Letter – Change of Plan
An old friend of yours is coming to visit your city. You had planned to meet him at the airport, but something has come up and you will not be able to make it there on time.
Write to your friend. In your letter Explain the situation Offer to make alternate arrangements.
I hope you’re well and preparations for your visit to Beijing are going smoothly. If I know you, you probably haven’t even started packing yet. I’m really looking forward to seeing you again and have already prepared the guest room for you. I have some bad news though – I will not be able to meet you at the airport when you arrive at 11:45 as I had originally planned. Unfortunately, I have to go to a meeting on the morning you get there, but if you don’t mind waiting I could probably make it by about 13:30. If that doesn’t suit you, I could send my secretary to meet you instead. Anyway, please let me know which you prefer sometime before you leave. Well, I guess that’s about all I needed to say. You’ve got my number, so give me a call if there’s anything else you need to know. Take care of yourself, and I’ll see you when you get here.
Dear Mr. Mason,
This letter concerns your upcoming visit to Beijing. I trust that preparations are progressing without hindrance. Based on past experience, I presume that you have yet to begin packing. I am eagerly anticipating your visit and have already conducted all the preparations necessary for you to make use of my guest room. Unfortunately, though, it will no longer be possible for me to be present for your arrival at 11:45 as I had initially planned since I will be required to attend a meeting that morning. If you have no objection to waiting it may be possible for me to reach the airport by approximately 13:30. If such a delay would be unacceptable to you, however, I will make arrangement for my secretary to meet you at the airport and accompany you to my residence. Kindly provide instructions in this regard prior to your departure and, as always, do not hesitate to contact me at the address and phone number provided should you require any further assistance.