Make a room reservation at a hotel. Sample letter


  1. If you are placing an order, provide all the details that are necessary to fill out the order correctly.
  2. Tell the reader that you are requesting a reservation or placing an order.
  3. Give the needed information to make sure that the reader will fill out the order accurately. Write catalog and reference numbers as well. Use bullet points for the reader's ease.
  4. Fix the payment method, such as credit card, check, money order, COD, credit account, or any other way that suits you.
  5. Tell where and how to send the order.
  6. End by appreciating the company. Also, offer to sort out any problems or answer the questions about the reservation or order.


[Senders Name]
[Address line]
[State, ZIP Code]

[Letter Date]

[Recipients Name]
[Address line]
[State, ZIP Code]

[Subject: Normally bold, summarizes the intention of the letter] -Optional-

Dear [Recipients Name],

I am writing you this email to make reservations for one of your Deluxe Suites, preferably with an ocean view, for the dates of September 15 until September 20. My wife and I plan to arrive at your hotel at approximately noon on the 15th of September and would like to request that we have lunch ready and prepared in our room when we get in. Listed below are the food items that we would like to have. I would also like to ask that you give us an extra duvet, as my wife always feels cold when visiting your city.

I have enclosed a check for $100 to serve as my deposit. I hope to hear from you, via a call or an email to confirm that you have received my request. If there are any other concerns that you would like to discuss with me, you can reach me at 333-3333. My wife and I are very excited about staying at your hotel. Thank you.


[Senders Name]
[Senders Title] -Optional-

[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -

Make a room reservation at a hotel. Sample letter.

Further things to consider when writing reservation letters to hotels

Further things to consider when writing reservation letters to hotels

Reservation Letters

Reservation letters are letters written to book or reserve a place somewhere, usually a function, conference, activity, hotel, or restaurant. In most cases, a reservation letter is written as a direct request to ask for a spot or as a response to an invitation. Depending on the scenario, you may have to literally write a letter, or there might be a form to fill in. In the modern days and with the advancement of technology, most reservations are made via phone or the internet. However, in instances where you have no access to a phone or have a unique request, it is best to write a reservation letter.

Good reservation letters are specific, simple, and direct to the point. Begin by mentioning the purpose of your letter. Make sure to include all the necessary information. If you are writing to reserve a room in a hotel, for example, state the type of room you want, the check-in date, the number of days that you would be staying, etc. Provide your contact details in case the recipient would want to verify your reservation. Be brief and keep the tone professional and formal. End by asking the recipient for a response.

Letters to Hotels

Letters to hotels are letters sent to any establishment providing meals, accommodations, and/or other services for tourists and travelers. These could be inquiry letters to find out about services offered by the hotels, reservation letters to make reservations, or even complaint letters after an unpleasant hotel experience. Before, writing to a hotel, you can contact the relevant department to see whether the issue you are writing about can be addressed by phone. However, if the issue requires physical evidence, it is always best to draft a letter and attach the relevant documents.

All letters to hotels are formal and therefore must be written in the best and most professional way. Start by addressing the letter to the right person. Introduce yourself and state the reason for your letter. Maintain a formal and polite tone and resist the urge to make any negative comments especially if you are lodging a complaint. If you had made a call to the hotel earlier regarding the issue at hand, mention this in the letter, who you spoke to, and some of the things you talked about. Provide all the necessary details. End with a statement that compels the recipient to respond.

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