Begin with your and the company's formal addresses, as well as the date. If this letter is not going to a formal corporation, mention the names and addresses of the recipients. The first paragraph should include all of the trip's facts, such as the dates, location, and persons who will be participating. The second paragraph should discuss why you are writing and what you want from the recipient. If you are asking someone to do something for you, such as review your work or speak at your event. Then you should state how much it means to you and what you want them to do. You can also say please feel free to contact me if you have any questions about my proposal. At the end of the letter, you should sign your name. If you are sending this letter through a courier service or mail then you should include your address too.