GT Writing Task 1: Sample 10 - Write a letter to the person in charge of a venue

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 addresses.

Begin your letter as follows:

Dear Sir or Madam, 


Model Answer 1:

Dear Sir or Madam,

I am writing to inquire about your exclusive seminar hall that we are planning to reserve for an official event. We are expecting a few additional amenities in order to accommodate the event without any intervention and to make it a success.

We will organise the annual get-together party and I would like to know the availability of your seminar hall during the second week of next March. Our agenda will be staff meet-up followed by an hour-long presentation and it would conclude with a grand dinner party. We would require a high-resolution LCD projector and the Wi-Fi connection facility for Laptops. Seating arrangement is expected to be for almost 100 people. We also require facilities for welcome drinks for guests and dinner for all of them.

I am curious to know about the rates to hire the hall for 6 hours, from 4:00 pm to 10:00 pm, with the list of facilities it offers. Additionally, please send me the menu for dinner including drinks. Also, mention the best possible concession you can offer and break down the expected expenses. We will not 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 soon.

Yours faithfully,

Mohammed Abu

[Written by M. Abu ]


Model Answer 2:

Dear Sir or Madam,

I am writing to inquire about the availability of your party centre for an executive event. I work for the Robinsons & Brothers, and we are planning to organise an exclusive event on December 17, 2019. I would like to obtain a few information to reserve the venue.

First, we are planning for an event where approximately 80 people would be present. We need to hire the venue for the whole day and you would be responsible for serving welcome drinks and lunch to the guests. Some of our guests would bring their parents who are senior citizens and might be physically challenged. What arrangements do you have for such people? Please include some Thai and Chinese dishes on the lunch menu.

I would like to get a confirmation if the venue is available for the mentioned date and how much it would cost us to reserve it.
You can send me the information, including the menu and details price list, via fax using the number 21-01-254124 or email me at This email address is being protected from spambots. You need JavaScript enabled to view it.. I am confident that you can provide us with the best possible service we need based on the abundance of positive reviews you have.

Yours faithfully,

Tiffany Lace


Model Answer 3:

Dear Sir or Madam,

I am writing to request some information to reserve your venue for an executive event for Dreko Company Limited. We will organise the annual board meeting in December for the company stakeholders and investors and expecting your response to finalise the location.

Firstly, I would like to know the availability of the venue at the end of February 2019. We need the venue for the whole day and 27th February is our preference for the event. Secondly, a light breakfast during the meeting is expected to be served and the dinner should be arranged following the meeting. Finally, please inform me of the cost for all the above-mentioned arrangements. Also, do let me know if we can avail any discounts for that.

We are expecting around 30 guests and would really appreciate if you could provide all these details before the end of this week.

Thank you in advance. Looking forward to hearing from you soon.

Yours faithfully,

Riya Nagpal

[ Written by - Riya Nagpal ]


Model Answer 4:

Dear Sir or Madam,

I am writing to inform you that we are considering your banquet hall for our annual dinner party that we are planning to organise at the end of October 2018. Therefore, I would like to obtain a few information to finalise the process of reserving this venue.

First of all, please notify me of the availability of the venue as per our schedule. Can we avail it on the evening of 28th October or on 29th October? I would also like to know about the service you offer including the dinner menu, power backup and decoration. As it is a prestigious event for our company, you should follow some decent theme for the decoration and provide a buffet menu. My recommendation is to use a professional interior decorator and the use of white flowers and colourful balloons for the decoration.

Finally, please forward me the estimated expenses that will incur to hire the venue and avail the services. Send it to my email address - This email address is being protected from spambots. You need JavaScript enabled to view it.. Previous experience with your company was outstanding but this time, I am expecting more innovative design and high quality of services.

Yours faithfully,

Fahad Sultan

[ 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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+2 # 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
Hi,
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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