| Just follow the steps in this sample hotel reservation | | | | Single, double, suite, ground floor, top floor, overlooking |
| letter structure and you should have no unexpected | | | | the sea, etc. |
| troubles. | | | | 5. Board preferences: (important) |
| Before you begin: | | | | Self catering/bed & breakfast/half board/full |
| Hotel reservation letters can vary in style, But just | | | | board/all-inclusive |
| make sure you give the reservation staff all the | | | | Note: make sure the hotel you are considering has the |
| information they need to make sure there are no | | | | services you desire as not all hotels offer things like |
| misunderstandings or disappointments on arrival. | | | | all-inclusive, and what you get for each type of service |
| Every specific piece of information should be in a | | | | may vary from one hotel or country to another |
| separate paragraph. This makes for easier reading. | | | | depending on their policies (find out before making your |
| Keep it short and sweet (it's not an essay), and don't | | | | reservation to avoid disappointments). |
| forget the following information: | | | | 6. Special needs/desires: (optional) |
| 1. Opening (example): | | | | Some people may have health conditions which may |
| Dear Sir/Madam | | | | require special attention (migraine sufferers would |
| My name is (your name) and I would like to book a | | | | probably want a quiet room far away from any |
| (type of room) in your hotel for (number) nights. | | | | entertainment facilities, for example). Business men |
| 2. Dates and times: (important) | | | | women may need an internet connection in their |
| I/We will be arriving on (date, including the day of the | | | | rooms, while others may just have special preferences |
| week) at approximately (time). Departure will be on | | | | (overlooking the sea, rooms on upper floors, etc). |
| (date, including the day of the week) at (time). | | | | These should be specified in your letter. |
| Notes: -State the date and approximate time of arrival | | | | Note: Obviously the needs of those with medical |
| and departure because it helps the staff know which | | | | conditions will be given more importance than other |
| guests will be arriving first to prepare the way for | | | | preferences if the hotel is fully booked, so don't be |
| them, so waiting time for your room is kept to a | | | | surprised if you cannot get what you wanted unless |
| minimum. | | | | you have the option and have paid for it specifically. |
| -It's always a good idea to also include how many | | | | 7. Facilities: (depending on the hotel) |
| nights you will be staying in brackets. This is a good | | | | If there are special facilities (sauna, jacuzzi, etc.) which |
| way for the reservation staff to double check the | | | | need to be reserved before using them, you may wish |
| length of your stay as hotels count nights and not | | | | to do so in advance to avoid waiting. |
| days when preparing your invoice. | | | | 8. Contact information: (important) |
| -Remember, even if you arrive there at 2 o'clock in the | | | | Especially your phone number, cell phone and/or fax |
| morning, that night counts and you are seldom entitled | | | | number. |
| to remain in your room after 12 o'clock noon on your | | | | *The main thing to remember is to include all the |
| departure date. | | | | important information above and keep the hotel |
| 3. Number of people: (important) | | | | reservation letter short. The hotel staff prefer it that |
| How many adults? How many children? (always | | | | way and it helps to avoid confusion. You can even |
| include children's ages). | | | | use bullet text to display the information. |
| 4. Room type(s) and preferred location(s): | | | | |