Dear :

We are looking for a suitable site for our annual staff gathering on a Saturday next month. We will need a conference room or a club cottage that can accommodate [number] people and catering and audio-visual facilities for a whole day.

We understand that [conference center] offers a wide range of services. Could you please send us information including detailed descriptions of your facilities and rate schedule? We would appreciate it if you could send the information before [date] so that we will be able to make a final selection of the site by the end of this month.

Hope to hear from you soon.

Sincerely yours,

[name]

[title]