English Slang Idioms (160) | B2 – Upper-Intermediate

January 27

Renaldo Moreno
Rome Kingstonian Hotel
Viale dei Promontori 659
00135 Rome (RM)
Italy

Dear Mr. Moreno,

I am writing to you to inquire about using your hotel for Burke Capital's annual executive retreat in May. I was recently appointed to my position, and my predecessor told me that your hotel had been used three years ago for the same event. She mentioned how impressed she was with your level of service. We will be bringing with us 12 executives from the board of directors, 15 team managers from across the company, and eight members of staff from the administration, event organization, accounting, and office management teams. We will need suites for the executives, single rooms for the managers, and the other members of staff will be asked to share double rooms.

During the daytime, we will need to have access to one large conference room which can accommodate all the attendees. We will also require three smaller rooms to be used for side meetings. Ideally, all of these rooms will be equipped with projectors and Internet access.

We would also like to ask you to provide catering for the event, including breakfast, a light lunch, and an evening meal throughout the time we spend at the hotel. We will be arriving around lunchtime on May 8 and leaving after dinner on May 10. 

Please let me know if such an event will be possible on the dates requested, by e-mailing me at [email protected]. I look forward to your response

Yours truly,
Charlotte Hoffman
Assistant to the executive director, Burke Capital

Dear Ms. Hoffman,

Thank you for your letter dated January 27, which we received this morning. I do indeed remember the last time Burke Capital held its retreat at the Kingstonian, and you are extremely welcome to return. 

However, some small alterations to your original plan may be needed due to existing bookings from other customers. While we have enough executive suites remaining to meet your needs, we are short on some of the other rooms you need for those dates. Would it be possible for four more people to share double rooms?

We are also afraid to say that our main conference room has been booked for another event during this time. Nevertheless, we have an agreement with a venue which is only a 10-minute walk from the hotel. They have confirmed to me that they would be able to accommodate you, and our catering service would be happy to bring lunch over to the conference center each day to minimize the need to go back and forth.

With these changes in mind, please let me know if you would still like to proceed, and I will make the booking immediately.

Sincerely,
Renaldo Moreno