To finalize the common dates by all the family members for going on holidays is a difficult task today. In spite of these difficulties and due to the fact that the relaxation is a must in every-bodies family, the head of the family tries to make bookings of hotels much in advance on the probable holidays. Such a booking is required when it is not possible to take a package tour booking from tour organizers. It is also possible that some families have the time of a few days and want to visit one or two places only.
There are many critical reasons like
1. One of the family members becomes sick
2. An urgent meeting scheduled on some of the period of the scheduled program
3. Very close relatives arrived for staying for a week covering some period of the tour
4. A close relative becomes serious, and the family members have to go to that place due to critical condition, etc.
In any one of these reasons, it becomes mandatory for the family to cancel a reservation. A letter requesting for cancellation is required to be sent for receiving the refund of money deposited with the hotel. Only hotel booking is considered here because in the travel plan the ticket amount and the refund amount on cancellation of tickets are fixed with respect to the date of cancellation and the actual date of flight/train/bus travel.
Tips for writing a good letter to cancel a reservation
- Write the letter expressing a sense of sorrow for wasting a reservation and by mentioning that you sympathize with the loss
- Mention the reason due to which you are cancelling the reservation
- If you can arrive in the immediate future to the same place mention the same.
- Be clear as to why you are cancelling the reservation. Be honest about the reason.
Template
Use our free letter to cancel a reservation to help you get started. If you need additional help or more examples check out some of the sample letters below.
From,
_______(name of Person)
_______(address of person or name of the company in which he/she works)
_______
Date:____
To,
_______(Manager)
_______(name and address of hotel)
_______
Subject: Letter for cancellation of “Advance Reservation” and “Refund of Deposit.”
Respected sir/madam,
We, all family members wanted to visit your city, visit many important and famous locations and buildings and temples, museum and science centre and that is why we made an advance reservation in your hotel___ being centrally located and decent hotel. But due to unforeseen reasons, it will not be possible for us to visit your city.
Given these facts, you are requested to cancel our booking of two deluxe air-conditioned adjacent rooms, which were reserved by us fifteen days back, i.e. on _____ _. You are requested to refund my deposit amount of_____ _, by deducting your cancellation charges as per declared schedule.
Thanking you.
Sincerely,
____________ (name of person)
Sample Letter
From,
Anand Asthaputre,
138/6 Guru Nanak Building,
Gandhi Marg,
Bandra(w),
Mumbai-400022.
Date: 27th February 2014
To,
Manager,
Hotel New Gardens,
Bangalore- 600012.
Subject: Letter for cancellation of “Advance Reservation” and “Refund of Deposit.”
Respected sir/madam,
We, all family members wanted to visit your city, visit many important and famous locations and buildings and temples, museum and science centre and that is why we made an advance reservation in your hotel New Gardens being centrally located and decent hotel. But due to unforeseen reasons, it will not be possible for us to visit your city.
Given these facts, you are requested to cancel our booking of two deluxe air-conditioned adjacent rooms, which were reserved by us fifteen days back, i.e. on 10th Feb 2014. You are requested to refund my deposit amount of Rs. 6000/-, by deducting your cancellation charges as per declared schedule.
Awaiting your kind response with anticipation.
Thanking you.
Anand Asthaputre.
Email Format
The following is the email format for writing a letter of cancellation of reservation.
From: name@email.com
To: name @email.com
Subject: Letter to cancel reservation Made in _____
Respected Sir/Madam,
Subject: Letter for cancellation of “Advance Reservation” and “Refund of Deposit.”
Respected sir/madam,
We, all family members wanted to visit your city, visit many important and famous locations and buildings and temples, museum and science centre and that is why we made an advance reservation in your hotel___ being centrally located and decent hotel. But due to unforeseen reasons, it will not be possible for us to visit your city.
Given these facts, you are requested to cancel our booking of two deluxe air-conditioned adjacent rooms, which were reserved by us fifteen days back, i.e. on _____ _. You are requested to refund my deposit amount of_____ _, by deducting your cancellation charges as per declared schedule.
Thanking you.
Sincerely,
____________ (name of person)