Reaves media group of Dallas, Texas, has had an excellent year, and the CEO, Henry Reaves, would like to reward "the troops" for their hard work with a rustic yet plush winter retreat. The CEO wants to host a four-day conference/retreat/vacation for his 55 marketing and media professionals with their spouses or significant others at some spectacular winter resort. Ideally, the location would delight any taste, with activities ranging from dining and relaxing in style to downhill and cross-country skiing, snowboarding, snowmobile tours, and other winter sports.
One of the choices is Jackson Hole, Wyoming, a famous ski resort town with steep slopes and dramatic mountain views, As you investigate the options in Jackson Hole, you are captivated by the Four seasons resort, a five-star facility with an outdoor pool, a spa tub, ski in/ski out access, and an amply equipped gym and fitness room. Other amenities include an on- site spa with massage and treatment rooms, a sauna, and facial and body treatments. Bathrooms feature separate bathtubs and showers, double sinks, and bathrobes. For business travelers, the hotel offers complimentary wired high- speed internet access, complimentary wireless internet access, and multiple phones as well as the use of two desktop computers.
The website of the Four Seasons Jackson Hole is not very explicit on the subject of business and event facilities, so you decide to jot down a few key questions. You estimate that your company will require about 50 rooms. You will also need two conference rooms (to accommodate 25 participants or more) for one and a half days. You want to know about room rates, conference facilities, A/V equipment in the conference rooms, Internet access, and entertainment options for families. You have two periods that would be possible: December 15-19 or January 12-16. You realize that both are peak times, but you wonder whether you can get a discounted group rate. You are interested in entertainment in Jackson Hole, and in tours to the nearby national parks. Jackson Hole airport is 4.5 miles away, and you would like to know whether the hotel operates a shuttle. Also, one evening the CEO will want to host a banquet for about 85 people. Mr. Reaves wants a report from you by September 15.
Write a well-organized direct request letter in block-style format to Laura O'Malley, Sales Manager, Four Seasons Resort, 7680 Granite Loop Road, Teton Village, WY 83025. Include 4-6 logical questions about your retreat needs and the resort. Follow the writing plan in Chapter 6 called "Writing Plan for a Direct Requests and Response Messages".
Opening: Ask the most important question first or express a polite command.
Body: Explain the request logically and courteously. Ask other questions if necessary.
Closing: Request a specific action with an end date, if appropriate, and express appreciation.