Example Letter #1
As per our phone conversation today, we have made plane and hotel arrangements for you for your trip to our plant. You are booked on Sky Airways flight #123, leaving Springfield at 8:00 a.m. on Monday, January 15, 2019. Arrival time is 9:15 a.m. Your return flight has been left open, as you requested. Tickets are being mailed to you directly from the airline.
Reservations have been made for you at the Logan Center Hotel for January 15 and January 16, 2019. The hotel has an excellent airport shuttle service though you may prefer to rent a car.
I look forward to meeting you.
Example Letter #2
I am happy to report success in booking you on a direct flight for your visit during Homecoming Week. Enclosed are airline tickets for Doe Airlines flight #123, Springfield to Middleton on October 30, with return to Springfield on November 2. Also enclosed are complimentary tickets for the football game on Saturday afternoon and for the banquet that evening.
We have been looking forward to your visit with great anticipation and hope you can join us for breakfast Sunday morning. Please call on me if there is anything else I can do to make your visit a pleasant one.
Example Letter #3
This is to confirm room reservations at the Springfield Hotel for your group of six during your visit here on July 4th. As you requested, we have reserved three double rooms to be billed to your company at the corporate rate of $98.00 per room. The hotel provides free hot tea, coffee and juices in its lobby from 6:00 to l0:00 a.m. Parking space is available in the hotel underground garage at no additional charge.
The ground breaking ceremony for the new Doe shopping mall begins at noon, so we should all be in our places by 11:45 a.m. The Mayor will ask members from your group to join him as he unveils the model of your company's design.
I hope to see you at the ceremony. In the meantime, please do not hesitate to call me at 555-5555 if I can help you in any way.
Example Letter #4
This is to confirm the arrangements we discussed over the phone today. Enclosed are your airline tickets for the Springfield Airlines, flight number 123, leaving Springfield at 3:30 p.m. on Wednesday, April 2, 2019, arriving in Centerville at 5:45 p.m. Jane Doe will meet you at the airport. She will be wearing a blue name tag. As you requested, I left the return flight open to allow you some flexibility in your stay in Centerville.
I reserved a room with a king-size bed at the Springfield Hotel for three nights. I'm sorry, but there were no rooms available with a mountain view. I assure you, however, that the view is spectacular from any window in the hotel. The hotel has ten lighted tennis courts, so be sure to bring your racket.
I hope these arrangements meet with your approval. If you need anything else, please call me at 555-5555. I look forward to your arrival.
Write Your Letter Step-by-Step
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.
Give any other special instructions that will be necessary or useful for your reader to know.
End on a positive note and offer further assistance.