How to Write a Reservation Letter

Write a clear reservation letter to ensure your reservations are correct.
Write a clear reservation letter to ensure your reservations are correct. (Image: Jupiterimages/ Images)

Knowing how to write a clear and professional reservation letter is a useful skill. Most reservation letters are written to book a hotel room or to attend a conference, but no matter what the purpose of the letter, here's how to make sure that you include all the necessary information.

Include all relevant details in your letter, including your complete contact information, date and time of arrival and departure, number of days of your stay, type of room and any special needs or requests such as a smoking or nonsmoking room.

Use a professional tone when writing your letter. Your salutation should be, "To Whom It May Concern" or "Dear Sir or Madam." Also include today's date at the top of the letter. The body of the letter should be to the point. It should specifically state what you need and how you will pay.

Writing a letter can look like this:


To Whom It May Concern, Please reserve a nonsmoking king sized bedroom for me and my partner for the following dates_____.
Please charge my credit card for the initial deposit required. Include any discounts that my early registration permits. Credit card number: Exact name on the card: Expiration date:

Thank you for your prompt attention to and I look forward to receiving a letter confirming my reservation.

Thank you,

Your name, address, email, phone, fax

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