Question
A friend from abroad is visiting your country next month. She is planning to stay with you, but you cannot accommodate her. Write a letter to her.
- Tell her the reasons.
- Apologise
- Make alternative arrangements.
⏰ Time’s Up!
Your time for this writing task has ended.
Sample Answer:
Dear Daniel,
I hope you are doing good. I write to you with mixed feelings as I regret to inform you that I shall not be able to accommodate you at your visit next month.
The reason for this unfortunate turn of events is my inability to renew a professional commitment. I have important office meetings that coincide with the dates you plan to be there, and attendance is essential for current projects and team collaboration. I hope you understand what such unexpected job responsibilities are like. I’m really sorry I couldn’t accommodate you as planned.
I’d like to make up for it by helping you find suitable alternative accommodation. I’ve already started looking for nearby hotels and guesthouses that offer a comfortable and easy stay during your visit. If you have any particular preferences or needs, please let me know, and I’ll take them into consideration when making arrangements.
Again, I sincerely apologize for any inconvenience caused by the changed schedule.
With Regards,
Jennifer
Vocabulary Used & Why?
- Regret: Shows politeness and a sense of responsibility when delivering disappointing news.
- Accommodate: A formal and versatile word to express hosting or making arrangements for someone.
- Unfortunate: Conveys empathy and a sense of bad luck or an unavoidable situation.
- Commitment: Highlights responsibility and professionalism, giving the letter a formal tone.
- Coincide: A sophisticated way to explain scheduling conflicts.
- Essential: Strongly emphasizes importance, making the situation sound unavoidable.
- Alternative: Suggests flexibility and a willingness to provide solutions.
- Comfortable: Adds a touch of thoughtfulness when discussing accommodations or arrangements.
- Preferences: Indicates consideration for the recipient’s specific needs, making the tone more accommodating.
- Apologize: A formal yet simple word to express sincere regret for an inconvenience.