Request letter for Conference Room in or outside of the office

Sample Request letter for Conference Room in or outside of the office

[Here briefly describe on Sample Request letter for Conference Room in or outside of the office. You can follow these sample letter to reserve a venue, booking a venue or use of venue in an office or out of office. You need to modify this sample according to your needs.]

Date…

Name…

Manager of Events Management (Organization name)

ABC Company,

Office Address…

Sub: Letter for arranging Conference Room

Dear Sir (or Name),

I am hoping that you are enjoying good health.

This is with reference to our initial meeting at your office dated [DD/MM/YY]. We discussed therein the timings of the proposed halls, charges to be paid out and your services to be offered. I requested at that time to provide me two (2) days’ time before reaching a final decision. (Describe in your own words).

I may inform you that I had discussed the matter with other stakeholders (meeting type) who conveyed their consent in favor of your hall. (Explain the actual cause and situation).

You are hereby requested to provide us with Meeting Hall ‘X’ on (Date) for our Annual General Meeting (meeting purpose) from (time to time). As per our understanding, the tea/diner arrangement shall be offered by you. We are enclosing the pay order for advance booking purposes. (Describe your requirements).

We are looking forward to receiving spectacular services from your good honor.

Thanking you and with profound regards.

Very truly yours,

Your name…

Chief Financial Officer (job designation),

Company/Instituute name…

 

Another Format,

Date…

Authority Name…

Manager of Events Management (Job Designation)

XYZ Company,

Office Address…

Sub: Letter to reserve a conference room

Sir,

I am writing this email to make a conference room booking in your hotel for the [Date: DD/MM/YY] from (Time to Time). We need to conduct a training session (Time of conference) for the newly joined employees for two days (More/less). (Describe in your own words).

We would require basic furnishings like chairs and tables, a projector and a good sound system. We would also like the hotel to arrange for breakfast and lunch. (Describe your requirements).

Please feel free to reach me at (Contact no.) to decide on a face to face meeting in order to discuss everything in detail like charges and other requirements and get all queries solved. (Explain the actual cause and situation). Hope to get the venue for those dates and information regarding the terms and conditions too.

Thank you very much. Look forward to hearing from you soon.

Very truly yours,

Your name…

Chief Financial Officer (job designation),

Company/Instituute name…