You Are Going to Hold a Birthday Party for A Friend

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You are going to hold a birthday party for a friend. Write a letter to the manager of a local restaurant. In your letter, you should:-

  • Reserve a room for the party.
  • Explain your requirements.
  • And ask for the approximate cost.

Sample 1 You Are Going to Hold a Birthday Party for A Friend

Dear Sir or Madam,

I am writing to book a party hall in your hotel to organise a birthday event for my friend.

Let me inform you that the event is going to be celebrated on 25th April. More than half people are invited to join it. Therefore, a party hall on the ground floor of your hotel is best to make it successful as it can accommodate a large gathering. As per the instruction of your hotel policy, I would love to book it two weeks before.

Would you be kind enough to arrange a DJ floor and Italian and American food for the guests? The air-conditioned hall is my first requirement as the summer season is going on. In beverages, only soft drinks and lemonade are attractive option. It would be great if you could arrange a delicious fresh cake. My friend loves to eat chocolate lava cake. I have heard a lot that your hotel is famous for it.

Would you supply me with the information regarding the total expenditure for the whole arrangement? Am I able to pay in cash or online? Besides, Is there any discount for the customers, who keep the whole things undamaged and the place clean after the party? What can I claim if I don’t get the required facilities?

Looking forward to hearing from you soon.

Yours faithfully,

Sample 2 You Are Going to Hold a Birthday Party for A Friend

Dear Sir or Madam,

Greetings! I am Preet, a content writer, contacting you with a special request. I’m planning a birthday party for a close friend. After hearing glowing reviews about your restaurant’s ambience, service, and culinary delights, I believe it could offer the perfect backdrop for our celebration.

The event is scheduled for the evening of June 30th, and we are expecting a group of around 20 people. I would be immensely grateful if you could check the availability of a private room for this date. We prefer a space that comfortably houses our party and allows for a degree of social interaction and movement.

As for the menu, we envision a buffet setup with a diverse range of vegetarian and non-vegetarian dishes to cater to the various dietary preferences of our guests. It would be wonderful if a dedicated member of your service team could be allocated to our party to ensure a seamless dining experience. Furthermore, we would require a small area for a DJ setup to add a musical touch to the event.

A key highlight of the evening will be a custom-made birthday cake. The birthday celebrant is a passionate football enthusiast, so a cake designed around this theme would be fantastic.

I kindly request an estimated cost for the outlined requirements, covering the room reservation, food, beverages, and the birthday cake. Additionally, could you please inform me about any deposit requirements and the policy for cancellations?

Thank you for paying attention to my request. I am confident that your restaurant is the perfect venue to commemorate our friend’s special day, and I eagerly await your affirmative response.

Warm regards,


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