University Professional Writing: CMNS 1290 Email Assignment Fall 2019

This assignment showcases two professional emails: a general announcement and a request for information. The first email, from the manager of Dream Travel Vacations, informs staff about an upcoming dinner and presentation evening in collaboration with the Mexican Tourist Bureau, detailing event specifics such as date, time, venue, and RSVP instructions. The second email, from the Mexican Tourism Bureau, requests information regarding event bookings, including airport shuttle availability, room confirmations, room sizes, and banquet hall requirements, as well as confirming food arrangements with a local Mexican restaurant. The assignment emphasizes the importance of clear communication and attention to detail in professional correspondence, providing practical examples for effective email writing in a business context.

Running head: PROFESSIONAL WRITING: EMAIL
Professional Writing: email
Name of the Student:
Name of the University:
Author Note:

1PROFESSIONAL WRITING: EMAIL
Email 1: General Announcement email
To:
From:
Date:
Subject: General Announcement on Upcoming Event
Greetings,
We are proud to announce that we will be hosting a dinner and presentation evening on 10th
November in collaboration with Mexican Tourist Bureau. The evening will bring us another
opportunity to learn about the Mexican culture, attractions, destinations and tourism
opportunities to create better experiences for our clients. Last year’s initiative with the Cuban
Tourist Bureau was a success and our company saw much growth due to that. This year with
this new collaboration we hope to achieve better. Mexican Tourist Bureau has graciously
invited us to dine with them and spend an evening together. Thus, all of are requested to send
in their R. S. V. P. to Juan Martinez by 10th October. As you can surely guess that this even is
a closed door event, entry is limited to the staffs only. Responses from your end is necessary
for making proper seating arrangement and meal planning. The details of the event has been
given below:
Date of the event: 10th November, 2019
Cocktails: 6:00 pm
Four course Mexican meal: 7:00 pm
Venue: Forest Room, Westin Hotel

2PROFESSIONAL WRITING: EMAIL
Contact person: Juan Martinez ([e-mail])
This is a huge opportunity for us to gather knowledge about a new destination. There will be
destination representatives that will answer all questions regarding hotels, resorts options and
tour opportunities. At the end of the event, prizes will be distributed. Events like these are
what we wait for each year so that we are able to offer new experiences to our clients and
strive to do better each year. This event will give us thorough knowledge about the on-site
activities, hotels, excursions, experiences and many more. I cannot impress enough on the
importance of attending this event. It will be a true success if each one of you could take time
and join the event.
Thanks and regards,
(name)
Manager
Dream Travel Vacations
Email 2: Request for Information
To:
From: Juan Martinez <[e-mail]>
Date: 22.09.2019
Subject: Request for Information on Event Booking
Dear Mr. Gills,

3PROFESSIONAL WRITING: EMAIL
I am writing this mail representing the Mexican Tourism Bureau in order to confirm the
status of the bookings made for the upcoming event with Dream Travel Vacations.
We have hosted several events at your facilities previously and would like to bypass any
miscommunication regarding this event. There are several queries that I would like to clarify.
There will be eight guests attending the event and I would like to know whether you will be
able to provide airport shuttle for our guests. I would also be glad if you could clarify about
the booking status of the eight rooms that we booked at your hotel for 10th November. Kindly
send the booking details with confirmation links via email so that we can proceed with
further arrangements. I would also like to confirm the size of the rooms allotted and the
facilities that they provide. We would also need a banquet hall with projector, microphone
and slideshow screen as these are of utmost importance for the event. I would also like to
impress upon the fact that the food arrangements be made by Senior Froggy, a local Mexican
Restaurant to provide the guests an authentic Mexican culinary experience.
I am hoping for a swift reply to arrive before our teams’ next meeting on 21st October. Feel
free to reach out to me personally via this email address to avoid any miscommunication.
Thanks and regards,
Juan Martinez
Manager
Mexican Tourism Bureau