Band 7+: Your colleague is traveling from another country by plane for a meeting. You have arranged the airport pickup, hotel accommodation and planned his/her meetings. Write a letter to your colleague. In your letter, - Say when and where you will meet him/her - Explain where he/she will stay - Tell him/her about the other arrangements you made.

Dear Ms Anne,

I hope you are doing well. My name is Angel and I’m writing this letter in regard to some details of your business trip to Melbourne at the end of this month. Mr David just informed me that your visit here is for our sales annual meeting.

Firstly, in regard to airport transfer. I will personally pick you up at the airport and I will be waiting at the arrivals gate with the huge Melbourne sign. Since you arrived around 5PM, you will have free time on the day you arrive.

During your visit in Melbourne you will be staying at the Grand Hyatt Hotel on Collin St. This hotel is located at the heart of Melbourne Business District and it also happens to be right across our office. I selected this hotel for you because we want you to experience luxury and comfort during your time here in Melbourne. I have booked the junior suite room and this room comes with some perks like a small bar within your room and free access to the lounge.

Your meeting will be scheduled the next day at 10 AM. You do not need to be concerned about the location, since the meeting will be held at the conference room of the same hotel that you are staying at. Additionally, to make sure that you have a pleasant experience we will provide you with a personal chauffeur that will take you anywhere you want during your free time.

Hope this arrangement works for you. If you have any concerns or adjustment regarding your stay feel free to contact me through this email.

Best Regards,

Angel Wijaya