Dear :

Please reserve a single room for [name], who will attend [conference] at [location].

[name] will arrive at about [time] on [date] and check out after the final session of the conference on [date].

Enclosed is a registration form and a check for the $ deposit. Full payment will be made with our company credit card. Please send us confirmation at your earliest convenience.

Sincerely yours,

[name]

[title]