Dear Sir or Madam:
I'm Steve, a secretary for foreign affairs. I'm completely responsible for your receptions and arrangements.
We will meet up next week. Please kindly attached the information of your arrival---the Flight schedule and Flight Number, as well as the place where we meet up.
I have booked the hotel where is 30 miniutes drive to our company. Besides, our company-owed privte villa is also available if you would like to live. After having a night rest, you will get start to negotiate with my directors.
Please do not hestiate to contact me, should you require any further information.
Phone:155********
Hope to receive your E-mail soon.
Sincerely.