- A letter to confirm hotel booking may be required if a phone conversation is not enough. If detailed instructions are required or for overseas customers, this letter would be apt. Rehash the details of the booking so that any miscommunication could be clarified. Mention any minor changes that the reader must know.
- Reiterate the terms and conditions agreed in the earlier communication. Include the details like date, time or price.
- Make sure the booking is confirmed.
- State any clarifications required for the terms and conditions.
- End on a positive note. You could choose to thank the reader.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
As was instructed by the representative making by reservations at your Resort, I have written a check that pays all the expenses of reservation with the confirmation number of 147. The reservation is for one family suite with three rooms and a sitting area for six people in my family.
Our arrival is scheduled at nine a.m. on February 26, and we require your limousine service to pick us from the airport and bring us to the resort safely. Kindly inform me if the limousine service will be available upon request or will I have to call once I arrive.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample letter to confirm a hotel suite reservation.
Further things to consider when writing confirmation letters to hotels
Confirmation letters are letters sent by individuals, businesses, or companies to summarize details such as verbal agreements between two parties, job interviews, or appointments. Broadly speaking, they are written to verify certain details upon request or recognize previous agreements. A confirmation letter can serve as a formal document to confirm the receipt of orders, schedule of an important appointment, or recruitment of new employees. It can also be used to confirm travel arrangements and reservations and in instances such as immigration to confirm marital status. Confirmation letters are mostly used by businesses to keep formal records and to avoid conflicts regarding transactions or agreements.
Confirmation letters are brief and contain only the necessary information. State what is being confirmed clearly and accurately. If you are verifying an employee's position in the company, for example, take note of his/her official title. Be cautious about times, dates, and places. Include all relevant details and anything else that needs to be confirmed. If necessary, restate the previously agreed terms and conditions to ensure that there are no conflicts or misunderstandings in the future. Close the letter with a positive remark and your signature. This letter should be printed on the company's letterhead.
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.