Replying to Inquiries

HSE-5209
BUSINESS ENGLISH FOR HOSPITALITY
 Vocabularies (1)

1. To do a favor or service for; oblige or to provide for; supply with. a. Accommodate

2. The costs per unit of commodities or services. b. Cost

3. Seeking information by asking a question. c. Hesitate

4. The state or feeling of being pleased or gratified. d. Inquiring

5. To be reluctant. e. Pleasure

6. An amount paid or required in payment for a purchase; a price. f. Rates

 Vocabularies (2)

7. Having relatively high density or large, as in number of quantity. g. Confirm

8. A schedule of prices or fees. h. Forthcoming

9. About to appear or take place; approaching. i. Heavy

10. To support or establish the certainty or validity of; verify. j. Pertaining

11. Having reference; relating. k. Pleasant

12. Pleasing in manner, behavior, or appearance l. tariff

 Vocabularies (3)

13. The maximum amount that can be contained.

m. Advise
14. The act of reserving; a keeping back or withholding (something that is kept
n. Brochure
back or withheld).
o. Capacity
15. A small booklet or pamphlet, often containing promotional material or product
information. p. Discount

16. To offer an opinion about what could or should be done about a situation or q. Favourable
problem; to counsel.
r. Reservation
17. To deduct or subtract from a cost or price.

18. Advantageous; helpful.

 Letter of Inquiry

15th October, 2017

Dear Sir/Madam,
I am writing on behalf of my colleague, Mrs. Roelande Hofman, to ask about the cost of staying at your hotel for
period 30th December, 2017 to 7th January, 2018. She is interested in a double bedroom for her and her spouse. She
also would like to know how heavy the bookings be for that period and how far advance should the booking be
made.
I’d also be grateful if you could send me a few brochures and your tariffs for the New Year period. I would also be
interested in any possible discount. I will immediately forward the information I receive from you.
Looking forward to hearing from you soon.

Sincerely,
Mayra Mascareno (Mrs.)
DUO International Officer
 Replying Inquiry (Letter)
Offers a Vacancy
Dear Mrs. Mascareno,
Thank you for your letter of 15th October, 2017 that informing us regarding the forthcoming visit of your colleague, Mrs. Roelande
Hofman and her spouse to Newport Mooloolaba Hotel.
We are happy to confirm a double bedroom at a daily rate of AUD 275,- plus 15.5% service and tax per room for 30 th December,
2017 until 7th January, 2018.
Please find enclosed our brochure, meal and room rate sheet and some other information pertaining to all the facilities which
Newport Mooloolaba Hotel has to offer.
We look forward to welcoming your colleague to Newport Mooloolaba Hotel and should there be anything else we could do to
make their stay with us pleasant and enjoyable, please feel free to contact us.

Sincerely yours,
Melissa Heartfield
Front Office Manager
Newport Mooloolaba Hotel
 Replying Inquiry (Letter)
Cannot Offer a Vacancy
Dear Mrs. Mayra Mascareno,
Thank you for your inquiry of October 15, 2017 and interest in MANTRA ON THE QUAY. Unfortunately, we are unable to
accommodate your colleague, Mrs. Roelande Hofman, from December 30, 2017 to January 7, 2018 as our hotel is booked to capacity
that period.
However, if you would like to make a reservation for before December 20, 2017 or after January 6, 2018, we would be happy to
accommodate them.
Enclosed, please find our 2018 hotel brochure and tariff sheet.
Looking forward to hearing from you.

Yours Sincerely,
Samantha Katsiki
Front Office Manager of Mantra on the Quay

Encl.
 Replying Inquiry (Letter)
Offers a Partial Vacancy
Dear Mrs. Mascareno,
Thank you for your kind letter inquiring about the cost of staying at Mantra on the Queen for Mrs. Roelande Hoefman for the period
of 30th December, 2017 until 7th January, 2018.
We are pleased to advise you that the rooms are available from January 4 th, 2018 to January 7th, 2018. From December 30th, 2017 to
January 3rd, 2018, the hotel is holding an over-capacity booking. We would suggest you to book from January 4 th, 2018.
Enclosed, please find the brochure and tariff sheet for your information. Much to our regret, we do not offer any discount during the
Christmas/New Year period. However, special nett rates may be offered depending on the length of stay.
Should we be able to be of any assistance to you, please do not hesitate to contact me.
Looking forward to receiving your favorable reply.

Sincerely yours,
Mantra on the Quay
Melissa Heartfield
Front Office Manager
Inquiry Request (Telephone)
Inquiry Request (Telephone)
Exercise (1) – Requesting and Replying to
Inquiries

 Work in pair
 Make a conversation between a prospective customer and a reception regarding the inquiry
to stay at the hotel with below data:
 Stay for 3 nights (30 December 2017 – 2 January 2018)
 2 adults and 2 children (12 and 15 years old)
 Adjoining room or family room
 Beach view room
 Reply with either one:
 Offers a vacancy
 Offers a partial vacancy
 Cannot offer
Exercise (2) – Responding to
Inquiries (e-mail)

 Please find the inquiry request in your class-email.