Hotel reservation letter is written by hotel management to send to their customers and guests for booking of hotel rooms and dining reservation. Writing hotel reservation letter is particularly about hospitality of hotel and restaurant management that is an essential part of their hotel services.
Hotel reservation letter can be considered as a piece of acknowledgment on behalf of hotel management regarding one’s booking/stay at the hotel. Details such as check-in date and check-out, the tariff and service charges to be levied, discounts or offers if any and so on are to be clearly stated for the convenience of hotel management and guests to arrive in the hotel in the hotel reservation letter. Check out the email template and format to help you understand better.
Hotel Reservation Letter writing tips
- The letter must have the Names and addresses of both parties with Date/day of reservation and Date of arrival and departure.
- Make sure to mention the Number of guests and rates and charges of dining and room reservation.
- Include the Details of package and Payment terms and mode.
- The letter should be written in a friendly and welcoming tone.
Template
Use our free Hotel Reservation Letter to help you get started. If you need additional help or more examples check out some of the sample letters below
From,
_______________
_______________
_______________
Date:_____________
To,
_____________
_____________
_____________
Subject: Hotel reservation Letter
Dear Mr./Mrs./Ms.__________,
We at____________ acknowledge the receipt of your letter dated _________________ and confirm that all the bookings are made as per your requirement for ______ guests. The___________ with sea facing view as requested by you at the time of booking is confirmed. The tariff charges are _____________ per room plus service charges of ____________. The charges include a complimentary continental breakfast for each guest in the two rooms booked at our hotel. We are attaching our hotel brochure with photographs and other details for your perusal. We also serve dinner at our Roof Top restaurant which will be on chargeable basis and the menu is attached for your convenience.
We expect our guests to pay us in advance for accommodation and other charges will be settled by you on receipt of your invoice.
I am also delighted to give ___________ discount on the total charges provided you make the payment in cash within the next two days.
Look forward to confirmation and details of check-in timing and check-out timing of the guests so that we may make necessary arrangements.
Warm Regards,
___________________.
Sample Letter
From,
Christopher Gibbons,
Manager,
Yorkshire Hotel and Inn.
Yorkshire.
Date: 1st June 2017.
To,
Mr. Anand Rao,
123, Bloomsburg,
London.
Subject: Hotel Reservation Letter
Dear Mr. Rao,
We at Yorkshire Hotel and Inn, acknowledge the receipt of your letter dated 8th June 2017 and confirm that all the booking are made as per your requirement for 4 guests. Two double deluxe AC rooms with sea facing view as requested by you at the time of booking are being booked for you. The tariff charges are XXX per room plus service charges of YY%. The tariff also include a complimentary continental breakfast for each guest in the two rooms booked at our hotel. We are attaching our hotel brochure with photographs and other details for your perusal. We also serve dinner at our Roof Top restaurant which will be on chargeable basis and the menu is attached for your convenience .
I am also delighted to inform you that we can give 10% discount on the total charges provided you make the payment in cash within the next two days.
We look forward to your confirmation and details of check-in and check-out timing of the guests so that we are able to make the required arrangements.
Warm Regards,
Christopher Gibbons.
Yorkshire Hotel and Inn.
Manager.
Email Format
Below is the email sample of hotel reservation letter for your reference.
To: name@email.com
From: name@email.com
Subject: Hotel Reservation Letter.
Dear_______________,
We at _____________ acknowledge the receipt of your letter dated ___________and confirm that all bookings are made as per your requirement for ____________. 2 double rooms with sea facing view as requested by you at the time of booking are being confirmed for you. The tariff charges are____________per room plus service charges of 12%. The tariff also include a complimentary continental breakfast for each guest in the two rooms booked. We are attaching our hotel brochure with photographs and other details for your perusal. We also serve dinner at our Roof Top restaurant which will be on chargeable basis and the menu is attached for your convenience .
I am also delighted to inform you that we can give you a 10% discount on the total charges if you are able to make the payment in cash within the next two days.
We look forward to the confirmation and details of check-in and check-out timing of the guests so that we may be able to make the required arrangements.
Warm Regards,
________________.