Question

To write the following Email:

You are an HR Manager at Majid Al Futtaim. You have to organize the Annual Meet for its 15 Senior and Mid-level Managers at a Resort on October 15, 2020. Write an email to Bab Al Shams Resorts. Ask them about the availability of the resort. Also ask them of other requirements that you may have (for instance the number of rooms, the conference room, any entertainment activity etc,). Check the possibilities for booking the resort for this meeting.

Ensure the following:

1. That the letter is complete

2. The language is correct

3. Provide or ask for data or facts

4. Mention dates and deadlines if any

5. Use a format so that the email is easy to read

6. Use a direct approach.

Answer 1

The email text has been produced below along with a proposed subject:

Sub : Conference Requirement for Annual Meeting

Dear Sir,

Greetings from Majid Al Futtaim.

I write to seek your advice on the availability of Bab Al Shams resort for a single-day activity for our company Majid Al Futtaim. We seek to organize a day long business conference for 15 of our senior and mid-level managers, followed by an overnight stay on a twin sharing basis, with the following broad requirements

• Checking into the rooms on the morning of 15th October,2020 at 9:00 a.m. - 15 participants
• Conference room usage from 10:00 am to 5:00 pm. We would be needing projectionequipment for business presentations and also audio support for content. There would be standard stationery requirement of pads, pens, flipcharts and a whiteboard with markers
• Planned Team Activity in a common area, preferably secluded between 7:00 pm to 9:00 pm
• Meals to be included for 15 people - Lunch, High Tea and Dinner on 15th October. These could be served at your regular hours which you could communicate to us appropriately
• The team would check out after breakfast in the on 16th October.
• We will be arriving in our company vehicle which will be parked overnight along with one chauffeur who will also need to be accommodated.  

Do let me know the availability of your resort for these requirements along with your best rates covering the stay and other requirements mentioned above. My coordinates are available in the signature below for further interactions.

Regards,

Murari Srinivasa

Head - Human Resources.

Majid Al Futtaim

Mobile Phone : +91 88767 58556