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Here is a sample pre-arrival letter to hotel for corporate guests . You have to change the letter to meet your purpose.

Dear _____________,

This letter is to confirm our recent telephone conversation regarding [Sara M. Anderson's] stay at your hotel next week. All charges are to be directed to me at the address on our letterhead.

 [Sara M. Anderson] will arrive at the London airport on [20 March 2014] . She should be checking in around [10:00 am]

The rate for her room will be $150 plus tax per day. She will probably be staying for days.

Please have flowers in her room when she arrives.

Thank you for your anticipated cooperation.

Yours Sincerely,

(The Sender's Signature)

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