Reserving Hotel Accommodation

In order to reserve a hotel accommodation, it is necessary to find out if there are vacant rooms and facilities. The letter is sent to the hotel manager asking about it. Having received the confirmation, one can make a reservation.

Specimen letters

No 1

The Manager

Hunter’s Hotel

Molton MO6 5RT 4 March, 2001

Dear Sir,

Calibration Machine Manufactures’ One-Day Conference 2001

We write to confirm our telephone conversation of this morning. Please book the following accommodation on behalf of the Department:

20-21 March, 2001

5 single rooms, for two nights, with dinner and continental breakfast. Use of Arena and Display Area from 6 p.m. on 20 March to 6 a.m. on 22 March.

21 March, 2001

Use of Meeting Rooms nos. 1-8.

Coffee and biscuits for 480 people in the Display Area at 9.30 a.m. (cost, £1.20 per person).

Buffet lunch for 420, in the Huntersmoon Banqueting Room at 12.45 p.m. (cost, £7.50 per person).

Tea and biscuits for 300, in the Display Area at 3.30 p.m. (cost, £1 per person).

Our estimates of the numbers requiring lunch etc. are based on previous years’ experience. We will inform you of the actual numbers expected one week before the conference.

We understand that you will give the Department a discount of 60 per cent on the hire of the Arena and Display Area. In addition, a discount of 7.5 per cent may be deducted from your invoice, provided the account is settled within 30 days.

We look forward to receiving your confirmation of these arrangements in writing. If you have any queries, please contact Miss Maria Barbero on ext. 3171.

Yours faithfully,

(signature) Maria Barbero

for Assistant Secretary

Accommodation: 5 single rooms x 2 nights x £43.95 5 dinners x 2 x £15.50 5 breakfasts x 2 x £2.95	£439.5 £155 £29.50
Facilities: Conf. Room (1 day) £3675 x 40% Display Area (1 day) £2250 x 40%	£1,470 £900
Catering: Coffee: 480 x £1.20 Lunch: 420 x £7.50 Tea: 300 x £1.00	£576 £3,150 £300
less 7.5% for payment within 30 days	TOTAL £6,493.50

No 2

Falcon Ltd.

31, Goodge Street

London EC49 4EE 30 March, 2001

Dear Sirs,

We shall be glad if you will reserve the following accommodation for two of our directors, Mr Frith and Mr Collins: 2 single rooms, if possible each with a private bathroom, from 3 May, for 3 nights.

Please be so kind as to let us have an early confirmation of this booking.

Yours faithfully,

Mitchell Hill PLC

(signature) S.Crow, Secretary

No 3

P. Marlow & Co. Ltd.

1-5, Whale Drive

Dawson Ontario

Canada 11 October, 2001

Dear Sirs,

The Chairman and the Managing Director of our Company will be visiting Berlin in September, for the World Trade Fair, and will require a suite with two bedrooms. A single room, on the same floor if possible, will also be needed for their secretary.

Please let me know whether you can reserve this accommodation from 10 to 15 September inclusive. I shall be glad to have a reply by return, with details of your charges.

Yours faithfully,

Perfect Office Suppliers Ltd.

(signature) Ann Luise, Secretary

1. Translate into Russian and make up sentences of your own:

• I would like to reserve… (a single room, a double room, 2 separate rooms) with shower (bath) from 12 to 21 June inclusive

• Mr. N will be attending the Trade Fair in…

• Could you make sure that the rooms are situated at the back of the hotel (overlooking the yard, facing the sea)

• We are holding our annual conference in… and looking for a hotel which can offer us accommodation and conference facilities from… to…

• For the meeting we will need a conference room that can accommodate 60 to 70 people with sound equipment

• It will not be necessary to provide projectors, screens, boards

• We will be bringing our own visual aids

• Would you send us a list of your tariffs and let us know if you are prepared to allow discounts

• I am enclosing a banker’s draft for £40 as a deposit

• Could you please acknowledge a receipt?

2. Write a letter on the given situation:

1. On behalf of Mr Tredennik reserve hotel accommodation for him. He will be in Berlin on a business visit from May 3. He will be staying in the hotel for 7 days. He hopes that he will have the same room as last year, or in any case a room at the back of the hotel.

2. Arrange hotel accommodation for an executive of your company. He will be staying in London for 5 days. He would like to have a double room overlooking the sea with bath.