Even though many guest room reservations are now carried out via automated methods on the Internet, you may need to write an email, a letter, or a fax to make a reservation. This goes for group bookings as well. Besides, not all guest rooms, especially traditional ones, are listed on online platforms such as Booking or TripAdvisor, as they charge high fees.
If you phone the guest room to get information, note the name and first name of the person taking your reservation and note them on the reservation letter.
Furthermore, it is essential to ask the guest room to send you a written confirmation in return, which will confirm receipt of your request and give your reservation details. This is the way you can engage the guest room’s responsibility in case there is a problem.
You can find below a template for a reservation :
Contents
Template for a guest room reservation letter
<On company letterhead>
<Date>
<Name of the guest room>
<Guest rooms contact information>
Dear <Name and first name of the person you are writing to>
As I am currently planning a business trip in <city or town>, I wish to book an en-suite/single/double/twin room (1) for <number> nights, from <month> <day number> <year> (arrival day) to <month> <day number> (check-out day).
I would also take the formula with breakfast.
Could you please confirm the reservation by email /by fax / by telephone (1), and indicate the room price.
I look forward to hearing from you soon.
Yours faithfully
<Name and first name>
sign
(1): delete as appropriate
Download the form
To use and personalize this template for a guest room reservation, you have to copy-paste the text of this article into your word processor (Microsoft Word or OpenOffice Writer) or your email program.
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