A booking note of confirmation is an integral aspect of any type of hotel or lodging supplier’s booking procedure. It likewise validates the booking data, yet it also makes an excellent first impression plus fosters a connection with the visitors. 🏖️
The following piece will teach you how to create a booking letter of authorization that is straightforward, respectful, and tailored to the demands and tastes of your visitors. 🪩
What to Write in a Booking Confirmation Letter
Your clients like reservation confirmation messages for a variety of purposes. For one thing, it confirms that the rooms are legitimately booked. Second, by sending an acknowledgment correspondence, you relieve stress.
It emphasizes the things they’ve spent money on to avoid misunderstanding and enables simple change/cancellation if they happen to make a mistake throughout the reservation procedure.
Here are some of the things that you should write in your booking confirmation letter 🥂
- Address the client with his/her first name. This makes the salutation sound a bit personal, which is very important in the hospitality industry. 😄
- If the confirmation was done through a third-party website or app, then do mention the time and date of the reservation in the letter. 🏨
- Highlight the booking details and contact details in the letter. 🪪
- Mention the reporting time, if there is any. ⏳
- Give proper details regarding the cancellation. ❌
How to Write a Booking Confirmation Letter (Tips)
By following these steps, you will be able to draft the perfect booking confirmation letter. 👇
Choosing the correct format
The initial step in drafting a booking note of confirmation is to select an elegant layout that is appropriate for your company’s image and manner of expression. 🔡
Incorporate the major components
Use an established design or develop your own, but ensure that it has the essential components: your trademark, contact data, date, greeting, identification number, booking particulars, refund strategy, forms of payment, and final remarks. Employ a legible font, prevent misspelling and grammatical mistakes, and shift the written content towards the left. 📝
Acknowledge the booking details
The booking verification letter’s primary focus is to validate what was booked and guarantee there currently are no ambiguities or inaccuracies. The data that follows should be included: the client’s name, their expected arrival and departure time frames, lodging category and the number, tariff, and revenue taxes total sum, and any additional demands or privileges.
You should additionally express your gratitude to the visitor for picking your hotel and your eagerness to receive them. 🤙
Let them know your value proposition
Another purpose of the booking confirmation statement is to showcase your excellent offer and urge your client to stay with you. You may do that by discussing several of your the property’s perks and qualities, such as accessibility, amenities, offerings, accolades, or ratings.
You may also recommend events or destinations that the visitor might like throughout their visit, as well as provide savings or bonuses to make extra reservations. 😃
Maintain a personal touch
Personalizing your pitch and demonstrating that you understand your visitors’ requirements and tastes constitutes one of the most successful ways to develop a connection with them. Use their first name, greet them nicely and courteously, and use an approachable and casual voice to do this.
You may even include an autographed note, a free upgrade, an acknowledgment present, or a celebratory greeting. 🏔️
Give useful pieces of information
The last component in composing a booking letter of approval is to include helpful details that will assist the visitor in preparing for the duration of their stay, along with improving their overall experience.
You may add your registration and departure hours, automobile parking and transit alternatives, wifi and telephone availability, sanitation and security standards, and connections to your loyalty scheme or online profiles. 🤳
Letter Template: 1
Hotel Booking Confirmation Letter
[Mention the name of the Sender]
[Mention designation of the sender]
[Address of the sender]
To,
[Mention recipient name]
[Address of recipient]
Subject- Confirmation Letter for Hotel Booking at [mention the Hotel Name]
Dear Sir/Madam,
This is to confirm your booking request for [mention number of rooms] in our hotel. We are ready to serve you with all our efficiency. The hygiene standards you asked for are what we assure and confirm to provide you with a perfectly sanitized environment.
We are glad to let you know that the [number of rooms] you asked for and the exact rooms [mention floor and other specifications] have been taken care of, and we are allotting [mention room numbers] for you.
We also need to mention here that the advance amount [mention amount] you have paid will be deducted from the final bill during check-out. Please consider this confirmation letter the final booking document and produce it at reception while checking in.
We assure you of every comfort you need during your stay here.
Best Regards,
[Name of Manager of the hotel]
[Hotel name]
Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)
Letter Template: 2
Reservation Confirmation Letter
From,
[Mention the name of the sender]
[Mention the designation of the sender]
[Mention the full name of the entity/ hotel]
[Mention the date]
To,
[Mention the full name of the recipient]
[Mention the job title of the recipient]
[Mention the name of the department of the recipient, if any]
[Mention the full name of the entity/organization, if any]
Subject: Letter of Confirmation for Hotel Booking.
Dear [Mention the full name of the recipient],
This letter is regarding the hotel booking you have made for the following date/dates [mention the full date] at our [mention the full name of the entity/ hotel] in [mention the place and location].
We like to inform you that the bookings you made are confirmed for your company/organizations, [mention the purpose] meeting/conference. We will make full arrangements for all your staff members and visitors.
The [mention the name of the banquet hall] banquet hall that we have booked for your purpose is on the [mention floor number] floor. The banquet has a space to accommodate [mention the number].
We have chosen [mention the name of the banquet hall] banquet hall, keeping into account the pandemic situation. And also, the rooms you wanted for your guests are confirmed, and it is on the same floor.
We also have services to arrange the dining area on the same floor, and we can put it as per your need. We have received a payment of [mention the amount] from your end and took it as an advance for your booking.
We request you send us a document proof before the booking dates so that all other necessary work is completed on time. Please provide us with anyone valid identity proof at the earliest.
We will make all necessary arrangements, considering each guest’s hygiene, safety, and security.
If there is anything else you want to add to the list, please let us know so that we can make the arrangement.
This letter is your booking confirmation, so please submit this letter along with your identity proof.
Regards,
[Mention name of the sender]
[Mention the mail ID or the contact number of the sender]
[Mention the name of the hotel and branch location]
Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)
Letter Template: 3
Hotel Booking Confirmation Letter
From,
[Mention the name of the sender]
[Mention the designation of the sender]
[Mention the full name of the entity/ hotel]
[Mention the date]
To,
[Mention the full name of the recipient]
[Mention the job title of the recipient]
[Mention the name of the department of the recipient, if any]
[Mention the full name of the entity/organization, if any]
Subject: Letter of Confirmation for Hotel Booking.
Dear [Mention the full name of the recipient],
I [mention your name] am writing this letter for our hotel [say the hotel’s name]. This letter stands to be the confirmation of your hotel booking from [mention the start date] to [mention the end date for your family/friend visit at [mention the name of the hotel and branch location].
We have made the booking considering what you specified as per your requirement. All our rooms and washrooms are cleaned and sanitized from time to time. So you can be assured that proper hygiene is maintained at the hotel.
There are other recreational centers within the hotel that you can use during your stay. The hotel has a library, a shopping plaza, and a restaurant. We also have facilities for indoor sports for adults and children too. There is badminton and a tennis court for our guests. You can use all of the amenities during your stay.
We request you to bring identity proof when you check in. We hope you have a satisfying stay at our hotel. Please let us know any other things you want us to arrange for you during your stay so we can make the arrangements.
However, you also make special requests during your stay. For further queries, please get in touch with our reception desk or mail us at [mention the hotel’s official mail id].
Sincerely,
Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)
Letter Template: 4
Hotel Booking Confirmation Letter
[Mention name of the sender]
[Mention the mail ID or the contact number of the sender]
[Mention the name of the hotel and branch location].
[Mention the name of the Sender]
[Mention designation of the sender]
[Address of the sender]
To,
[Mention recipient name]
[Address of recipient]
Subject- Confirmation Letter for Hotel Booking at [mention the Hotel Name]
Dear Sir/Madam,
This is to confirm your booking request for [mention number of rooms] in our hotel. We are ready to serve you with all our efficiency. The hygiene standards you asked for are what we assure and confirm to provide you with a perfectly sanitized environment.
We are glad to let you know that the [number of rooms] you asked for and the exact rooms [mention floor and other specifications] have been taken care of, and we are allotting [mention room numbers] for you.
We also need to mention that the advance amount [mention amount] you have paid will be deducted from the final bill during check-out. Please consider this confirmation letter the final booking document and produce it at reception while checking in.
We assure you of every comfort you need during your stay here.
Best Regards,
[Name of Manager of the hotel]
[Hotel name]
Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)
Letter Template: 5
Hotel Booking Confirmation Letter
From,
[Mention the name of the sender]
[Mention the designation of the sender]
[Mention the full name of the entity/ hotel]
[Mention the date]
To,
[Mention the full name of the recipient]
[Mention the job title of the recipient]
[Mention the name of the department of the recipient, if any]
[Mention the full name of the entity/organization, if any]
Subject: Letter of Confirmation for Hotel Booking.
Dear [Mention the full name of the recipient],
This letter is regarding the hotel booking you have made for the following date/dates [mention the full date] at our [mention the full name of the entity/ hotel] in [mention the place and location].
We like to inform you that the bookings you made are confirmed for your company/organizations, [mention the purpose] meeting/conference. We will make full arrangements for all your staff members and visitors.
The [mention the name of the banquet hall] banquet hall that we have booked for your purpose is on the [mention floor number] floor. The banquet has a space to accommodate [mention the number].
We have chosen [mention the name of the banquet hall] banquet hall, keeping into account the pandemic situation. And also, the rooms you wanted for your guests are confirmed, and it is on the same floor.
We also have services to arrange the dining area on the same floor, and we can put it as per your need. We have received a payment of [mention the amount] from your end and took it as an advance for your booking.
We request you send us a document proof before the booking dates so that all other necessary work is completed on time. Please provide us with anyone valid identity proof at the earliest.
We will make all necessary arrangements, considering each guest’s hygiene, safety, and security.
If there is anything else you want to add to the list, please let us know so that we can make the arrangement.
This letter is your booking confirmation, so please submit this letter along with your identity proof.
Regards,
[Mention name of the sender]
[Mention the mail ID or the contact number of the sender]
[Mention the name of the hotel and branch location]
Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)
Letter Template: 6
Hotel Booking Confirmation Letter
From,
[Mention the name of the sender]
[Mention the designation of the sender]
[Mention the full name of the entity/ hotel]
[Mention the date]
To,
[Mention the full name of the recipient]
[Mention the job title of the recipient]
[Mention the name of the department of the recipient, if any]
[Mention the full name of the entity/organization, if any]
Subject: Letter of Confirmation for Hotel Booking.
Dear [Mention the full name of the recipient],
I [mention your name] am writing this letter for our hotel [say the hotel’s name]. This letter stands to be the confirmation of your hotel booking from [mention the start date] to [mention the end date for your family/friend visit at [mention the name of the hotel and branch location].
We have made the booking considering what you specified as per your requirement. All our rooms and washrooms are cleaned and sanitized from time to time. So you can be assured that proper hygiene is maintained at the hotel.
There are other recreational centers within the hotel that you can use during your stay. The hotel has a library, a shopping plaza, and a restaurant. We also have facilities for indoor sports for adults and children too. There is badminton and a tennis court for our guests. You can use all of the amenities during your stay.
We request you to bring identity proof when you check in. We hope you have a satisfying stay at our hotel. Please let us know any other things you want us to arrange for you during your stay so we can make the arrangements.
However, you also make special requests during your stay. For any further queries, please get in touch with our reception desk or mail us at [mention the hotel’s official mail id].
Sincerely,
[Mention name of the sender]
[Mention the mail ID or the contact number of the sender]
[Mention the name of the hotel and branch location].
Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)
Letter Template: 7
Booking Confirmation Acknowledgment Letter
To
[Mention name],
[Date]
Dear [name],
I am writing to confirm your reservation for the coming week at our establishment on behalf of the management at [mention hotel name].
We have received the payment you made for the reservations for your stay at our hotel next week. Please review the particulars of the reservation and transaction noted below:
Name of Guest: [mention name]
Number of Guests: [1/2/..]
Hotel Room Number: [123]
Reservation Number: [123.. ]
Type of Accommodation: [Economy/Luxury suite]
Amount Paid: [$]
Total Cost per Night: [$]
Check-In Time and Date: [mention exact date and time]
Check-Out Time and Date: [mention exact date and time]
Duration of the Stay: [mention date from [dd-mm-yyyy] to[dd-mm-yyyy] ]
We acknowledge the payment receipt and certify that the luxury suite is reserved for you and your partner. If you have any questions regarding reservations, please get in touch with the help desk at [mention contact number and contact person name].
We assigned you a private butler [mention name] during your stay. Please let us know if you need alterations during your schedule or check-in. We want to serve you with our heartiest dedication.
Yours Sincerely,
[Sender Name]
Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)
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