How to Make an Overseas Hotel Reservation by Fax

Even in this modern age of e-mail and online reservation systems, many hotels, pensions and bed & breakfasts overseas still use fax machines to correspond with far-reaching potential guests. Here's how to fax your reservation request over in a way that communicates clearly and protects your credit card information.

Instructions

Difficulty: Moderately Easy

Things You’ll Need:

• Computer
• Word processing program
• Printer
• Fax machine
• Hotel's fax number
• Credit card

1. Open a word processing program on your computer such as Microsoft Word or notepad.
2. Type up the following information: your name, fax number, the number of people in your party, date and expected time of arrival, number of nights you wish to stay, type of room requested and any specific facilities you require (such as a private bathroom, or room with a balcony).
3. Include a line at the bottom of the page that requests the hotel to respond indicating whether or not they have a room available.
4. Use clear, concise words to communicate your request. Simple, basic English is understood in most countries and can be easily translated.
5. Print and fax in your request.
6. Accept the reservation if the hotel responds offering a room by faxing in another sheet with your name, credit card number and a request for a confirmation with the price quoted. Send this fax during the hotel's business hours to ensure that it gets picked up quickly.
7. Bring a copy of the faxed confirmation with you when you arrive at the hotel to ensure that you get the price quoted.

Tips & Warnings

• If you don't have a computer and printer available, you can hand-print, as clearly as possible, using black ink in all capital letters on white paper.
• Faxes are a secure way to transmit credit card information, but if you'd like to be extra safe, you can split your credit card number up between two faxes.
• Most hotels will simply hold your credit card number without charging it, and you can pay with any method you wish once you arrive.