The Chinese Online Writing Lab

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 March 22).

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.

Sincerely yours,

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.

Sincerely yours,

Writing exercise

Based on 2.12, write a letter to arrange hotel accomodations during a technical visit.

2.14 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:
Flight: KL-878
Departure: Taipei March 13, Saturday, 19:35
Arrival: Amsterdam March 14, Sunday, 06:00
Flight: KL-233
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.

Sincerely yours,

NOTE:

Hotel 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 facilities.
"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 our organizations."
"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."