We are doing this same thing but with only 4 people total soon. We will be in a suite while our friends in the balcony next to us. We planned on making a week of it and having all dinners except for the ROV dinner in our suite. So should we get the menus early and then earlier that day see the HW and place our order for dinner? I am not understanding the writing down the order and giving to HW part. I never thought of telling the ROV coordinator or even the HW upon boarding our thoughts of having all dinners in our suite but I will for sure make the note to do this to see if it can make things a bit easier on the staff knowing ahead of time.
Yes you get the menus during the day for that dinner.
With 4 of you I would just call the dine line. The suggestion to talk with the HW and provide him the list was for a larger dinner, perhaps as many as 10 or even 16. To do that over the phone would be a challenge.
You do what you want of course but we always do MDR traditional late. The waiters are a hoot, service has been outstanding. For a number of cruises we did dinner for 4 on the suite balcony and enjoyed it but liked the MDR and specialty too.
Have a great cruise!