Sample letter to a hotel for booking at corporate rates

Sample letter to a hotel for booking at corporate rates


This is Mr. XYZ. I’m writing in to you regarding my queries about your hotel rates to hold my company events at a reputed hotel like yours.

I’ve been receiving a lot of positive feedback about the quality of your services from quite a few business associates of mine who are already in business with you and have never been given a chance to complain about anything related to your hotel, not to forget the special mention of your arrangements for the events in the exquisite ball rooms and conference hall of your hotel, which I’ve attended in person at times.

Dealing in shipping, my company ABC Ltd., has events with various foreign client and delegates. Hence, it would require an enhanced quality of service regarding their food, hygiene and the overall room service, which, as you already understand is vital to the business relations. Apart from this, I expect an excellent performance of the staff and equipments meant for the events conducted at your hotel by us.

These are a few of the reasons I’m considering your hotel to hold the events and happenings of my organization with you. In this regard, I’d like to know if you have any special package or promotion for a client like us, where the association might be a long term one. It would be great if you can offer us corporate discounts as I already mentioned.

Looking forward to a long-term healthy association with you.
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  • RE: Sample letter to a hotel for booking at corporate rates -Deepa Kaushik (03/11/14)
  • Sample letter to a hotel for booking at corporate rates


    My name is XYZ, senior relationship manager at MNC Business Co. Ltd. We are planning a week long seminar come workshop at Pune from 4th Mar’14 to 10th Mar’14, related to the application and installation of the latest technology to improve work efficiency.

    Being your old clients, we had been offered membership card last year which accounts for the life term membership at concessional rates. We had booked the rooms and conference halls at your hotel for business meetings many times; this being the very first time requiring the arena and the accommodation for a longer period.

    We are also inviting delegates and guest speakers along with our employees and management staff for the seminar. We need the seminar hall to accommodate a gathering of 200 people for 1 week. We also require a booking of 10 deluxe rooms for our guests for the week’s stay.

    The hall should have the facilities for the projectors and screen for the display, banner at the entrance and outside the seminar hall, mike for the speaker, podium, surround sound, appropriate lighting arrangement, charging points for the laptops with Wi-Fi. We need the seminar hall from 8 A.M. to 6 P.M. for the specified dates. We also want the lunch arrangement, along with morning and evening tea for the gathering.

    The rooms required for the guests are single rooms, should be fully air-conditioned with quick room service. Power back up must. The package should include the breakfast and dinner. The rooms will be vacated around 8 P.M. on 10th Mar’14.

    Kindly respond to us with the charges for the hall and the rooms. It would be appreciable to get a detailed description of the charges with and without our membership discount. We take to be granted that the concession is provided over the corporate rates, and not the ones meant for the general visitors. As the date is approaching, kindly help us with the availability and the rate chart at the earliest.

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