Letter #1: Direct Inquiry
You’ve been given the important assignment from your boss, a VP at a small website development firm in Washington, D.C.—WebX Corporation: to arrange a relax-and-recharge retreat for the company employees. The boss wants to hold the retreat in the Luray, Virginia, area, in the Shenandoah Valley, about 90 miles from the city. He has specifically instructed you to find a large cabin, not a hotel or resort, because he wants the event to have the feel of a getaway, not a business meeting. But the retreat will serve important business purposes, so employees’ families will not be invited.
After a bit of Internet searching, you think you’ve found the perfect place: a large, isolated cabin overlooking the Valley. You learn a lot about the property from the website—such as how many the cabin will sleep (20), how it is equipped (it has a large modern kitchen, a deck with a hot tub and 20 chairs, a large-screen TV with cable service, and a game room with an air-hockey table), what it costs ($50 per person per day except on weekends and holidays, when the rate is $75 per day), when it’s available, and what kind of linen service is provided. But you need to know more.
For example, is there an area inside the cabin where 20 people can comfortably meet and talk? The pictures on the website don’t make that clear. Is there Internet access? Cell phone service? A DVD player so that employees can watch movies of their choice? How/when do you pay? When will you need to report an exact headcount: What if some people don’t show up—do you still pay for them? And then there are the small things. Are charcoal and lighter fluid included with the grill? Are there paper towels? Salt and pepper? Kitchen linens and soap? Etc.!
Since you and the realtor have been playing telephone tag, you decide to document your questions in a business letter so you have a written record of her answers. So you’ll craft a well-organized formal business letter getting the information you need to be sure this important company event will go well—and reflect well on you. Be sure to tell her what she needs to know about your event in order to give you helpful answers.
(NOTE: be sure to use itemized questions with needed detail. You may change/add some detail to fit your needs. Make-up name and address of realtor, etc.)Click here for more on this paper…….