Replying to an inquiry

• Thank you for your letter/fax of (date)…

• Thank you for your interest…

• In reply to your letter/fax of (date)…

• I will be happy to send you …

• Let me clarify the enclosed information.

• We specialise in catering for…

• Please find enclosed…

• More information is available on our Web site.

• Call or write if you have questions.

• Bellow is a list of the … (tours) we offer.

• On page 3 of the enclosed brochure, you will see (find)…

• We apologize that we cannot provide …

• We regret that we do not have …

• Although I do not know the answer, I am passing along your inquiry to…

• We can schedule you for …

• Perhaps there is an alternative way…

• Please let me know if I can help in some other way.

• We will let you know when it becomes available.

• If you need any further help or information please do not hesitate to contact us.

• I look forward to hearing from you.

Part 3

A letter canceling plans

Sometimes people are forced to make some changes of their plans due to some circumstances or even cancel previous agreements:

• business

• meetings

• illness

Often customers make changes in length of staying in the hotel, dates and time of arriving, types of room etc.

Body of a Letter Canceling Plans

A cancellation letter generally has four parts.
		Examples
1. OPENING	Tell why are you writing.	A few weeks ago...
PURPOSE 3. ACTION	E xplain the reasons of cancellation. D escribe your needs.	Unfortunately… For this reason I would like to cancel... For this reason I would like the following...
4. POLITE EXPRESSIONS	T hank the reader.	I appreciate your answer by early next week. OR I appreciate your help.

Cancellation of a tour

421 Michigan Avenue

Chicago, Il. 60602

USA

Falcon Ltd. 15 April, 200…

1 Ligovsky Avenue

St.Petersburg,

Russia

191119

Dear Ms Minina,

Few weeks ago I booked the Imperial Petersburg tour for 2 adults and 3 children on 25-29 May. Unfortunately, my husband has fallen seriously ill and it is not possible for us to come. Therefore I would like to cancel our reservation.

Sincerely yours,

A.-M. Wilson

Ann-Mary Wilson

Cancellation of a hotel reservation

23 Burley Lodge Road

Nottingham

England

The Manager 17 May 200…

Hotel Adriatico

Piazza Rumboldi

Brindiai

Italy

Dear Sir,

A few weeks ago I booked a double room and a single room in your hotel. The dates were from 18 to 25 June.

Unfortunately, my father has been very ill recently and his doctor has ordered complete rest for six months. He will not, therefore, accompany my wife and me on our journey to Italy. For this reason, we would like to cancel the single room. My wife and I still plan to arrive as arranged.

Yours faithfully,

William Bond

Changes and cancellations Clearly describe the reason of changing the plans or even there cancellation and explain why it is necessary. If this is a change, make clear how the new request (an order, plans, etc.) differs from the previous one.