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Case study 4 – Preparing a letter and draft itinerary
Preparing a letter
Commence by typing today’s date above the address.
Then insert the client’s address – the envelope should be prepared in the same format as the address in the letter.
The greeting or salutation should be either the client’s family name without their initials, or their first name, depending on the relationship between the writer of the letter and the client. For example:
- Dear Mr. & Mrs. Aitkin or
- Dear Reuben & Faye
Each new idea or different information should be put into a separate paragraph, for example:
- the itinerary
- the deposit required
- cancellation conditions
- conclusion.
The farewell should be professional, eg ‘Yours sincerely’ or ‘Yours faithfully’.
The writer’s name should be followed by their business title.
The term ‘cc’ means that a carbon copy, ie an exact copy of the letter will be sent to that person. For example:
- cc: Fred Ahmed, Manager, COO-EE TRAVEL AGENCY
The term enc. refers to a summary of the document/s enclosed. For example
- enc: itinerary.
Preparing a draft itinerary
Add today’s date as the date the itinerary is issued.
The service numbers and exact times of the rail service, flight numbers and the rental car company should not be included as the travel agent will not book these until the client confirms that they will proceed with the booking.
Scenario
John Tung is a domestic travel consultant. His regular clients, Mr Reuben and Mrs Faye Aitken, have asked him to plan a ten day holiday to Perth and nearby areas in Western Australia . They want to depart Sydney on 21 March next year.
He recommends that the clients catch the train from Sydney to Perth ; the journey will take two nights on board the train. They will fly home from Perth to Sydney .
Perth is their first stopover for three nights and John recommends that his clients book a half-day plus a full day tour to familiarise themselves with the area.
The clients will then hire a rental vehicle to drive to the Margaret River area for three nights before returning to Perth for one night before their flight home.
John has recommended the Wildflower Hotel in Perth and the Vineyards Hotel in Margaret River .
John will need to prepare :
a letter on the blank COO-EE TRAVEL letterhead
a draft itinerary.
As well as attaching a copy of the draft itinerary, the letter to the clients should include the following information:
The clients’ address is
24 Kuta Avenue
Billoway NSW 2040
$200 per person deposit will be required within seven days of the date of this letter before bookings can be processed.
Cancellation penalties will apply after the travel services have been confirmed.
The clients can contact John on his direct line.
A copy of the letter should also be sent to Fred Ahmed, Manager, COO-EE TRAVEL AGENCY.
Activity
Referring to the scenario above, download and prepare the letter on the blank Letterhead. The itinerary can be created on a blank page.
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