To

Warden,
xyz Hostel,
institute.

Through: Co-ordinator, organization

Sub: Hostel accommodations during date.

Dear Sir,
We are organizing event 201_ conference during the period .. to .. In order to
accommodate student attendees, we have taken permission from Dean of Students, and following is
the list of proposed number of bed accommodations (single/sharing) required for the time period.
The payment for the same will be done by our dept.

1 Hostel (for Boys):

..

2 Hostel (for Boys):

..

3 Hostel (for Girls):

..

With Regards,
..