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Subject: Request for equipment and video testing

Dear Mr./Ms. ○○:

We hope this letter finds you in good health.

We are a company planning and producing movies in Japan, and we are writing this letter because there are some things we would like to entreat you to do when you will come to Japan negotiate about the project for making the Japan-Hong Kong joint international movie.

We also provide VFS editing services in post-production, and we have found it necessary to check whether the equipment including cameras your company will provide, will technically match with our equipment, therefore, if possible, when coming to Japan for the negotiations, we would appreciate it very much if you could bring to our company, the camera equipment you are intending to use for the movie, and to allow us to conduct video testing with those.
Even though we are aware this is a sudden request, we respectfully ask and thank you in advance for your consideration in regard to the above.
We look forward to hearing from you soon.

Respectfully yours,