- Present request for reservation with complete details, such as no. of guests and duration of stay.
- State special requests for the room.
- Mention your expected date of arrival.
- Mention about the payment terms.
- Indicate your contact details for confirmation.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
I would like to request a room reservation for [insert number of guest/s] in your hotel, [insert name of the hotel], from [insert date] to [insert date].
Place the reservation under my name. I will be with my family, and I am expecting a room with extra bed for the kid/s.
Expected arrival will be on [insert date], and I am hoping the room will be ready for us by then. Payment will be paid in full as soon as we arrive.
You can reach me at [insert contact number] for confirmation and clarification of my reservation.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Letter of reservation in a hotel.
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.