General Training Writing Task 1 Sample 10 - Write a letter to the person in charge of a venue that you are considering

IELTS Letter Writing / GT 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.

Write at least 150 words.

You do NOT need to write any address.


Model Answer 1:

Dear Sir/ Madam,

I am writing this letter to inquire about your party hall that we are planning to book for an official party. We are planning to organise an official get-together party and I would like to know the available dates in the next month so that we can confirm the reservation and plan for our party. We are expecting some facilities in order to accommodate the party without any intervention and unexpected situation.

Our agenda will be staff meet-up followed by an hour-long presentation, and it would conclude with a grand dinner party. We would need a high-resolution LCD projector, a big whiteboard and Wi-Fi connection facility for Laptop. Seating arrangement is expected to be for almost 100 people. We also require facilities for welcome drinks for guests and dinner for 100 people.

I am curious to know about the rates to book the hall for 6 hours, from 4: 00 pm to 10:00 pm, with the list of facilities it offers. Additionally, it would be great if you can send us the full menu for dinner including drinks. I am also interested to know the best possible concession you can offer and breakdown of all expected expenses. In no way, we will compromise the hygienic and food quality and we are expecting the party to be organised without any glaring issue from your end.
I look forward to hearing from you as soon as possible.

Yours faithfully,


[Written by M. Abu ]


Model Answer 2:

Dear Sir,

I am writing to ask for information about organising an executive event at your venue. My name is Tiffany, I work for a multinational company, and we need to prepare an event that will be held on December 17, 2016. I would like to obtain the below information:

1. How many people can your club contain?
2. What kind of food do you serve?
3. Is there any special service available for the physically challenged people?
4. What time can we start the event?
5. Do you have any “animation service” to offer?
6. How much do you charge for your service?
7. Do you offer any transportation service?
8. Is there anything else included in your services?

I would like to receive this information before October 2007, because I need to prepare myself as the department in charge of the event and invite the target audiences. You can send me this information via fax, using the number xx-xx-xxxxxx, or email me at This email address is being protected from spambots. You need JavaScript enabled to view it.. I am confident that your company will provide us with the best type of service we need, based on the abundance of good reviews about your company.

Yours faithfully,

Tiffany Lace.


Model Answer 3:

Dear sir/madam,

I am writing to request you to provide details for organising an executive event for XYZ company Limited at the 'LA Pola' hotel premises. The event would be a board meeting by the company stakeholders and following details will be needed in relation to the event.

Firstly, I would like to know if the venue is available on 20th February or 23rd February 2015. It will be suitable to have an evening time of 4:00 pm to 8:00 pm for the event. Secondly, service including snacks and tea during the meeting will be needed and also the dinner to be arranged following the meeting. All the service should be provided on time. Finally, please inform me the cost of all the above-mentioned arrangements. Also, do let us know if there are any discounts provided by your hotel for the event.

It would be good if you could provide all these details before the end of this week.

Looking forward to hearing from you soon.

Yours faithfully,

[ Written by - Riya Nagpal ]



Model Answer 4:

Dear Scot,
I am writing to inform you that we are considering your banquet hall for our annual company dinner that is supposed to be held at the end of October. Therefore, I would like to ask certain information regarding booking this venue.

First of all, the most important issue is the availability of the hall as per our schedule. Will it be available on the evening of 28th and 29th October? I would also like to know about the services such as menu, food quality and decoration etc. As it is our annual and most prestigious function of the company, so you should follow some decent theme for decoration. My recommendation is to use while flower along with white balloons.

Finally, please let me know the estimate of expenditure that will incur on this event. I am giving you my email for further communication, which is This email address is being protected from spambots. You need JavaScript enabled to view it.. Previous experience with your company was exceptional but this time, I am expecting more innovative design and high quality of services.

Yours sincerely,

[ Written by - Fahad Sultan ]


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0 # Vibhuti 2018-01-20 13:52
I like to study from this website.
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0 # Rajesh 2017-12-06 07:58
Dear Mr John,
I am writing to inquire about the availability of the venue for conducting an official training event in your distinguish five-star hotel.

I am Shoib, working in the Capital Development Authority, Islamabad, as a Traffic Safety Auditor. The Authority has planned to carry out a three days training session with the collaboration of Asian Development Bank regarding the Road Safety Audit. Probable schedule for our expatriate training team is early January 2018. Our requirement is a high-resolution LED projector with a whiteboard, fast internet connection and buffet for the lunch.

In view of above, please confirm the availability of hall with the expected seat capacity not minimal than 50 people.

I look forward to hearing from you at the earliest about the estimated expenditures to be incurred on the executive event with suitable and reasonable option by not compromising the quality and hygiene of food to avail the services for the occasion.

Thanks in anticipation,

Yours faithfully,
Shoib (CDA)
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+1 # Harpreet Kaur 2017-07-18 00:10
All these Model Answers are over the limit for word count. Doesn't it affect your band?
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-1 # Pranay Jar 2017-07-13 13:19
I want to get letter sample about to work in a club for flower decoration.
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0 # Joe Anne Wills 2017-01-08 06:41
Hi, Suppose I want to ask someone to host a high school party for free?
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-1 # Saroj 2016-06-09 04:19
Suppose I want to organize a blood donation camp at my company and I want to inform all the customers, employees and share holders for this event. In this case what type of letter will be preferable? Please mention with an example.
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0 # Sam G 2016-01-15 06:47
Question for the site admin/moderator - If in the real IELTS test, I write the same level of your model answer, what band score they will grant? Thanks for your big effort.
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+2 # Sudip Pant 2015-08-10 11:12
Dear Sir,

I am writing this letter to request you to book a hall for an event on the date of 23rd June. The event will be organised for staffs as a get-together program. I need details of your hotel's facilities, whether breakfast and dinner are inclusive of the cost or not and way of paying. I also expect to get some concession on booking your hall. We will be there for almost 6 hours.

First hour would be the welcoming hour and breakfast for the all the staffs. In the second hour we will formally start our program and for this, we need a projector with a big LCD. There will be 110 people in total.

I am so curious to know what will be there as special items in breakfast as well as in dinner. If you can send me the menu for that day, it will be better. We need dinner with drinks as well and facility to drop-off every employee.

Please send details via reply email including your rate, schedule and availability of the venue.

I look forward to hearing your response soon.

Thank you,

With Regards
Sudip Pant
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+5 # Akash 2014-12-12 00:26
Hi, just want to ask, In the letter above, the author started with "My name is Marcio" and while closing he/she wrote "Yours faithfully, Tiffany Lace ", is this valid?
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+1 # IELTS Mentor 2014-12-12 12:37
Akash, we have changed the name from Marcio to 'Tiffany'. Both names should be same unless she is using her nickname at the top and full name at the bottom of the letter.
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0 # Saf 2017-09-13 10:37
Letter Writing Topic:
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.

Sample Answer:
Dear Sir/Madam,
I am writing this letter to inquire about booking the dining hall, which we plan on using for an office party. It is going to be a gathering of people from multiple projects. We are planning to organize the event either on 27th August or 1st September, depending upon the confirmation received from the projects.
Before proposing a complete plan to the teams, I would like to collect some information.

Firstly, I would like to know if the hall is available on the mentioned dates. We are going to kick start the event in the evening, however, we would like to book the hall from the afternoon. Secondly, we would have some team activities which includes an Ice breaking session and a dance night. We would like to arrange DJ and a dance floor for the evening as well. If there is an option, we would like to arrange dance floor and fun activities in the same hall. Thirdly, we are expecting a turnout of 400 people. Considering the number of people, we would like to arrange the buffet for both Veg and Non-Veg category.

Please send a quotation with details and costs mentioned for each activity separately, it will help us to plan the event better.
Awaiting revert from your end,
Yours faithfully,
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