Even though many hotel room reservations are now carried out via automated methods on the Internet, you may need to write an email, a letter, or a fax to make a reservation, and this goes for group bookings as well. Besides, not all hotels, especially traditional ones, are listed on online platforms such as Booking or TripAdvisor, as their fees are quite high.
If you phone the hotel to get information, note the name and first name of the person taking your reservation and note them on the reservation letter.
Furthermore, it is essential to ask the hotel to send you a written confirmation in return, which will confirm receipt of your request and give your reservation details. This is how you can engage the hotel’s responsibility in case there is a problem.
You can find below a template for a hotel reservation letter :
Contents
Template for a hotel reservation letter
<On company letterhead>
<Date>
<Name of the hotel>
<Hotel contact information>
Dear <Name and first name of the person you are writing to>,
As I am currently planning a business trip in <City or town>, I wish to book an en-suite/single/double/twin room (1) for <Number> nights, from <Month> <Day number> <Year> (arrival day) to <Month> <Day number> (check-out day).
Could you please confirm the reservation by email, fax, or telephone (1) and indicate the room price?
I look forward to hearing from you soon.
Yours faithfully
<Name and first name>
Sign
Download the letter template
To use and personalize this template for a hotel room reservation, you have to copy-paste the text of this article into your word processor (Microsoft Word or OpenOffice Writer) or your email program.
(1): delete as appropriate
We’re interested in your opinion and your advice for a hotel room reservation:
Let us know in the comments. Thank you.
Hello, thank you very much for your hotel reservation letter.Very practical and essential to book during the covid-19 health crisis.
Hi, Our document templates are made to help our visitors. Regards