My secretary called you two weeks ago to book the function

December 14, 2011

Richard Anderson

1234, West 67 Street

Carlisle, MA 01741

(123)-456 7890.

[Subject: Normally bold, summarizes the intention of the letter] -Optional-

Dear Richard Anderson,

My secretary called you two weeks ago to book the function room at your restaurant for our business review on April 16. Unfortunately, since we recently had a reorganization, we need to cancel our reservation and respectfully request for a reimbursement of our deposit. We deeply apologize for any inconvenience on your part. When everything is already settled, we hope to transact with you again.

Sincerely,
Martha

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