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Sample Hotel Reservation Letter

A hotel reservation letter is an important part of responsible travel. You can use a reservation letter for a wide variety of instances. In this article we'll cover when a hotel reservation letter is useful, how it can help avoid issues in the future, and finally we'll provide a sample hotel reservation letter.

Keep it brief. First and foremost, say more by saying less. There is no need to include travel stories and personal reflections on your hotel of choice; keep it brief and informative (much like how I like to update this site).


Here is a short list of when a hotel reservation letter could be used:

  • Confirm travel for a client.
  • Confirm travel with travel agent.
  • Cancel reservations with hotel provider.

In all of these scenarios it is important to include the following details:

  • Dates of travel
  • Departure and arrival cities
  • Confirmation numbers: this includes the airline locator number, hotel, car rental and travel agency reference code.
  • Form of payment

Sample Hotel Letters

Here is a sample hotel reservation letter you may want to send to your clients:

Dear ________,

Please find attached my list of reservation confirmations. The dates and room booked by you are confirmed. I also wanted to let you know that we also have additional rooms available for any other guests in the upcoming weeks. You can always learn more by contacting us directly at ____________. If you or someone in your organization would like to extend your stay, feel free to contact us.

Please make sure that all confirmed dates are what you originally requested; in the unlikely event the dates are off, or you need to make a last minute change, please contact your travel agent at _________.

Thank you for your business.



You can reword this sample hotel reservation letter to fit a variety of situations.


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