Letter from Hotel to Confirm Reservation


Want to write a booking confirmation letter from the hotel? Please find below sample formats of letters to customers, clients, and guests who have booked rooms in your hotel to ask if they still intend to stay in the hotel if they do they need to sign a slip accepting all terms and conditions.

Booking Confirmation Letter to Customers of Hotel

Dear Sir,

Thank you very much for ordering a room reservation at (hotel name). I want to confirm your reservation with the following details:

Room Details: (mention room number, size, and facilities)
Services Included: (mention any services if included)
Time: (mention the time as per customer requirement)
Advance Payment: (mention if the payment is received or need to be paid)

Our staff will receive you very happily on your arrival. You are requested to inform us at least half an hour before you leave for our hotel. I hope you will find us the most desirable hotel and keep using our services in the future too.

Sincerely Yours,

Your Name & Designation

Letter from Hotel to Confirm Reservation

Dear Sir,

Greetings from Pearl Continent Hotel. Yesterday, we received a request from you for the reservation of two rooms in our hotel for the duration of 2 weeks. This letter is to inform you that the rooms have been reserved under the name of Ali Ahmed. The keys to the room will be available at 08:00 in the morning tomorrow so you can pick them from the main reception. In addition to this, I have attached a confirmation slip with this letter which contains all the details so kindly check them, and let me know if any changes are required before the end of the day so they can be corrected.

Feel free to contact me in case of any further queries. Thank you.

Best Regards,


PC Hotel

Letter from hotel to confirm reservation

Dear Sir,

I hope this letter finds you in the best of health. Last week you called us to reserve a room in our hotel. We entered the details in our database and will be waiting for your arrival. We just need you to confirm your reservation so that there is no trouble afterward regarding your room reservation.  Please do confirm your reservation by calling us at the number provided below. We will be awaiting your presence.

Take care, and have a nice day!

Best Regards,

Hotel Manager

Sample Letter of Cancellation of Reservation


Sample letter to cancel the reservation you previously made with hotel for personal, family, company, ceo, business etc.

Cancellation Letter of Reservation in Hotel

Dear royal hotel,

I am writing to you because I have a reservation for five people at your hotel restaurant. I would like to cancel please due to some member of that party not being able to make it last minute. I am sorry for any inconvenience that we may have caused but due to personal reason I cannot explain why we have to cancel our reservation.

I know that you are very busy, and it is very hard to get some space but again really sorry from my all of party. But I still do look forward to coming in the future.

Kind regards,

Miss. Katie Perry

Sample Letter of Cancellation of Reservation

The Manager,
Railway Headquarter, Mumbai.

Dear Sir,

I am herewith enclosing the tickets that were made reserved yesterday for the train Business Express on 20th November, and apply for cancellation of this reservation due to some unavoidable circumstances. As it is the policy of Indian Railways that if the reservation is made cancelled before 48 hours from departure time of the train then 10% amount will be deducted, and the rest shall be paid to the passenger.

Therefore, you are requested to please cancel the above said reservation, and grant me the rest amount after deduction 10% of its total.

I shall be thankful to you for this favor.

Malik Singh.


Sample Letter for Flight Reservation & Ticket Booking


Sample letter for reservation of flight ticket and a seat on a specific date and time, or according to airline schedule. You can buy an airline ticket for yourself, your employees, manager, company executives, CEO, etc.

Requesting an Air Ticket Booking to Company

Dear (Name),

I want to travel to (city name, example is California) for a (purpose of your travel like a business meeting, tour, family function, conference, workshop, etc.) before the (date). Therefore, I request you to please reserve a flight ticket asap.

Sincerely Yours,

(Your Name)

Request letter to Book an Open Air Ticket

To Whom It May Concern

Dear Sir or Madam,
I want to book an open ticket to New York because I am unsure who will be flying, my colleague or myself. But we both have business visas and depend on the discussion in the coming week for this decision.

I request you to please book an open ticket, and after your confirmation, I will send the payment ASAP. We want this early booking for early bird discount offered by your company. Please ask me if I can help you with any other information you may need. 

Thank you.

(your name)

Request Letter to Employee to Provide Flight Booking Details

Dear (Employee Name),
As per discussions, I hope my air ticket is booked as required. Therefore, please share the booking details/ticket asap, so I catch the flight timely.

(Your Name)

Email for Air Ticket Booking to Company

Dear (Name here),

I request you to please book air tickets on Sunday (date) for departure to Singapore(Destination name), and a return ticket for Dubai on (date like Tuesday 22 December).

I have meeting appointments with company clients. I will stay there for four days, so do not forget to book a hotel room for these days accordingly.

I will inform you in case of any change in the schedule as I have three appointments.

Looking for the confirmation email.


(Your Name)

Sample Letter for Urgent Flight Reservation

Name of Airline Service

Respected Booking Staff,

I am (Name), writing for an urgent flight reservation to (destination name: New York) in 24 hours. I need four seats in the business class. The seats should be alongside each other. I will send the payment right after booking confirmation. If there are any availability issues, do inform me asap.

(Your Name)

Email Request for Flight Booking

Dear Sir,

I want to reserve a seat from Delhi to Sydney (date here like; 27th April). Please send me the available flight schedule for 27th so that I can confirm my reservation. I want a seat alongside the window, preferably in business class. Waiting for your reply


(Your name)

Sample Letter for Urgent Flight Reservation as a Student

Dear Sir/Madam,

My name is (Name), and I will be doing under graduating from Canada. As you know that September intake is starting so, I have to be there as soon as possible. As I checked on your website, the earliest flight from (City name Mumbai, or Your Departure Place) to (destination like Toronto) is on (25th September Date). I request you to reserve my seat on this flight on 25th September. I am out of the city, and I cannot wait because by the time I will be back, the seats may all be booked, and I cannot take any chances. I can make the payment online. As proof, I have attached the letter of my university, and passport with a valid visa stamp so you can see them too for confirmation. I would be very grateful to you if you help me through this difficult time.

Best Regards,

(Your Name)

Sample Letter for Booking Confirmation


Sample letter to inform the client that your booking is confirmed in hotel. Letter from hotel management to the client for the confirmation of the booking of hall for he has applied earlier. Sample Letter for Booking Confirmation from Hotel, Restaurant, Casino, Guest House.

Booking Confirmation Letter from Hotel

Dear customer,

This is Manager of Holiday Inn Hotel writing. You applied for the reservation of the large outdoor hall on 18th of June, (Date). It is to inform you that we have accepted your reservation for the large outdoor hall. Please confirm the following details. The hall will be booked under your name from 20th of June to 23rd of June. It has a capacity of 300 persons. Under reservation only dinner will be served. Also the refreshment will be served every four hours. Anytime apart from it ordered will bear extra charges apart from the booking charges. The hall opening time will be 9 am, and the closing time will be 9 pm. It is to inform you that the hotel management reserves the right to cancel this booking anytime required. Any loss that may occur during the event shall not be covered by the hotel management. The client will have to pay 50% of the payment in advance, and 2% of the payment will be submitted as security which will be returned when all the payment is made.

We look forward to welcome you on the upcoming day. We can assure you that the event will be carried out properly without having any issue, and you shall receive no complain from our side. We thank you for giving us such opportunity to serve you on a event.

Yours truly

Booking Manager

Sample Letter for Booking Confirmation

Letter for Booking Confirmation

The manager, Atlantic hotel, US

Respected sir

I am writing this letter to check the confirmation of my reservation for 3 days event taking place in your hotel. We have booked 8 rooms for our guests, and one conference hall for 2 days. As it is a big event so we are expecting perfect arrangements for the event. Please find the customized menu for the conference hi tea, and list of all the guests along with their relevant information. Kindly refrain from any sort of misunderstanding. You can directly contact our coordinator for further queries. Thanks


Team Management, Nestle

Letter From Hotel to Confirm Reservation


Mr. Sam Hood

Dear Mr. Sam, hope you are doing well. We have just confirmed your booking. Kindly reconfirm it to avoid any inconvenience.

1 x Double king size room

Breakfast included

1 x extra mattress

3 days, and 2 nights

We hope that you will have a great time with us.  We are looking forward to your arrival.

Best wishes

Manager, Sun lagoon hotel

Letter from Hotel to Confirm Reservation

To: Chase Irving
Newfoundland, and Labrador, Canada

Dear Mr. Irving,

We wish to inform you that your payment has been received, and your reservation to book a room, and conference hall at Labrador Inn on November 1st, (Date) has been confirmed.

Have a pleasant stay,

Labrador Inn
Newfoundland, and Labrador, Canada