Write a Request Letter for Hotel Reservation

It’s best to prepare a formal letter for a hotel reservation ahead of time to prevent the stress of last-minute hotel bookings. It will save you the stress when going on a work trip, conference, or meeting.

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What Is a Formal Hotel Reservation Letter?

Reservation refers to securing a spot or a place at an event, a conference, an activity, a resort, or a hotel. A formal reservation letter is a request to book a venue that can be fulfilled once confirmation is received.

This is usually done over the phone or by filling out a pre-made form. This eliminates the stress of panicking at the last minute if a location limits the number of people who can enter.

Why Write a Business Letter Requesting a Reservation at a Hotel?

It’s essential to plan ahead of time to make the most of your business trip. Identifying the number of rooms and booking the hotel you want is not an easy task.

You should write a reservation letter to outline the purpose of your trip, the date, and how much time you will be staying there. A request letter is not an informal letter. It must be written professionally and start with a greeting like “Dear.”

A person in a brown sweater is using laptop computer — Photo by Christin Hume on Unsplash

Tips to Write a Hotel Reservation Request Letter

Last-minute hotel booking can be hectic at times. You may need a hotel room in the given city for work or have family visiting and need a place to stay. To make the process easier, below are some tips to help you with a business letter requesting a reservation at a hotel.

You can begin writing the letter or email of reservation with Hello/Dear, followed by the hotel name.
Specify the date, day, room type, and things you would like in advance. Let them know your arrival and leaving time. Include all required details, so the receiver knows how to best accommodate you.
Any further details or special requests should be mentioned.
Include your personal contact information so that the recipient may confirm your reservation and provide additional information. If you want to be contacted by phone, provide them with your phone number.
End the letter by appreciating and thanking the company and request a reply with a confirmation. You can also offer to help with any issues or inquiries about the reservation.

To Wrap Up

A formal letter is a great way to make a reservation request to a hotel. If you know the correct words and phrases to use, you increase your chances of having your reservation accepted. You will also find plenty of reservation sample letter formats online for better understanding.