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GT Task 1: 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. The 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

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 21-01-25412014 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

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