Sample Response Letter

A Response letter is written in reply to an earlier enquiry. It is good business ethics or, if on a personal note, courteous, to forward a response to an enquiry. The response letter should be courteous no matter what form of response is given – positive or negative. A response letter may give further details in answer to the enquiry posed.

From:
Mandy Jacobs
Function Manager
Eastside Grand Hotel
65121, Eastside Street
Lenexa, KS 66271
October 5, 2010

To:
Ali Mayer
Event Manager
Samson Engineering
1273 Riedel Street
Fort Mcmurray, AB T9H 3J9

Dear Sir,

RE: Reservation of Function Hall

I am writing to make a reservation on your function hall for the dates November 19-21, 2010 on behalf of Samson Engineering. My company will be conducting a conference on these mentioned dates and would like a function hall of 500 seating capacity. We are expecting at least 300 delegates to this conference.

It would be appreciated if you can confirm this reservation as soon as possible to facilitate our planning of the said conference. We would prefer to hold it at your premise as the hotel is near to our company. Conference delegates may choose to stay at your hotel during the conference.

Please revert with a quotation on the charges and services to be provided with this reservation soonest 
possible.

Thank you.

Yours Sincerely,
Ali Mayer