Green Holidays

There seem to be an awful lot of people out there trying to find a sample of a reservation letter for a hotel or event booking. 

It can be a bit daunting when you need to be formal and precise - but as long as you put in all the important details in full and clear language - then there can be no confusion with dates and costs.  A little bit of effort early on will mean a lot less time wasted and needless worry as the date or trip approaches - and could mean that you don’t end up in a room somewhere completely different or without the amenities that you need.

And if anything does go a little bit wrong - you have written details of your ‘contract’ and proof that you are booked in and everything was supposed to be there.

Before You Reserve Anywhere:
If you are hoping to book a room with certain green credentials, or a hotel with specific ethical stand points, then you need to make this clear before you send your reservation letter. 

You should check up on codes of conduct and community support before you consider a booking at any location.  Make sure the company know that you won’t even consider them as an eco-destination without being allowed access to their official written responsible tourism policy. 

Also try to get your hands on a written information sheet or email, clearly stating their amenties and credentials so you can make an informed choice before handing over any deposits.

The Reservation Letter:
Once you have done your key research and are ready to make a booking, then make sure you write to your home-stay, hostel or hotel detailing everything you have been assured (by them) is in writing for their final confirmation.

Feel free to use the below template of a reservation letter for your accommodation booking - note that I use Hotel here, but any other accommodation form can be inserted as necessary).

Your Street Name
Your Town
Your County
Your Zip Code / Area Code / Post Code
Your Country (if applicable)

Your Best Contact Phone Number
Your Best Personal or Business Contact Email Address

Today’s Date In Full - For Example: September 4th, 2009

To: [ - Name Of The Hotel You Are Reserving - ]

RE: Room Reservation for [ - Your Contact Name - ] - [ - First Night's Date to Last Night's Date - ]

I am writing to confirm the details of a reservation I would like to make at  [ - The Name Of The Hotel You Are Booking With - ] after speaking with / telephoning / emailing [ - The Persons Name - ] on the [ - The Date Of Contact (if applicable) - ].

As a result of that conversation, I / We would like to reserve [ - total number of separate rooms required - ] double / single / family rooms at your hotel, with a sea view / balcony / garden view / cot / disabled access (or whatever was discussed as important to you) for the following dates: 

For Short Stays:
Day: Date of the Month [ - the date of the first night of your stay to the last night - ]

For Example:
Monday: September 23rd
Tuesday: September 24th
Wednesday: September 25th

And Longer Stays:
Date of First Night - Date of Last Night - (total number of nights)

For Example:
September 13th - 25th inclusive (13 nights total)

I would also like to confirm the following amenities are included in the cost of the stay / are available at the Hotel but at an extra cost:

1) Breakfast / Lunch / Evening Meal / All Meals
2) A Safe in the Room / a Safe at Reception
3) (Free) Internet Access / WiFi in room or Reception
4) Transfers to / from the Airport / Train Station / Bus Station
5) Air Conditioning / Bath or Shower / TV / Other

(As discussed previously) I understand that the total cost will be [ - Sum Total for all Nights Plus Extras Selected - ] and is to be paid in advance / on arrival / on departure by credit card / check / cash. (Some Hotels may ask for a small deposit in advance as well).

I / We look forward to arriving at your hotel around [ - The Approximate Time - ] on [ - Your Arrival Day - ] .

Please could you confirm this reservation in writing using the above address, or contact me / us regarding any queries or advice.

Thank you for your time, and look forward to your reply.

Kind regards,

[ - Your Signature - ]

[ - Your Informal Name- ] for smaller, more personal accomodations.
[ - Your Formal name or Company Title - ] for company bookings and larger establishments.

Actual Letter:
Obviously this sample letter shows all the options, so I have put on together without all the added extras to show you what yours would actually look like:

10 Vacation Street
Holiday Town
Destinationsville
Florida 33462
USA

01234 567 899
myvacation@vacation.com

April 4th, 2009

To: Costa Rica Cabinas

RE: Room Reservation for Travel Cat - 09/13/09 to 09/25/09

I am writing to confirm the details of a reservation I would like to make at the Costa Rica Cabinas after speaking with Maria on April 1st last week.

As a result of that conversation, I would like to reserve 2 double rooms at your hotel, with a sea view and a balcony, for the following dates: 

September 13th - 25th inclusive (13 nights total).

I would also like to confirm the following amenities are included in the cost of the stay:

1) Breakfast and Lunch
2) A Safe in the Room
3) Free Internet Access in Reception
4) Air Conditioning & DVD Player

As discussed previously, I understand that the total cost will be $1560 and is to be paid in advance.

We look forward to arriving at your hotel around 16:00 on September 13th.

Please could you confirm this reservation in writing using the above address, or contact me regarding any queries or advice.

Thank you for your time, and look forward to your reply.

Kind regards,

Miss Travel Cat

Your Reservation Letter:
I hope this has been of use to you in your search for a template or sample of a hotel reservation letter, and that you all enjoy your Trip / Tour / Adventure / Vacation / Family Get-Together / Spring Break / Romantic Beach Holiday / Honeymoon / Trip of a Lifetime / Or Whatever - wherever that may be…….

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