Sample Hotel Reservation Letter – What to Include and Why
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Just follow the steps in this sample hotel reservation letter structure and you should have no unexpected troubles.
Before you begin:
Hotel reservation letters can vary in style, But just make sure you give the reservation staff all the information they need to make sure there are no misunderstandings or disappointments on arrival.
Every specific piece of information should be in a separate paragraph. This makes for easier reading.
Keep it short and sweet (it’s not an essay), and don’t forget the following information:
1. Opening (example):
Dear Sir/Madam
My name is (your name) and I would like to book a (type of room) in your hotel for (number) nights.
2. Dates and times: (important)
I/We will be arriving on (date, including the day of the week) at approximately (time). Departure will be on (date, including the day of the week) at (time).
Notes: -State the date and approximate time of arrival and departure because it helps the staff know which guests will be arriving first to prepare the way for them, so waiting time for your room is kept to a minimum.
-It’s always a good idea to also include how many nights you will be staying in brackets. This is a good way for the reservation staff to double check the length of your stay as hotels count nights and not days when preparing your invoice.
-Remember, even if you arrive there at 2 o’clock in the morning, that night counts and you are seldom entitled to remain in your room after 12 o’clock noon on your departure date.
3. Number of people: (important)
How many adults? How many children? (always include children’s ages).
4. Room type(s) and preferred location(s):
Single, double, suite, ground floor, top floor, overlooking the sea, etc.
5. Board preferences: (important)
Self catering/bed & breakfast/half board/full board/all-inclusive
Note: make sure the hotel you are considering has the services you desire as not all hotels offer things like all-inclusive, and what you get for each type of service may vary from one hotel or country to another depending on their policies (find out before making your reservation to avoid disappointments).
6. Special needs/desires: (optional)
Some people may have health conditions which may require special attention (migraine sufferers would probably want a quiet room far away from any entertainment facilities, for example). Business men/women may need an internet connection in their rooms, while others may just have special preferences (overlooking the sea, rooms on upper floors, etc). These should be specified in your letter.
Note: Obviously the needs of those with medical conditions will be given more importance than other preferences if the hotel is fully booked, so don’t be surprised if you cannot get what you wanted unless you have the option and have paid for it specifically.
7. Facilities: (depending on the hotel)
If there are special facilities (sauna, jacuzzi, etc.) which need to be reserved before using them, you may wish to do so in advance to avoid waiting.
8. Contact information: (important)
Especially your phone number, cell phone and/or fax number.
*The main thing to remember is to include all the important information above and keep the hotel reservation letter short. The hotel staff prefer it that way and it helps to avoid confusion. You can even use bullet text to display the information.