Tutorial for “Confirm Travel Arrangements (Arranger's Letter)”

Tips

In confirming another's travel arrangements, help that person by providing specific details of the travel plans, and by giving assurance that he or she can turn to you for help, if plans change or go awry. Your letter should be brief and businesslike, yet may also be friendly and personal.

Steps

1. Confirm your reader's specific travel plans. Give the details of how your reader will travel, where, and for how long your reader will be accommodated, and who will meet him or her at the airport, if applicable.

Sentences

  • As agreed during our conversation on Friday, we have made the travel plans for your visit to our plant in Springfield. I have enclosed airline tickets for the 3:15 p.m. Springfield Airways flight from Centerville to Springfield on July 9. Your flight number is 123.
  • Feel free to rent a car using the account number we gave you.
  • From the airport, you can take a shuttle bus directly to the Springfield Suites Hotel.
  • I will be at the gate to meet you and take you to the Springfield Suites Hotel. John and I would like to take you out to dinner after you get checked in.
  • You have reservations at the Springfield Inn for March 1 through 6.
  • Jane Doe, who will be wearing a name tag, will meet you in the lobby of the Springfield Inn with your room key. She will assist you with anything you might need.
  • Enclosed is a detailed itinerary for your vacation. Please note that you will fly on Springfield Air flight 123 to New York on March 15, and will continue on to London on flight 345 two days later on March 17. This arrangement allows you the stopover you requested.
  • Please look over the attached itinerary carefully. We have booked you onto direct flight to Los Angeles, as you requested, but coming back you will need to change planes in Springfield, Kansas.
  • We can meet in the lobby of your hotel at 9:00 a.m. Then I will take you to see the plant. John and Jane will be there and are looking forward to meeting you.

Phrases

  • after you get checked in
  • as we agreed on
  • can take a shuttle
  • directly to the
  • expect to arrive at about
  • have enclosed airline tickets for
  • have enclosed an itinerary
  • have reservations at
  • may be easiest to
  • pick up your tickets at
  • to pick you up from
  • use of a rental car
  • when you leave from
  • when you arrive at
  • which departs from
  • will be able to assist you
  • will be at the gate
  • will meet you at
  • will accept no cancellations
  • with anything you might need
  • with your room key
  • your flight number is

2. Give any other special instructions that will be necessary or useful for your reader to know.

Sentences

  • Springfield has an excellent bus service, but you may prefer to use a taxi.
  • Remember, when arriving in Puerto Rico you are still in the United States, and you will not have to pass through customs.
  • We will have dinner at 7:00 p.m. and would like you to join us.
  • Please note that your return ticket has no specified return date. This way you may stay a few extra days, if you wish.
  • Please be sure to bring your security card. We have no way of making you a duplicate one here.

Phrases

  • accommodations are available
  • alert you to
  • are more than welcome to
  • ask that you read
  • aware of the
  • basic rate includes
  • be sure to ask
  • be sure to bring your
  • call us if
  • don't forget your
  • for a small extra charge
  • for a special tour of
  • give me a call
  • in case of any difficulty
  • is advisable to
  • out-of-pocket expenses
  • pass through customs
  • please note that
  • remember when arriving in
  • should allow for
  • will be available to

3. End on a positive note and offer further assistance.

Sentences

  • We are happy to assist you and hope you will enjoy your trip.
  • Please call me at 555-5555 if you have any questions. If you have any difficulty at the airport, please call me at home at 555-5556.
  • We look forward to meeting you and working together on the Doe contract.
  • We look forward to giving you the grand tour of our facilities.
  • Jane's number is 555-5555. Please don't hesitate to call her if you need assistance with your travel plans.

Phrases

  • are pleased that you
  • don't hesitate to call
  • feel free to call me if
  • happy to arrange your
  • help with your travel plans
  • if this conflicts with
  • if you need any
  • if we can help you
  • if you have any questions
  • if you encounter any difficulties
  • if you must cancel
  • if you need assistance
  • it has been a pleasure to
  • let me know if
  • thank you for
  • will call you to
  • will be very happy to
  • will go smoothly for
  • working together on
  • would be glad to

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