical performance, and, of course, a dinner arrangement for all the guests at the end. We are also assuming that the party would possibly be attended by at least 200 staff members of our company, and it should continue from 5:00 pm to 10:00 pm. So, we would need to use your meeting room, projectors, sound system (for the musical show) as well as your catering service.

Now, based on these requirements of ours, I would really appreciate it if you could provide me with a tentative date when we would be able to use your venue, and also information regarding the services you provide with the associated costs. An early response would be highly appreciated.

Yours faithfully,

James Reid

Model Answer 2:

Dear Sir or Madam,

I am writing to inquire about the availability and services of your venue as I am considering it for an upcoming executive event for the company I work for.

The event is scheduled to take place in December 2023, and we are exploring suitable venues to host approximately eighty-five attendees. We are particularly interested in your venue due to its reputation for excellence and for its convenient location.

Could you kindly provide me with detailed information regarding the availability of the venue on the specified dates? Additionally, I am keen to know about the range of services and facilities you offer, including audiovisual equipment, catering options, seating arrangements, and any additional amenities that would enhance the event experience.

Furthermore, I would greatly appreciate it if you could furnish me with a breakdown of the costs associated with renting the venue and availing the various services. This information will assist us in making a decision.

Thank you for your prompt attention to this matter. I am looking forward to receiving the information and exploring the possibility of collaborating with your venue for our executive event.

Yours faithfully,

Fiona Margot