FORMAL Letter or e-mail SAMPLE #2

Some American people are coming to your area and you have been asked to help organize the group’s visit. Read the email you have received from Mrs Lucas, the group leader, and the notes you have made (your notes are included in the text in bold letters). 

Email from: Melanie Lucas

Sent: 15 May

Subject: American visitors

Dear Peter,

The group will arrive on 3 August and will leave August 8. Do you think these dates are suitable? (Perfect. Coincides with local festival) There will be 10 teenagers and 6 adults in the group. Somebody recommended the Swan hotel. Could you give me some more information about it? (Give info to Mrs Lucas)

The adults would like to go shopping. Could you suggest some interesting shops to visit? (Suggest some shops). The teenagers are keen on sports. Are there any good sports facilities in the area? (Give some sports info)

Everybody is looking forward to visiting your town. Thank you for all your help.

Melanie Lucas

SAMPLE ANSWER

Dear Mrs Lucas,

I am delighted you are coming to visit  our country in August and I can confirm that this is the ideal time to come as the town is holding its yearly festival and I am sure you will enjoy it.

As for the hotel, I would definitely recommend the Swan. It is comfortable, the staff are friendly and the price is very reasonable. I will send you some more information in my next email if required.

There is a busy shopping mall in the town centre with a wide variety of shops. There is something for everyone, ranging from video games and fashionable clothes stores to second-hand book shops.

Finally, as regards the sports fans, there is a leisure centre. I think that it might be fun for your group to take part in the sports events in the festival.

I look forward to hearing from you soon,

Sincerely

Peter Lawson