- This is a formal letter confirming the reader's registration or reservation. You must include the details of agreement again. This helps the readers to avoid any misunderstandings. The letter should be concise and end on a positive note.
- Confirm the registration. Rehash the terms and conditions as per previous agreement. Include precise details of dates, prices and time.
- State any necessary information such as specific instructions or minor changes.
- End on a positive note.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
This letter is to confirm your booking at the ABC Resort for four nights from May 24 to May 28, 2003. The confirmation number assigned to you is 145. The room with two single beds has been reserved for you the rate of which is $130 for one night. There were, however, no rooms with the view of the sea available.
This reservation has a guaranteed status therefore if there are any cancelations, the resort should be notified a day before the decided day of your arrival. We await your arrival and appreciate you choosing our services.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample letter to confirm a resort 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.