sample hotel reservation letter

A hotel reservation letter helps to avoid any confusion and eliminates any misunderstandings or disappointments with your accommodation upon your arrival.  This will also help hotel staff know when you will be arriving, so waiting time for your room is kept to a minimum. 

Make sure the hotel you are considering has the services you are looking for, as not all hotels offer for example, all-inclusive.  What you get for each type of service may vary from one hotel or country to another depending on their policies.

Letter Tips: Keep it in point form, dealing with each point specifically and keep each point brief and to the point.  You can copy/paste the letter below and update the brackets ( ) with your details. 

———-start of sample hotel reservation letter ——-


Dear Hotel Manager,

I would like to reserve accommodation for (room type) in your hotel for (number) nights for (number) guests.

Arrival date will be on  (date, including the day of the week) at approximately (time).
Departure date will be on (date, including the day of the week) at (time).

Number of adults? Number of children (ages)? 

Room type:  (i.e.: Single, double, suite, ground floor, top floor, waterfront, Self catering/bed & breakfast/half board/full board/all-inclusive)

List any special requirements or needs.  (i.e. – any medical conditions, wheelchair access, quiet room far away from any entertainment facilities, internet connection in their rooms),

Booking of special facilities (i.e. sauna, Jacuzzi, etc.) which need to be reserved before using them, you may wish to book this in advance to avoid waiting.

Thank you for your prompt attention to the above, I look forward to receiveing a letter confirming my reservation.  

Kind Regards,

Your Name  
Your Contact  Phone / Email / Address

———–end of sample hotel reservation letter ————-

TIP:  You can save time by booking hotel online and get your room reservation instantly confirmed, so there is no guess work or waiting.  It is secure and safe and you have choice to compare rates from all available hotel accommodation at your holiday destination.  You can check best deals and compare rates at this link:

Hope you enjoy your stay and feel free to share this sample hotel reservation letter with your friends.

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