Dear :

We write to confirm our telephone conversation of [date]. Please reserve the following accommodation on behalf of [company] for a one-day conference on [date].

Use of Meeting Rooms nos. from [a.m./p.m.] to [a.m./p.m.],

Use of the Display Area from [a.m./p.m.] to [a.m./p.m.],

Coffee, tea, and biscuits for [number] people in the Display Area at a.m. and p.m. (cost, $ per person),

Buffet lunch for [number] people, in [dining room] at p.m. (cost, $ per person).

Our estimates of the numbers requiring lunch and refreshment are based on previous years' experience. We will inform you of the actual numbers expected one week before the conference.

As you mentioned on the phone, you will offer us a discount of % on the use of the meeting rooms. And there will be an additional discount of % if we settled the account within days.

We look forward to receiving your confirmation of these arrangements in writing. If you have any questions, please contact me at (ext. ).

Yours sincerely,

[name]

[title]