How Should I Respond to HQ's Visit Request? Need Help Drafting a Reply

Dear friends,

Some of our HQ people are visiting our branch. They have informed me through email and have also requested us to arrange the necessary requirements. Please advise me on how to draft a reply to them.

Thanks,
Soumya

Hey Soumya,

Maybe you can send a welcome email to your office staff, informing them of their presence, and also consider giving them a bouquet to welcome them.

Peer's advice - Treat superiors and subordinates alike! Good. I stand corrected on my views.

Hi,

Firstly, make all the arrangements - whatever requirements they have already discussed with you. Either call them up or email them and inform them that "the following arrangements have been made as per your suggestions." Then, ask them if there is anything else missing or if they would like you to arrange anything else.

Secondly, inquire about their travel arrangements: Are their tickets booked? Are the hotel arrangements in place? Let them know that a cab will be ready to pick them up from the airport or railway station as soon as they inform you about their arrival time.

Finally, convey to them that everyone in the department/office is excited about their visit, and we are all looking forward to a learning and enriching experience.

Regards,
Ajay
9618302815

Why make so much, your own employees visiting the other branch. Not any guest. Just welcome them when they arrive.

Dear Soumya,

Whenever certain HO staff members are coming, you should inquire about their entire visit plan. They will clearly indicate the agenda of their visit. From an HR perspective, you need to organize vehicle/accommodation/boarding and lodging, etc., as per your company's terms. If they are coming to check account-related matters, they may not include this in their agenda. If anybody is visiting you, please handle it with ease. Also, try to avoid unnecessary expenses.

Regards,
Mukund

Dear Somya,

In addition to the other suggestions, it is better if you check with your counterparts in other branches where they have already visited to get an idea about their agendas, likes, and dislikes. It will give you a clear understanding for your preparations.

Lastly, there is no need to panic. Give your best and leave the rest to God.

Dear Soumya,

Just a thought. Why do you need to create differentiation between HO and branch employees by giving them royal treatment? They are also a part of the company like branch office employees. I feel that just administrative arrangements such as boarding, lodging, meeting, and lunch arrangements should be more than enough. Maybe you can send an email informing about the visit and a welcome note at the reception.

However, you may please follow the best approach as per your industry. Many members have given good suggestions.

Regards,
Ritu