Lesikar's Business Communication: Connecting in a Digital World 13th Edition by Kathryn Rentz,Paula Lentz

Exercise 56

You've been given an important assignment from your boss, the VP at a real estate firm in Philadelphia: to arrange a retreat for the sales staff where they can relax, recharge, and restrategize. The boss wants to hold the retreat in or near Cape May, NJ. He has specifically instructed you to find a large cottage, not a hotel or resort, because he wants the event to have the feel of a getaway, not a business meeting. But the retreat will serve important business purposes, so employees' families will not be invited.
After a good bit of Internet searching, you think you've found the perfect place: a large cottage overlooking Delaware Bay. You learn a lot about the property from the website-such as how many the cottage will sleep and what kind of beds are provided, how it is equipped (it has a large modern kitchen, a game room with air hockey and ping pong tables, and several large-screen TVs with cable service), what it will cost, and how much money is due by when. You also learn that linen service is provided and that minimal cleaning will be required at the end of your group's stay.
But you need to know more. For example, is there an area inside the cottage or on the porch, with enough seats, where the guests can comfortably meet and talk? The pictures on the website don't make that clear. Is there Wi-Fi and cell phone service? What attractions nearby might your co-workers enjoy? And then there are the smaller things. Are charcoal and lighter fluid included with the grill, or is it a gas grill? Are there paper towels? Salt and pepper? Kitchen linens and soap? What if the group wants to go out for drinks or food during the retreat? Are there suitable places nearby? Is the cottage in a nice area? You've never been there.
You wanted to ask the realtor these and other questions by phone, but you and she have been playing phone tag. Plus, you want a written record of her answers. So you'll craft a well-organized email message to get the information you need to ensure that this important company event goes well-and reflects well on you. Be sure to tell her what she needs to know about your event in order to give you helpful answers. (With your instructor's permission, you may change the venue and other details as appropriate.)