You are organising an executive event for the company: Semi-Formal Letter [IELTS General Writing Task 1 ]

You should spend about 20 minutes on this task.

You are organising an executive event for the company you work for.

Write a letter to the person in charge of a venue that you are considering for the event and ask for detailed information regarding dates, services and costs.

You should write at least 150 words.

You do NOT need to write any addresses.

Begin your letter as follows:

Dear Sir or Madam, 

Model Answer:

Dear Sir or Madam,

I am writing on behalf of ABC Corporation to inquire about the availability, services, and costs associated with hosting an executive event at your esteemed venue.

Our corporation is planning an executive event for approximately 100 attendees, which includes senior management and a few distinguished guests. The tentative dates we are considering are between the 10th and 20th of September. I would greatly appreciate it if you could provide information regarding the availability of your venue on these dates.

Moreover, I would like to know more about the services you offer. Specifically, we are interested in understanding if you provide in-house catering or if we need to arrange it externally. Details regarding audio-visual equipment, seating arrangements, and any breakout rooms would also be beneficial.

Lastly, we would appreciate a detailed cost breakdown for hosting the event. This should include the base price for renting the venue, any additional costs associated with the services you offer, and any potential discounts for corporate events.

Your venue comes highly recommended, and we are eager to consider it as our prime location for the event. A prompt response will greatly assist us in our planning and decision-making process.

Thank you for your attention to this matter. I look forward to your reply.

Warm regards,

Alexandra Stevens
Event Coordinator,
ABC Corporation.

Important Vocabulary:

  1. Esteemed: Respected and admired.
  • Example: She was invited to an event at an esteemed institution.
  1. Tentative: Not certain or fixed.
  • Example: They made a tentative agreement to meet again in two weeks.
  1. In-house: Done or existing within an organization.
  • Example: The company has its own in-house training program.
  1. Breakout rooms: Smaller rooms where groups can gather separately from the main event for discussions or activities.
  • Example: The conference facility had several breakout rooms for group discussions.
  1. Cost breakdown: An itemized list or report showing the costs associated with different components or services.
  • Example: The contractor provided a detailed cost breakdown for the home renovation project.
  1. Prime location: The best or most favorable place or position.
  • Example: The restaurant’s prime location in the city center made it popular among tourists.
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