Hotel Inquiry Letter: 4 Free Templates

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It’s always better to check ✅ out all the details before making a reservation in a hotel. 

Once you book the hotel 🏨 rooms, you are stuck with them for the rest of your trip. An exciting vacation can be spoiled due to the low quality of hotel rooms. 

So make sure to inquire all your queries regarding the hotel rooms through hotel inquiry letters.

All the guidelines for the letter are given below 👇

What to Write in a Hotel Inquiry Letter 

How to compose a good hotel inquiry ✉️ letter? It’s very easy and simple, especially with these pointers. So, do not hesitate to draft this inquiry letter and safeguard your trip with the best hotels in your 💲 budget. 

  • Give a brief introduction to yourself. If you do not wish to share your details, you can simply start writing ✒️ about the hotel. 
  • To dive into the inquiry section, create a smooth passage. 
  • You can mention the source from where you derived the details about the hotel 🏨 or how you came across to know about it. 
  • Hint on all the details that you are already aware of regarding the rooms in the hotel. 
  • Show your interest 😁 in acquiring more information as you wish to stay in or around that area. 
  • Notify the reader regarding your intention to inquire and get more information on concerned matters. 
  • After you have set the stage, start asking questions ⁉️ one by one. 
  • You can ask about the vacancy of the rooms during the date and time you wish to visit. 
  • Make sure to ask about the size of the room 🛏️ and the availability of all the appliances that will be provided with the room. 
  • You can also inquire about the other facilities that will be provided in the hotel.
  • Do not forget to ask about the price 💲range. 
  • After you make all the inquiries, thank the addressed person. 
  • Show your expectations in receiving all the asked details as soon 🔜 as possible and close the letter. 

How to Write a Hotel Inquiry Letter (Tips)

While writing a letter, certain format details need to be taken care of. Swiftly read 📖 through the tips given below and add that extra professional charisma to your letter. 

Inquire in depth

The sole purpose of your letter is to inquire about the hotel. So, do not hesitate 🥺 to inquire in depth. Ask all your questions so that you can derive all the answers to your doubts through this letter format. 

Straightforward questions

Construct all your inquiry questions ⏭️ straightforwardly. There’s no need to filter your questions with extra manners as the letter clearly states its purpose – “inquiry.” 

One question at once

Do not mix up all the questions in one question. Segregate the questions ⁉️ and ask your questions one at a time. Bundling all the questions in one sentence can confuse the leader, and you may fail to acquire clear information on the asked subject. 

Basic decorum should be maintained

While you are inquiring, pay heed to your tone. Piled-up questions can create an arrogant impression. It’s better to add a few positive ☀️ remarks in the beginning and at the end to maintain basic decorum throughout the letter.

Letter Template: 1

Hotel Inquiry Letter

Your Name

Your Address

Street, City, State

Zip-Code

Date

To,

[Mention the name]

[Mention the address]

City, State, Zip-code

Subject- Letter of Inquiry for Hotel

Dear Sir/ Madam,

I am [mention the name] and I am writing this letter to inquire about the available rooms in your hotel. I am visiting the town of [mention the name] for the weekend, from the date of [mention the date] to [mention the date]. I can trace your hotel closest to my place of work; therefore, I am contacting you for a room.

I want the room for two nights and a day. A room for a single individual shall suffice my need.

I would prefer a sea-facing room with a proper veranda. Please let me know if such a room is available. For other rooms please state the details and the expenses for the rooms. It will be a great help if you mention the timings of your restaurant.

Please reply to me as soon as possible as my business tour is already scheduled for the particular dates. I will be obliged if you take care of my preference and needs. Thanking you in anticipation.

Yours Sincerely,

[name of the sender]

hotel inquiry letter

Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)

Letter Template: 2

Hotel Inquiry Letter

[Your Name]
[Your Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
[Date]

[Hotel Name]
[Hotel Address]
[City, State, ZIP Code]

Dear Sir/Madam,

I hope this letter finds you well. I am writing to inquire about the availability and pricing for accommodations at your esteemed hotel.

I will be visiting [City/Region] from [Arrival Date] to [Departure Date] and require [Number of Rooms] rooms for [Number of Guests]. Could you kindly provide information regarding the types of rooms available, along with their respective rates? I would also appreciate any details about amenities, such as Wi-Fi, parking, and breakfast options.

Furthermore, please let me know if there are any special packages or discounts available during the mentioned dates. Additionally, if you have any recommendations for nearby attractions or places of interest, I would be grateful to receive that information as well.

I kindly request that you provide me with the necessary details, including the total cost and any booking requirements, so that I may finalize my travel plans accordingly. If possible, I would also appreciate some images or a brochure of your hotel for reference.

Thank you for your attention to this inquiry. I look forward to your prompt response. Should you have any questions or require further information, please do not hesitate to contact me at [Your Phone Number] or [Your Email Address].

Yours sincerely,

[Your Name]

Letter Template: 3

Hotel Inquiry Letter

[Your Name]
[Your Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
[Date]

[Hotel Name]
[Hotel Address]
[City, State, ZIP Code]

Dear [Hotel Name] Team,

I hope this letter finds you in good health and high spirits. I am writing to inquire about the availability of accommodations at your renowned hotel for an upcoming trip I am planning.

I will be visiting [City/Region] from [Arrival Date] to [Departure Date] and require [Number of Rooms] rooms to accommodate [Number of Guests]. I have heard exceptional reviews about your hotel’s hospitality and services, and I am keen to experience it firsthand.

Could you please provide me with information on the room options available during the mentioned dates? Additionally, I would appreciate details on the rates, inclusive amenities, and any special packages or discounts you may offer for guests.

As a frequent traveler, I value certain amenities, such as complimentary Wi-Fi, a fitness center, and a breakfast buffet. If these amenities are available, kindly provide details regarding their availability and any associated charges.

Moreover, I would be grateful for your recommendations on local attractions, restaurants, or cultural experiences that would enrich my stay in [City/Region]. Any additional information or insights you can provide would be highly appreciated.

Please share the necessary details, including the total cost for the duration of my stay and any booking requirements. If possible, kindly include some images or a virtual tour of your hotel to help me make an informed decision.

Thank you for your attention to this inquiry. I eagerly await your response and hope to have the opportunity to stay at your esteemed hotel. Should you have any further queries or require additional information, please feel free to contact me at [Your Phone Number] or [Your Email Address].

Warm regards,

[Your Name]

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