Reservation Letter

 

This review list is designed to educate you about and aid you in the production of the document in question. Reservation letters may be quite effective in obtaining improved service and outcomes from the supplier on the other end.

 

Direct bookings with the other party frequently save them money, since they are frequently required to pay an 800 number or a third-party website. This is a subtle yet critical method of financial savings. Many independent hotel operators, for example, are required to pay a higher management charge to an umbrella company, such as Marriott or Holiday Inn, if they accept reservations via their 800 number rather than through direct contact. As a result of this scenario, you may frequently negotiate lower rates directly with specific hotels or, at the very least, receive an improved accommodation to compensate for the cost savings.

 

The more information you have to make a more precise request, the more likely you are to receive it. This covers the room’s size, the number of beds, the view, and any other facilities. Towels, toiletries, and a complimentary breakfast are available upon request. The worst-case scenario is that you will miss it entirely. The best-case scenario is that you receive all or a portion of it.

 

Provide an email or fax address for follow-up correspondence to expedite the process. Faxing is advantageous since original papers are preserved. Generally, though, email is faster.

 

Final Tip: if you anticipate a few “back and forths,” send the conversation through email, since this will be less demanding on them. If you do not yet have their email address, include a request in this initial letter.

Reservation Letter

Date:

Dear Sir or Madam:

Please reserve a ____________________ for me on __________________ (Date).

Please charge my credit card for the initial deposit required:

Credit Card Number:
Exact Name on Card:
Expiration Date:

Please give me any discounts my early reservation permits to be granted. If there are other options that might be of benefit, please let me know them as soon as possible.

Thank you for your prompt assistance and please confirm receipt of this letter and implementation of my request.

Best regards,

________________
Writer
Reservation Letter
Review List

This review list is provided to inform you about this document in question and assist you in its preparation. Reservation letters can be powerful tools to get better service and results from the provider on the other end.

Direct reservations to the other party often saves them fees, as they often must pay to an 800 service or a third party’s website. This is a subtle but important way to save money. Many individual hotel owners, for example, must pay higher management fees to the umbrella organization, such as Marriott or Holiday Inn, if they take a reservation through their 800 service as opposed to direct contact. This circumstance means you can often negotiate better rates on a direct to individual hotel basis or, at a minimum, get an upgraded room for their cost savings.

The more information you have to make a more specific request, the better chance of getting what you want. This includes such things as size of room, number of beds, view, and other amenities. You can request extra services like towels, toilet articles, and a free breakfast. The worst that will happen is you won’t get it. The best is you get all or some of it.

For faster turnaround time, provide an email or fax number for return correspondence. Fax is nice because you have original documents. Email is usually faster, though.

Final tip: If you think the correspondence will have a few “back and forths,” use the email format because this won’t be as burdensome for them. If you don’t have their email address, request it in this first letter to them.

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