(Name of the guest) is an honored guest of our organization, and during his stay at your hotel, you are hereby authorized to forward all bills for his stay there to our accounting department. They have been preauthorized to immediately approve and pay any invoices from your hotel. We have also placed a credit limit on the account of (amount). In case this account exceeds this amount, please contact our office first for approval in advance of any additional charges.
We would like to thank you in advance for your special consideration of this individual and his needs. We hope to make his visit to our company and our city most comfortable, enjoyable and memorable.
If I may be of any assistance in this matter, please feel free to contact my office as necessary.