Your employers, Traveltours of Bridge Street, Eastbury, who arrange package holidays, have just been informed that some of the new hotels on Ibiza which were to be used during the forthcoming holiday season will not be completed in time; there have been difficulties with the supply of building materials and a protracted spell of wet weather has created further problems. There will be sufficient vacancies for your clients in other established hotels, but not all of these can offer the same amenities and standard of comfort as the new ones; they are situated in pleasant surroundings but are not on the coast. Clients who are asked to accept a stay at one of these as an alternative will be offered a choice of a cancellation (with full refund of all money paid so far) or a discount of 15 per cent on the cost of the holiday. The company will provide free transport from the alternative hotel to the coast for the duration of the holiday and your permanent representative on Ibiza will be on hand to assist in minimising upsets and inconvenience.

Write a letter to be circulated to all clients whose holidays will be affected, expressing your regrets, explaining the situation to them and assuring them that the company will do its utmost to ensure that they will have an enjoyable holiday. You would like to hear from them as soon as possible.

(LCC Secretarial Studies Certificate)