You Recently Attended a Meeting at a Hotel - GT Letter Samples

You recently attended a meeting at a hotel. When you returned home, you found you had left some important papers at the hotel.

Write a letter to the manager of the hotel. In your letter:

• explain the problem

• say why the documents are important

• suggest a solution

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Model Answer 1

Dear Manager,

I am writing to seek your assistance regarding some crucial documents I inadvertently left at your esteemed hotel, The Grandeur, following a meeting I attended on 23rd January.

The nature of my predicament is quite distressing, as the documents in question are not only essential for my professional undertakings but also contain sensitive information pivotal to an upcoming project. These papers, enclosed in a blue folder, were last seen in the Jasper Conference Room. Their importance cannot be overstated as they include critical project plans and confidential client data, integral to the successful progression of a major initiative I am currently spearheading.

In light of this, I would be immensely grateful if your team could conduct a thorough search of the Jasper Conference Room and any adjacent areas where the folder might have been inadvertently misplaced or left behind. If located, I would appreciate it if the documents could be secured safely. I am willing to arrange for a courier service to collect them at your earliest convenience or, if feasible, I could personally retrieve them, ensuring their prompt and secure return.

Your prompt attention to this matter would not only alleviate my current state of distress but also reinforce my trust in The Grandeur's commitment to guest service and security. I eagerly await your response and any positive news regarding the recovery of my documents.

Warm regards,

James Arlington

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Model Answer 2

Dear Hotel Manager,

I am reaching out with a sense of urgency regarding a set of vital documents that I seem to have forgotten at the Elegance Suite Hotel during my recent participation in a business meeting held on your premises.

The issue at hand involves a folder containing documents of considerable importance to my career. These papers, last seen on the table in the Orchid Room, are not only essential for an upcoming critical presentation but also contain proprietary information that is vital to my company's operations. The loss of these documents poses a significant risk to the confidentiality and execution of our ongoing projects.

To resolve this situation, I kindly request your team to conduct a meticulous search in the Orchid Room and any related areas where the documents could have been inadvertently left. If found, I would greatly appreciate it if the documents could be kept in a secure location until I can arrange for their retrieval. I am prepared to organize a courier service to pick them up or, if possible, I could come to collect them personally, ensuring their immediate and safe return.

Your swift response to this matter will be immensely appreciated and will greatly aid in mitigating the potential repercussions of this oversight. I am hopeful for a positive outcome and look forward to hearing from you soon.

Best regards,

Elizabeth Thompson

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Model Answer 3

Dear Hotel Manager,

I am compelled to write to you concerning a matter of some urgency: the inadvertent leaving behind of critical documents at the Serenity Inn during my attendance at a professional gathering last Thursday.

These documents, crucial to my professional endeavours, were contained within a red leather portfolio and are of immense importance. Left in the Lotus Conference Room, they encompass key project blueprints and sensitive client information, indispensable for the imminent launch of a significant venture. The absence of these documents not only hinders the progress of our project but also poses a risk of compromising sensitive data.

In light of this, I kindly request your team's assistance in searching the Lotus Conference Room and its vicinity. Should these documents be found, I would be most grateful if they could be secured and held until I am able to arrange for their collection. I am willing to organize a courier service for their retrieval or, if permissible, personally visit to ensure their secure and prompt return.

Your immediate attention to this matter and assistance in locating these documents would be greatly appreciated and would reflect the high standards of guest service for which Serenity Inn is renowned. I await your response with hopeful anticipation.

Yours sincerely,

Richard Bennett

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