Hotel accommodations and transportation 住宿／交通工具之安排
2.12 Hotel accomodations
To whom it may concern,
I would like to make a hotel reservation for three single rooms from
March 19 to March 22 (four nights), and another single room from March
21 to March 22 (two nights). My colleagues and I will arrive at 8
p.m. on March 19, and will be registered under the names of Mr. Chang,
Mrs. Wu, Mr. Lin (March 19 to March 22), and Ms. Chu (March 21 to
Your prompt reply as to whether you can accomodate us would be most
appreciated. Credit card information is provided as follows.
Awaiting your reply, thanks.
2.13 Hotel accomodations and transportation
Dear Dr. Jones,
I plan to arrive in San Francisco on February 27 (Sunday) at 9:15
A.M. on Flight No. UA844 (I will let you know as soon as possible
if there is any change). Would you please reserve hotel accomodations
(within walking distance of ABC, about $US 100 per night) for me?
Also, please arrange for a taxi to pick me up at the airport. I plan
to stay at ABC from 2/29 to 3/4 and from 3/8 to 3/11. I will be visiting
New York on 3/7. I really appreciate all of your help.
Based on 2.12, write a letter to arrange
hotel accomodations during a technical visit.
Hotel accomodations and transportation
Dear Ms. Smith,
My colleague and I are planning to visit ABC Institute from March
15 to April 9, 1993. We will arrive in Munich on March 14. The flight
schedule is as follows:
Departure: Taipei March 13, Saturday, 19:35
Arrival: Amsterdam March 14, Sunday, 06:00
Departure: Amsterdam March 14, Sunday, 09:50
Arrival: Munich March 14, Sunday, 11:15
We would appreciate your assistance in arranging for hotel or apartment
accommodations for a single room and a double at an economy rate of
about DM$ 70 per day during our stay at ABC. Aside from this, would
you please make transportation arrangements for us?
Anything you do to facilitate our visit will be highly appreciated.
I look forward to hearing from you.
accommodations and transportation 住宿／交通工具之安排 belongs
to correspondence involving an overseas technical visit. Correspondence
involving an overseas technical visit commonly includes the following:
A proposal for the visit and remarks or preliminary details
A visit should be viewed as a way of satisfying your organization's
need (e.g., information exchange, short training courses, or general
understanding of their operations). Details such as time and discussion
topics should be included:
"It would be much appreciated if you could arrange for me to observe
your production line during my stay at ABC on March 19, 1993."
"I would like to visit the Special Carbon Division (or the Technical
Center) of ABC Corporation/Massachusetts during the upcoming trip."
"Professor Liu from the Virginia Institute of Technology recommended
that we visit your renowned institute and find a time to discuss our
needs with you, as well as to learn of your own related experiences."
"We recognize that ensuring continued success of this program depends
on our observing and understanding similar work in other countries.
At this stage, I would like to arrange for a visit to your country."
"I am keenly interested in visiting Dr. Jones and his staff to learn
of all the operational aspects involved with this program."
Explaining the purpose of the visit
A direct statement of what you expect to gain during the technical
visit may prevent confusion about what the other party is able or
willing to provide:
"We need to enhance our knowledge of carbon black in terms of the
chemistry, characterization, and processing application (e.g., ESD
protection, wire and cable, coating and UV protection). Such knowledge
would also benefit our customers, many of whom are manufacturers."
"Purpose: to understand and evaluate successful cases and the current
status of the Japanese dye industry with respect to technology, equipment,
and information on industrial waste minimization."
"Visits to compressor system companies that manufacture systems for
heat pump or vapor recompression would be equally beneficial. Information
regarding the variety of available heat pump systems would also be
quite useful for future promotion of such systems in Taiwan."
Commending the organization's achievements
Complementing another organization on its achievements is not only
good public relations. It also gives the organization a clearer idea
of what your expectations will be when and if you pay a visit to their
"Waste minimization is a global trend, and your country already has
much experience in this area."
"As is well known, ABC Corporation has the resources needed to produce
good quality diverse carbon blacks."
Emphasizing the cooperative nature of the visit
The technical visit should be described in terms of a specific perspective.
It is not only your own organization that stands to benefit: a technical
visit can also clarify the common interests and capabilities of both
organizations. This may pave the way for future collaborative activities.
"I hope this visit will strengthen the ties of cooperation that bind
"In light of these concerns, we are looking forward to collaborating
with your organization in the near future."
"We hope this visit will open doors for further cooperation between
our two organizations."
Additional instruction can be found in the accompanying Power Point presentation.
Further practice can be found in A Correspondence Manual for Chinese Technical Writers by Ted Knoy.