Just follow the steps in this sample hotel reservation letter structure and you should have no unexpected troubles.

Before you begin:

Hotel reservation letters can vary in style, But just make sure you give the reservation staff all the information they need to make sure there are no misunderstandings or disappointments on arrival.

Every specific piece of information should be in a separate paragraph. This makes for easier reading.

Keep it short and sweet (it’s not an essay), and don’t forget the following information:

1. Opening (example):

Dear Sir/Madam

My name is (your name) and I would like to book a (type of room) in your hotel for (number) nights.

2. Dates and times: (important)

I/We will be arriving on (date, including the day of the week) at approximately (time). Departure will be on (date, including the day of the week) at (time).

Notes: -State the date and approximate time of arrival and departure because it helps the staff know which guests will be arriving first to prepare the way for them, so waiting time for your room is kept to a minimum.

-It’s always a good idea to also include how many nights you will be staying in brackets. This is a good way for the reservation staff to double check the length of your stay as hotels count nights and not days when preparing your invoice.

-Remember, even if you arrive there at 2 o’clock in the morning, that night counts and you are seldom entitled to remain in your room after 12 o’clock noon on your departure date.

3. Number of people: (important)

How many adults? How many children? (always include children’s ages).

4. Room type(s) and preferred location(s):

Single, double, suite, ground floor, top floor, overlooking the sea, etc.

5. Board preferences: (important)

Self catering/bed & breakfast/half board/full board/all-inclusive

Note: make sure the hotel you are considering has the services you desire as not all hotels offer things like all-inclusive, and what you get for each type of service may vary from one hotel or country to…

Source by Stephen Ichabod