Dear __________ (name of the person),
I am ____________ (name) and I am staying in dorm number __________ (mention dorm number) in your hostel, this is to inform you that my _____________ (mention relation) is willing to visit me on __/__/____ (date) and will be staying with me as _____________ (mention reason for visit) for ______ (no of days).
I am writing this email to gather information about guest policy such as __________ (staying charges/ restrictions/ any other) in the dormitory. I shall be highly obliged for your kind support.
[Digital Signature – if applicable]
____________ (Contact details)