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,
The Commissioner for Crime, Ms. Jenny Smith, will be visiting Winston February 14-16. During her visit she will be reviewing and assessing the three alternate sites for our new courthouse.
You are being assigned to host and escort Ms. Smith as she assesses Site C (corner of Main Street and Fifth Avenue) on the morning of February 16. It is your duty to ensure this visit is productive, informative and enjoyable.
Specific items which you must see to during the morning are: 1) Meet Ms. Smith in the Sally Hotel lobby at 9.00 a.m. 2) Arrange and provide safe and secure transport from the hotel to Site C 3) Provide Ms. Smith with the draft blue prints for Site C and all other relevant information and specifications. Be sure to solicit her opinions of the site. 4) Provide Ms. Smith with safe and secure transport from Site C to Terminal 2 at the airport. Escort her to the terminal, ensuring you arrive no later than 11.30a.m. Assist her in any way you can to make her 1p.m. flight.
Please do not hesitate to contact me or my personal assistant if you have any queries or require assistance with the preparation or execution of this hosting assignment. Our aim is make Ms. Smith’s stay as pleasant as possible and to provide enough information for her to make a final decision on a construction site.
Sincerely,
Wade