Reply to Enquiry – Writing Practice - ILL Task 14

Instruction: Write a reply to enquiry and recommend the most suitable package to Kenny Hui, Administrative Assistant of the Asia Pacific trading Co. Ltd., according to the information given below.

Situation

Your name & position: Tina Chow, Banquet Officer
You work for: Horizon Hotel
Your duty: Answer customers’ enquiries

You have received an enquiry email about hotel’s meeting service. Please read the following email.

To: banquet@horizonhotel.com.hk
From: kennyhui@asiapacific.com.hk
Date: 16 May 200-
Subject: Meeting service

Dear Sir / Madam

I am writing to enquire about the meeting service provided by your hotel.

Our company will hold a staff meeting on 15 May 200-. We would like to book a meeting room in your hotel for a whole day. Firstly, there will be 20 people attending the meeting. We hope that you could provide us with 2 coffee breaks with refreshments and a western-style lunch. Besides, we need some AV equipment, including computers, printers, laser pointers and microphones. As there are members of staff from different countries, we hope that you could provide us with translation and interpretation service. Our maximum budget is $300 per head. Please suggest a meeting package which meets our requirements.

We would like to know the following information. First of all, what are the terms of payment? When should we book your meeting service in advance?

Thank you very much for your help. Your prompt reply is appreciated.

Yours faithfully
Kenny Hui
Administrative Assistant
Asia Pacific Trading Co. Ltd.
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To: kennyhui@asiapacific.com.hk
From: banquet@horizonhotel.com.hk
Date: 16 May 200-
Subject: Meeting service

Dear Mr. Hui
Thank you for your letter of 16 May 200- requesting information about our meeting service. We are enclosing our leaflets for your reference.

We would like to recommend Package C which fits most of your requirements. Package C costs only $200 per guest. The minimum number of guests is 15. During the meeting, you can enjoy 2 coffee breaks with refreshments. There will be a western-style lunch. For the AV equipment, we could provide computers, laser printers, projector and microphones. We are sorry that we could not prepare laser pointers for you in this package, but you can pay only $10 for each laser pointer. To serve your needs, we are glad to offer you translation and interpretation service.

Please note that booking of meeting service must be made 7 days in advance. Our terms of payment include cash and credit card.

We look forward to hearing from you soon.

Yours sincerely

Tina Chow

Banquet Officer
Horizon Hotel