Dear :

[company/organization] is going to hold a conference in [city] from [date] to [date]. We are looking for a hotel which can offer us accommodation and conference facilities.

We will need a conference room that can accommodate [number] people for the opening and closing meetings on [date] and [date] and [number] seminar rooms for group discussions on [dates].

There will be a reception on the last day of the conference right after the closing meeting, and we will also need provision for morning coffee and afternoon tea in the conference and seminar rooms.

Could you tell us if your have the facilities available for the above requirements and send us information about your rates and prices? If you can offer us a competitive quotation and satisfactory facilities, there will be more reservations from us in the future.

Yours sincerely,

[name]

[title]