Respected Sir/ Madam,
My name is __________ (name) and I am writing this email in order to inform you that I am looking forward o organize a lunch for _________ (mention purpose) on __/__/____ (date) as __________ (mention occasion) and for which we have decided to book your hotel premises. The following are the details:
Date: __/__/___ (date)
Timings: __:__ to __:__ (timings)
Number of attendees: _____ (mention number of attendees)
Please confirm the availability of your hotel for the mentioned date and also share the quote for the same. If required, we will pay the booking amount for confirmation.
_________ (contact details)