- Mention your name, the name of the hotel and the number of days you intend to stay.
- If you have special requests for the room, indicate it on the letter.
- Mention your arrival date and let the hotel know that you're expecting the room to be ready by then.
- Provide the payment details.
- Ask for confirmation of your reservation.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
I would like to reserve a single room in your hotel, [name of hotel], for three nights starting on [date to date].
Please indicate the reservation under my name. I will be staying in the hotel alone during my entire stay. I wish to have a room that has an excellent view of the beach.
I will be arriving on [date and time]. I hope that the room will be available by then.
I will be paying in full upon my arrival. Please confirm receipt of my reservation. You can also contact me at [insert contact details] if you have clarifications.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Example of a hotel reservation letter.
Further things to consider when writing reservation letters to hotels
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.