When writing an email to make arrangements, it’s important to include the following elements:
- Greeting: Start your email with a polite greeting, such as “Dear [Recipient’s Name],”.
- Introduction: Introduce yourself and state the purpose of your email. For example: “I hope you’re doing well. I am writing to discuss arrangements for a party.”
- Request: Clearly state what you are requesting, which is to arrange a party. Be direct and use simple language. For example: “I would like to request your assistance in organizing a party.”
- Party Details: Provide essential details about the party, such as the date, time, location, and any specific requirements or preferences. Keep it simple and concise. For example: “The party is planned for [date] from [time] at [location]. We expect around [number] guests and would like to have some music and decorations.”
- Assistance Needed: Clearly mention the areas where you need assistance or support. For example: “I would appreciate your help in organizing the logistics, such as coordinating food and drinks, arranging music, and selecting decorations.”
- Ask for Suggestions: Politely ask the recipient for any suggestions or ideas they might have for the party. Use phrases like:
- “I would be grateful for any suggestions you may have to make the party more enjoyable.”
- “If you have any ideas regarding the theme or activities, please let me know.”
- Express Appreciation: Show gratitude for the recipient’s time and assistance. For example: “Thank you for considering my request. Your help is greatly appreciated, and I value your input.”
- Closing: End your email with a polite closing. For example: “Thank you once again. I look forward to hearing from you soon.”
- Sign-off: Use a formal sign-off appropriate for the recipient, such as “Best regards” or “Sincerely,” followed by your name.
Now that you know the steps to write an email arranging a party, let’s see an example
Useful vocabulary to make requests in emails
- Would it be possible to + (base form)?
- I would be most grateful if you could + (base form).
- I was wondering if I could + (base form).
- Would you mind + (ing verb)?
- Could you please + (base form)?
- Please call me as soon as you hear anything.
- Your help is greatly appreciated
- Thank you for considering my request
Writing practice
You’re organizing a surprise party and need to write two emails to make requests – one to the venue for the party, the other to the guests. Decide …
- … who the party is for.
- … where it is going to be.
- … what you would like to happen.
- … what requests you will make of the venue/the guests
Dear Emma,
I hope you are doing well. I am writing to discuss arrangements for the annual office party. I would like to request your help and I have some suggestions. Firstly, would you mind booking the terrace at Lina’s on 19th December? I think that our co-workers will enjoy celebrating the end of the year there because the service there is wonderful. Normally, the place is not packed on Thursdays.
Secondly, you know, Sarah and Jonathan are vegan. They don’t really fancy eating meat. I was wondering if we could ask Lina’s manager to send menus in advance to show the options there are available for them.
I would be grateful for any suggestions you may have to make the party more enjoyable. If you have any ideas, please let me know.
I look forward to hearing from you soon.
Sincerely,
Kati Dias
Well done!!!
Dear Vasiliak!
Continuing our conversation from the office regarding the organization
of the Bodurri couple’s anniversary party. I would like to request, if possible
two additional tables. This is to accommodate the ten other people that have
been invited to the party.
Five of the guests have a nut allergy. I was wondering if it would be easy for you
to sit them all at the same table to avoid any accidents
that may occur by mixing up their dishes.
Also, I would love to put some Albanian songs in the playlist since most of our guests are Albanian. I will send you the list of the songs in advance and I would appreciate
your feedback on the songs.
I would appreciate if you could respond to my email
as soon as possible so that we could be prepared for any other
details that we might have missed.
Best regards Arbra
Well done!
Dear Bella，
How‘re you dong? Recently I’ve been planning to throw a party for my birthday. I’m writing to invite you to attend my party next Sunday. The party will be held in a Chinese restaurant named “RED”.
I konw you’re a vegetarian and the restaurant will supply a lot fantastic dishes made by a Chinese chef. I think that you will love them.
I’m sure you will enjoy the party. If you have any ideas for my party, please let me know.
Warmest regards,
Min Y.
Well done! ⭐⭐⭐
Surprise Party Planning
Dear Emily,
I hope you are doing well. I am writing to discuss arrangements for a surprise party. I would like to request your help and I have some suggestions.
Firstly, this surprise party is organized for my sister. It would be both surprising and great for her to have her first surprise party.
The party takes place on 2nd November at 9:00 P.M. The number of guests is approximately 30. I am wondering if you have enough seats for 30 people? If not, is it possible to add extra seats?
Secondly, in our group there are 4 people who are allergic to gluten. Would it be possible to have a gluten-free birthday cake?
Next, some of our guests have children. Is there a playground for children? If so, is the playground included in the price or do we need to pay extra?
I would really appreciate if you have any suggestions to make the party more enjoyable. Thank you for considering my request in advance. I am looking forward to hearing from you.
Best regards,
Aybuke
Excellent!!! ⭐⭐⭐
Hi everyone,
I hope you are doing well. I’m writing to talk about my new restaurant to open soon.
Firstly this restaurant opening 19th November in Caroline Street. I’m organizing a party for the opening. The party will be from 6 PM to 10 PM.
Secondly there will be sea food on the menu and live music at the opening. If you have any different idea about menu or music please could you contact me?
I would like that all of you join me. Please could you let me know if you will join the party?
Cheers,
Yasemin
Well done! ⭐⭐⭐
Dear Vicky,
How have you been? I have a party on Monday afternoon 16:00 p.m. at Curry Park .
We’ll have a BBQ party . You can bring your pet. I’ll provide some food and drinks for the party and I will bring my dog to the party.
Some friends will come and surprise people at the party . We’ll have a fun together.
I‘m very sure you will have great time with me.
Best regards
Jane
Good job ⭐⭐⭐
Subject: Join us for a dancing night.
Dear Paulina,
Nice to hear from you, We are proud to invite you to the celebration of Mia Smith’s 18th anniversary as a Zumba instructor.
We also kindly request you, if it is possible that one of your already recognized choreography performs at the party.
I would also love that you to join us and dance with over 300 guests.
The event will be on November 15 at 4:00 p.m. in the convention center.
I would be grateful if you can give any suggestions. Your help is greatly appreciated.
If you are unable to attend, please let me know at your earliest convenience.
Regards,
Mar G.
Well done ⭐⭐⭐
Dear Jiaxi,
I hope you’re doing well. I am writing to discuss arrangements for my daughter’s birthday party. My daughter has just moved to the city, so she doesn’t have many friends. I was wondering if you would come to the party with your daughter and help me decorate the place.
The party is planned for December 12th at 5pm at my house. We expect around 12 guests including Tian and his family. And I would like to have some music and cute decorations.
I would appreciate your help in organizing the logistics, such as choosing the music and decorations.
If you have any new comments or ideas please let me know. Thank you for considering my request. Your help is greatly appreciated, and I value your input. Thank you once again. I look forward to hearing from you soon.
Warm regards,
Jingwei
15.10.2023
Great job! ⭐⭐⭐
Formal email:
Subject: question about booking a ballroom for a night party
Dear Mr. Spencer,
I hope you’re doing well. My name is Juliette V. and I am writing to you because I would like to book a ballroom for a night party. I have some questions.
I would like to know if your ballroom is available on July 18th 2024 because I want to plan a surprise birthday party for my brother. Could you please tell me the availability for this date otherwise can you send me the calendar for booking another date.
For the birthday, 50 people will be invited including my family and my brother’s best friend.The party will end late and for the safety of my guest I was wondering if my guests could sleep in your ballroom or if I need to book a hotel for them?
Thank you for considering my request. Your help is greatly appreciated.
Please call me or send me an email. My phone number is : 06 85 79 73 33 and my email is : myemail@email.com
Warm regards,
Juliette V.
Informal email:
Subject :Martin’s surprise birthday party
Hello guys,
I am Juliette and for people who don’t know me I’m Martin’s sister. Today I have important news for you, on July 18th 2024 I am planning to throw a surprise birthday party for Martin
It’s a surprise I count on you to say nothing. The party will take place in a ballroom at Rennes. I don’t have a final location yet, but I have been in contact with a place for the party.
The theme of this birthday is “Canada” because Martin dreams of going there and his gift is a trip to that country.
For the evening please bring a drink and an appetizer. I’m cooking dinner and baking the birthday cake. The ballroom will be decorated with the theme of Canada so come in disguise.
RSVP before May 10th 2024 and let me know what you will bring for eating and drinking. If you want to give him a gift, you can give him as much money as you want.
I will check with the ballroom owner if it is possible to sleep on site. Otherwise, I wam going to book a hotel for you to sleep safely.
Save the date: 18 July 2024 at 7PM for Martin’s surprise birthday party!
I will send you all a new email with the final location of the ballroom by next week.
Thank you in advance for your attention.
Have good day
Juliette
Good effort !!! ⭐⭐⭐
Great job! ⭐⭐⭐