Even though many hotel 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 and this goes for group bookings as well. Besides, not all hotels, especially traditional ones, are listed on online platforms such as Booking or Tripadvisor, as the fees they charge are quite high.
If you phone the hotel to get information, note the name and firstname of the person who is taking your reservation, and also note them on the reservation letter.
Furthermore, it is essential to ask the hotel to send you a written confirmation in return, which will confirm receipt of your request and give the details of your reservation. This is the way you can engage the responsibility of the hotel in case there is a problem.
You can find below a template for a hotel reservation letter :
Template for a hotel reservation letter
<on comany letterhead>
<date>
<name of the hotel>
<hotel contact information>
Dear <name and firstname 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).
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 firstname>
sign
To use and personalise this template for a hotel room reservation, you just have to copy-paste the text of this article in you word processor (Microsoft Word or Open Office Writer), or in your email programme.
(1) : delete as appropriate
Originally posted 2014-09-12 12:20:30.
- Contract template for business relation between mainland China and Hong kong - 11/01/2021 at 23:31
- Hotel room reservation for free downloading - 23/12/2020 at 09:30
- What to do if stung by a jellyfish? - 16/08/2020 at 21:31
Harry Simon says
Hello, thank you very much for your hotel reservation letter.Very practical and essential to book during the covid-19 health crisis.
La rédaction says
Hi, Our document templates are made to help our visitors. Regards