3. Common Layout
Three-part plan
•
Head
Who(m), What, When
•
Body
previous contact/ introduction/
background
purpose
Core
wh-questions
Conclusion
•
Introduction
expected action/response
End
Complimentary closing
Signature block
4. Making a booking
Ref/Rea
Book a hotel room
Core
No. of guests
Type of rooms
Check-in/check-out time
Special needs (view, amenities, etc.)
Res
Confirm
Deadline for reply
5. Examples:
Dear Sir / Madam
I would like to make a reservation of a double bed deluxe room in your
hotel, Grand Prince, for the dates November 28-30, 20--.
This reservation is to be under my name. I shall be arriving with my family,
comprising my husband, Mr. James Massey and my child below 10 years
old. I would also like to reserve an extra bed for my child. We shall be
arriving on November 28 at 2pm. We hope that the room will be available
for us then.
Settlement of payment shall be made in full upon our arrival.
Please respond with a confirmation on my reservation. Please feel free to
contact me soonest possible for any clarifications.
Thank you.
Yours faithfully
Amanda Jacobs
6. Examples:
Dear Sir/Madam
I am writing to make arrangements for the stay during the weekend at your hotel
and to get more information on the places of interest and different activities
nearby.
I will be arriving with my parents and wife to celebrate my parents’ wedding
anniversary on July 4th which will be on Saturday morning, and leaving on July
7th afternoon. I am looking to book double-rooms with the attached bathroom for
more privacy and convenience. I would love to have at least one bedroom with
a balcony or seaside view for my parents.
I would also appreciate if you could provide me with the list of activities that we
can take part in during our stay for more fun and adventure. I prefer the
locations to be nearby the hotel as we are not familiar with the place.
Furthermore, I would also like to know if there are any historical sites or markets
nearby where we can explore more about the history of the place and local
culture.
Could you send me the detailed information through email or fax no later than
July 4th with the total cost of stay during the weekend.
I look forward to hearing from you.
Yours faithfully
7. Examples:
Dear Sir/Madam
I am writing to confirm the details of a reservation I would like to make at the
Costa Rica Cabinas after speaking with Maria on April 1st last week.
As a result of that conversation, I would like to reserve 2 double rooms at your
hotel, with a sea view and a balcony, for the following dates:
September 13th – 25th inclusive (13 nights total).
I would also like to confirm the following amenities are included in the cost of
the stay:
1 Breakfast and Lunch
2 A Safe in the Room
3 Free Internet Access in Reception
4 Air Conditioning & DVD Player
As discussed previously, I understand that the total cost will be $1,560 and is
to be paid in advance.
We look forward to arriving at your hotel around 16:00 on September 13th.
Please could you confirm this reservation in writing using the above address,
or contact me regarding any queries or advice.
Looking forward to your reply.
Yours faithfully
8. Reply to a Hotel booking
Ref/Rea
Thank for the booking
Core
•
Res
Ask to contact for any cancellation.
Confirm the booking (room type, no. of
guest, CI/CO time, etc.)
9. Examples:
Dear Mr. Smith,
Thank you for choosing to stay with us at the Sample Hotel. We are pleased to confirm
your reservation as follows:
Confirmation Number: 123456
Guest Name: Mr. Ned Smith
Arrival Date: 10/15/04
Departure Date: 10/18/04
Number of Guests: 2
Accommodations: Deluxe King Suite
Rate per Night: $575.00
Check-in Time: 4:00pm
Check-out Time: 11:00am
Should you require an early check-in, please make your request as soon as possible.
Rates are quoted in U.S. funds and subject to applicable state and local taxes. If you find it
necessary to cancel this reservation, the Sample Hotel requires notification by 4:00 P.M.
the day before your arrival to avoid a charge for one night's room rate.
Whatever we can do to make your visit extra special, call us at 800.888.8888. Or by
clicking Contact Concierge here, you will be taken to our pre-arrival checklist form where
we'll assist you with advance reservations for airport transfers, dining, golf tee-times and
spa treatments.
We look forward to the pleasure of having you as our guest at the Sample Hotel.
Sincerely,
John Moore
Reservations Department
10. Examples:
Dear Mr. and Mrs. Smith,
We are pleased to confirm your lodging reservation and look forward to your visit.
Please review the information carefully and contact our reservation department
immediately of any changes toll free (800) 888-8888:
Confirmation Number:
Guest Name:
Arrival Date:
Departure Date:
Room Type:
Nightly Room Rate:
No. of Guests:
Deposit Received:
Credit Card:
Cancel By:
SPL12345
Jason Smith
March 20, 20-March 24, 20-Deluxe King Suite
$625.00
2
S625.00
Visa
March 6, 20--
Please look for another email from our concierge staff seven (7) days prior to your
arrival. This email will enable you to make arrangements for airport transfers or car
rental, dining, spa treatments, golf times, area activities, etc. prior to your arrival.
We look forward to welcoming you to Sample Resort and Spa!
Warmest Regards,
11. Examples:
Dear Mr. and Mrs. Smith,
Thank you for your reservation request at The Sample Resort. We are pleased to
confirm that we are holding the following accommodations for you. Please review this
information to insure your understanding is the same as ours:
RESERVATION INFORMATION
…
We are eagerly anticipating your arrival and would like to advise you of the following
in order to help you with your trip planning:
HOTEL POLICIES
Check-in time:
Check-out time:
Deposit:
Cancellation:
…
…
…
…
The Sample Resort looks forward to welcoming you. If you have any questions,
please call us toll-free at 1-888-706-6565.
Cordially,
Jane Doe
Reservations Manager
