Body of a Letter Suggesting Alternative

A letter suggesting alternative generally has three parts.
1. OPENING	A cknowledge correspondence	Thank you for your letter of March 23. OR This letter will confirm our telephone conversation.
2. PURPOSE	Regret i mpossibility o f providing service	Unfortunately, but we cannot provide ….. as you requested. OR Due to late booking / overbooking we cannot provide ….. as you requested.
3. ACTION 4. POLITE EXPRESSIONS	S uggest a lternative Offer more help. Be positive.	We can offer you …. OR We can offer you next facilities… If you have any questions, please call us. OR We would be most grateful if you could let us know whether this will be acceptable to you.

Marlborough hotel

Newton-on-Sea Devon Cn3 1DX Tel: 610539 Fax: 610532

Mr. Paul Donald 5 March 200…

16 Belleview Road

Stretchiey

West Yorkshire jx2 6hc

Dear Mr Donald

Thank you for your letter of 3 March requested a single room with bath in our hotel.

Unfortunately, we are unable to provide a room of this type. However, we can offer you it only from 10^th March for 5 nights at $53 per night. Deposit is not required.

We would be most grateful if you let us know whether this will be acceptable to you.

We look forward to hearing from you soon.

Yours sincerely

George Sharp

General Manager of Marlborough Hotel

Frederick Hotel

Warwick Street * Forest Hill *London SE 2115E * Great Britain

Tel: 07 342 00 04; 07 342 00 06

Fax: 07 324 65 65

Mr David Murrey 12 December 200…

School of European Studies

5, Rolf Street

London WC2 12X

Dear David Murrey,

Thank you very much for your interest shown in our hotel. Enclosed we send you our hotel brochure.

You asked about conference facilities. But we have none of these. Our hotel is not rather big; there are only 15 rooms. Not taking on account central location we provide our guests a really home atmosphere. We can offer you our lounge for meetings, but is not really big too.

If you like we would be glad to accommodate some of your participants, especially those who prefer silence and calmness.

Anyway, I hope to welcome you in our hotel.

S incerely yours,

Ms Clara Karge

The manager

Enc. A hotel brochure – 1copy

Confirmation Letters

Always respond to correspond­ence if you don't want to lose a use­ful contact. Confirming a tele­phone call or a letter is a natural way to be effective in your contacts. Such confirmations can be made by telephone, but a formal letter effec­tively transmits clear, correct, and complete information, especially when it is required to make a large numbers of confirmations.

The letters of confirmation should contain:

1. Reference to the previous contact;

2. The reason for writing;

3. The matter of this contact (requesting, agreeing to a re­quest, apologizing, giving news, etc.);

4. Reference to future contacts.