A reservation letter is a sort of written request to attend an event or reserve accommodations or services at a specific place, such as a hotel. Include your name and address, as well as the name and contact information for the firm you're writing to about the reservation. Also include the date of your visit/confirmation number for made-up trips.
It's usually sent by mail or online message about two months before your trip to confirm your booking. If you don't hear back from the company that you've booked with, it's safe to assume that you have another appointment or confirmation coming your way in the near future!
You must write a reservation letter even if you already have a ticket or confirmation code. Otherwise, what's to stop you from giving your seat away or losing it forever? Also, be sure to send the letter at least six weeks before your trip, but no more than eight months prior to avoid penalties on interrupted trips.
Some companies require you to send in your reservation letter with payment, while others will accept it along with your credit card information at time of booking. Still others may want you to pay them upfront and then issue a receipt for your records.
If you fail to make a reservation within 24 hours of receiving the confirmation email or phone call, you are considered to have forfeited your spot and another person has been given authority over your room/seat.
The reservation confirmation letter often includes the client's name alongside his personal information, arrival and departure timings, the number of guests, the number and kind of rooms rented, payment information, and check-in and check-out intervals. The letter should also include any special instructions for the manager or host. For example, if there is a specific temperature in the room that must be maintained, this information should be included in the letter.
Confirmation letters are usually sent shortly after making a hotel reservation. They confirm what was agreed upon by phone and provide information about checking in and out. If anything needs to be clarified before the guest arrives, he can call again. Otherwise, he will receive a copy of the letter via email or post.
Hotel managers and owners may have different requirements for writing confirmation letters; however, here is an example you could use as a guide:
Dear Mr. Smith,
Thank you for reserving a room with us today at such and such a price. Here are the details:
Name: Mr. John Smith
Email: [email protected]
Phone Number: (123) 456-7890
Reservation confirmation is an acknowledgement issued by the hotel to the visitor for their room request as well as the personal information provided at the time of booking. The hotel's cancellation and no-show rules may also be included in the confirmation letter. If you have questions about what was included with your confirmation email, call the hotel directly.
The reservation form is used by guests to submit important information regarding their reservation. This may include details such as a credit card number to guarantee a guest's reservation, or whether or not they require a specific room type or view. The hotel staff will review this information upon arrival at the hotel property.
Upon completion of the reservation process, the hotel will send you an email confirmation. This email confirmation includes information on how to check out of the hotel property, as well as any special offers applicable to your stay.
If you need to make changes to your reservation after booking it online, please call 1-877-772-1420. Otherwise, you can access your account via My Account.
Please note that certain properties may charge for additional services such as parking or mini-bars/niches. These charges will be indicated on the confirmation page of your account or when you check out of the property.