REUSABLE BLANK — replace bracketed fields after checking the original enquiry.

Subject: Alternative hotel enquiry with fixed dates - [Reference]

Dear [Supplier team],

Thank you for advising that [Original option] is unavailable. The travel dates [Fixed dates] and [Non-negotiable requirements] cannot change. Alternative hotels within [Permitted area/category] may be considered. Please provide comparable details, differences and conditions for review; do not make a booking on our behalf.

Please identify the scope and any outstanding points in your reply.

Kind regards,
[Your name]
[Company]

FICTIONAL COMPLETED EXAMPLE — written teaching material, not a generated tool output.

Subject: Alternative hotel enquiry with fixed dates - DEMO-73

Dear Partner Reservations,

Thank you for advising that the requested hotel is full. The stay dates of 10–12 November and the requirement for six twin rooms cannot change. Alternative hotels in the same station area may be considered, but a change of travel dates is not permitted. Please provide location, category, meal basis and rate conditions for review. Do not book an alternative on our behalf.

Kind regards,
Example Coordinator
Fictional Travel Desk