Useful Expressions and Sentences

1.     Errors, mistakes, misunderstanding and oversight

We sincerely regret this mistake.

We are sorry for this error.

We shall take the necessary steps to avoid a repetition.

We shall take every precaution to prevent a recurrence of such a mistake.

Thank you for calling our attention to the error we made on your bill.

I particularly appreciate you mentioning that an error was made on your bill in so far as the two dinners of March 15^TH were charged for twice.

We apologize for the mistake which was made in your final account.

Kindly accept our apologies for the oversight.

We wish to express our sincere apologies for the unfortunate error which occurred in the case of Mr. Brown’s reservation.

We regret the inconvenience caused in this matter and assure you that everything will be done to compensate for this error.

We regret to state that there has been a slight misunderstanding in reference to our letter of ….

2.     Initial Sentences

We thank you for your letter of May 3^rd, and are enclosing a booklet of our hotel

Thank you very much for your letter of 13^th April and the kind enquiry for our terms.

It is with great pleasure that we learned from your letter ….that you will again spend your winter holiday at the ….

We have taken note of the contents of your letter dated 15^th March. However, we cannot accept your remark as we are in no way responsible for the error.

3.     Endings

First letter to prospective guest

We remain at your disposal for any further information.

We await your reply at your earliest convenience.

Kindly let me have a confirmation of this booking by the end of this month.

Assuring you of our best attention, we remain.

Kindly let us know your decision within the next few days.

We await your further instructions.

We would appreciate your reply within a week’s time, as bookings for the coming season are heavy.

I am looking forward to the pleasure of welcoming you ( personally ) to the ….

A former guest is addressed

We are looking forward to the pleasure of welcoming you back again.

With our best wishes for a pleasant journey, we are.

With kind regards to Mrs. Amstrong, and awaiting your reply.

Please do not fail to let me know if I can be of further service to you.

We thank you in anticipation for your continued patronage.

Negative reply

We regret not being able to accommodate you for the date required but hope to have the pleasure of your visit on another occasion.

We are sorry that we shall not have the privilege of welcoming you on this occasion but hope to do so at some future date.

More personal. Mostly after guest’s stay

We hope to see in the near future and again thank you for your kind recommendation.

We sincerely hope you enjoyed you stay with us and will return soon.

We hope that your visit with us was a pleasant one in every respect and trust to see you again soon.

Should you have any suggestions which you feel would help to maintain and possibly improve our standard of service, we would sincerely appreciate your advice.

4.     Reservation  cancelled

Thank you for informing us of the change in your plans. Your reservation for 4^th May has been cancelled. We await your instructions with reference to  a prospective stay in September.

We have received your email of 3^rd January and sincerely regret that you will have to cancel your stay at the ….in May. We fully understand your reasons and are looking forward to seeing you again in the next future.

I regret to hear that your mother’s illness prevents you for coming to …. Thank you for informing us in time. With my best wishes for her prompt recovery, and hoping to be able to welcome you at some future date.

5.     No more rooms left

I sincerely regret to have to inform you that all our rooms are booked until ….

We are sorry that we shall not have the pleasure of accommodating you on this occasion but hope to do so at some future date.

We regret that your request for the reservation of a double room finds us booked to capacity. I am disappointed at having to inform you that no more rooms are available for the period you mention.

Letter of Condolence

Dear Ms………………..

………………………….

Bali

It was with a very real sense of loss that I heard today of the death of your husband. I valued his friendship for many years. I don’t believe I have ever known another man who was so loved and respected by all who knew him. It was a privilege to know Mr…………………….., Whose place in our company can never be fully taken by anyone else.

My heart felt sympathy goes out to you and your family. If there is any way in which I can be of assistance in the weeks ahead, please do not hesitate to call on me.

Yours sincerely,

…………………...

General Manager

Mr. ………………..

The General Manager

………………………………

………………………………..

With deep sorrow and grief, we have to inform you of the sudden and untimely demise of Mr. ……………………………, the former Food and Beverage Manager of ………….. Hotel on April 11, 2011. He was 51 years old.

Mr. ………………… joined our hotel in 1995 and besides being Food and Beverage Manager of …..Hotel ; he was also the head of the Hotel and Restaurant Association of east Java.

Mr………………….. ‘s whole-hearted dedication and devotion to our hotel management will always be remembered by all the staff of ………………….Hotel.

We pray that his departed soul may rest in peace.

Yours sincerely,

…………………………

General Manager

Dear Mrs. Brown,

It is with deep regret that I heard of the death of your ………… and trust you will accept this expression of my sincere condolence and sympathy in your sad bereavement.

Yours sincerely,

 ......................

Congratulation and Appreciation Letters

Dear Mr. …………………………..

We just learned about your forthcoming retirement from ………………Hotel and wanted to congratulate you on your record of wise leadership that has given your company the stature it now has.

No, one, upon retiring from business has ever taken with him as high as degree of respect and good wishes from so many devoted friends and associate as you have received.

We hope you enjoy your retirement.

Best regards,

………………………..

General Manager

Dear Mr. ……………………

We were delighted to read in the papers that you had accepted the appointment as General manager of ………………………… Hotel. May we congratulate you on your appointment and we want to wish you great success in your new position.

Yours sincerely,

………………………………

General manager

From                ; General Manager

To                    :  Mr. ……………………

Date                 : April 27, 2011

Subject             : Congratulation

Congratulation on your new position as food and beverage manager. This is a well-earned promotion indeed. Under your direction this department has grown to become one of the departments which contribute the highest income in this hotel. I am confident your ideas, inspiration and leadership will make us a hotel restaurant leader.

Please accept my best wishes for continued success.

Warm regards,

…………………………….

From                : General Manager

To                     : Ms. …………………………

Date                 : April 27, 2011

Subject             : Appreciation

I have just received the final sales number for the last fiscal year. Your sales increased more than 22%. This is simply outstanding and I trust you too are pleased with the results.

My sincere thanks to your sales team for a great year. Congratulations!

Warm regards,

…………………………….

Reminders of Outstanding Account

Dear ………………………………
 

We would like to remind you that the balance of US$ 175.00 on your account is still outstanding. We know that statement are easily mislaid and you probably overlooked the one we sent you on February 25^th, 2011.

Nowadays, administrative expenses are very high and we suggest that you help us to cut them down by sending your remittance as soon as possible. We thank you in anticipation for your kind assistance.

Warm regards,

……………………….

Front Office Manager

Dear Mr. ……………………….

We take the liberty of reminding you that the account for your fortnight’s stay here was sent to your address on February 25^th calling your attention to the preceding fact.

As neither your remittance nor explanation has been received, we must ask you once again to settle the balance of US$ 175.00 by June 30^th at the latest.

Thank you for your attention.

Warm regards,

…………………………….

Front Office Manager