Dear [name of hotel/motel staff]:

I am writing to follow up on our preliminary conversation related to our booking the [name of establishment] for [name of event].

As I mentioned to you, equal employment opportunities for women and people of color is an important value for [me or specify name of organization, as appropriate]. It also makes good business sense. In order for us to continue considering [name of establishment] for this event, we need you to complete the enclosed form and return it to Project Equality. Once we hear from them that you have received a positive rating, we will proceed with finalizing the contract.

Please return the form to: Project Equality, 6301 Rockhill Road, Suite 315, Kansas City, MO 64131. If you have any questions about this, please do not hesitate to contact me at: [address and/or phone] or the PE staff at 816-361-9222.

We appreciate your shared commitment to fairness in the workplace and will look forward to letting our participants at [name of event] know of the steps you have taken.

Sincerely,

xxx