Formal Letter of Enquiry for Hotel Accommodation (School Trip) - Solved

Are you preparing for your Class 10 or Class 12 English Board Exams? The Letter of Enquiry is a frequently tested format in the Writing Skills section. Today, we are looking at the 15th highly expected topic from our Top 20 list: a Formal letter of enquiry to a hotel/hostel manager asking about accommodation availability and charges for a school educational trip. Below is a cleanly formatted and fully solved example to help you secure a perfect score!

Exam Tip 💡: To score maximum marks in this type of enquiry letter, you must provide the hotel manager with clear logistics: the exact dates of travel, the total number of students and teachers, and whether you need separate rooms for boys and girls. Also, never forget to ask for a special "educational tour discount"!

Question: Letter of Enquiry for School Trip Accommodation

You are Kavin/Kavya, the Tour Coordinator of St. John's Higher Secondary School, Trichy. Your school is planning a three-day educational trip to Ooty. Write a letter of enquiry to the Manager of Blue Hills Resort, Ooty, asking about the availability of accommodation, room charges, and catering services.

Sample Solution:

The Tour Coordinator,
St. John's Higher Secondary School,
Cantonment,
Trichy - 620001.

Date: November 6, 2026

To,
The Manager,
Blue Hills Resort,
Botanical Garden Road,
Ooty - 643001.

Subject: Enquiry regarding accommodation for a school educational trip.

Respected Sir/Madam,

I am writing this letter on behalf of St. John's Higher Secondary School, Trichy. We are organizing a three-day educational excursion to Ooty for our Class 12 students. We have heard highly of your resort's hospitality and are interested in booking accommodation with you for our stay.

Our tour group will consist of 45 students (25 boys and 20 girls) and 4 accompanying teachers. We are planning to check in on the morning of December 10, 2026, and check out on the evening of December 12, 2026. Before we finalize our travel itinerary, we kindly request you to provide us with the following details:

Availability of rooms for the aforementioned dates.
Tariff for dormitory-style or multi-sharing rooms for the students.
Tariff for two separate double-occupancy rooms for the teachers.
Availability and charges for in-house catering (Breakfast and Dinner).
Proximity of your resort to major tourist spots and bus parking facilities.

Since this is a student educational tour organized by a recognized school, we kindly request you to offer us your best institutional discount on the total boarding and lodging charges.

Please send us a detailed quotation along with the advance payment requirements at your earliest convenience so that we can confirm the booking promptly.

Looking forward to a positive response.

Thanking you.

Yours faithfully,
Kavin
(Tour Coordinator)

Examiner's Marking Scheme Breakdown (Total 8 Marks):

Format (Sender & Receiver Address, Date, Subject, Salutation, Subscription): 1.5 Marks
Content (Stating tour dates, exact headcount, room requirements, catering, and discount request): 2 Marks
Expression (Grammatical accuracy, formal and organized business tone, bulleted queries): 1.5 Marks