Hotel Confirmation Letter: It’s an Advertising Tool.

Turning a ‘hotel confirmation letter’ for the benefit of guests & the hotels.

When you book a hotel room, you enter into a contract with the hotel, whether the booking is guaranteed or not. The hotel sends this contract as a hotel confirmation letter to your email.

If you book through different channels than directly at the hotel, the booking site or other online travel agents send a confirmation email from their system. 

Is my booking number my confirmation number?

Yes, a reservation confirmation number or booking number is a unique identifier for your stay record in the hotel’s PMS (Property Management System) software if you make a direct booking with the hotel. 

If you make the booking through a CRS, OTA, or website, you get a booking number from these systems.

A confirmation number outside of the PMS is referred to as an external reference. Whether the booking is made at the hotel or via third-party sources, the hotel’s PMS maintains a confirmation number for every reservation.

Hotels can locate your reservation in their PMS using this external reference from your booking source.

See how Opera PMS generates confirmation letters

Crucial information on a hotel confirmation letter

The confirmation letter details the agreement between you and the hotel such as booking number, guarantee type, rate, number of people, room type, dates, loyalty member number, additional packages, check-in/checkout times, amenities, and expected charges & payment, and any billing terms guests should know before they arrive.

And, other crucial information includes the details of the hotel’s deposit and cancellation policy.

It applies to bookings made through third-party websites and OTAs.

A confirmed hotel reservation sample

Below is a sample hotel booking confirmation letter that provides a basic idea of what important info it should contain.

(And, if you book through a website or mobile app, you use the platform’s sophistication to choose your requirements and needs. Finally, the site/app sends you a confirmation email to your email.)

Other important hotel policy statements in the hotel confirmation letter

• Even though the above sample confirmation letter doesn’t mention hotel check-in/checkout time, it is also vital information that will be helpful to avoid confusion. 

Why is it important to send a confirmation letter for a hotel reservation?

Practically, it benefits both you and the hotel:

How useful are hotel confirmation letters/emails to travelers?

• It is evidence of a binding contract on mutual promises between you and the hotel — either you pay or promise to pay for a room at the hotel that agrees to hold a room for your stay.
• And, it is a confirmation that your booking request has been accepted and processed.
• You get your booking reference/confirmation number/external reference discussed above is the utmost important information in your confirmation letter. And, this number will be used by the systems and the hotel staff throughout your stay at the hotel for guest lookups and verifications.
• As a traveler, it allows you to verify that your booking needs are covered as promised while making the booking. For example, you don’t want to end up getting a double bed when you have requested a twin.
• It serves as proof of accommodation for visa applications for some countries, where a hotel reservation with hotel details is mandatory.
• In case, you need to cancel your booking for whatever reason, you know the procedure and if the hotel will charge a penalty for it. See, cancellation policies that should appear in the confirmation.

How does a hotel confirmation letter benefit a hotel and have the potential to go beyond?

• As a contract, it is beneficial for both parties, you and the hotel.
• At the time of check-in, it helps the hotel verify guests’ identity and helps make sure they are checked into the correct rooms.
• Hotel confirmation letter is a binding contract that includes mutual promises between a guest and the hotel. Can the hotel still change the rate later for a guest who booked a few months before? Yes, but with a statement in the confirmation letter. For example, “Rate is subject to change unless paid in full”, etc. So, the hotels have the option here to cover legal points with policy statements in it.
• As a first-ever touchpoint with customers, hotels can use confirmation letters as one of their marketing materials. Hotels can advertise products and services, and use CTAs to land the guests on a specific landing page to target additional/external conversion. 
• Drive traffic to the hotel’s mobile app or increase app downloads. Guests will be more than happy to use your mobile app if it can help simplify their stay. For instance, checking in without waiting in the queue or exploring the hotel’s restaurants and ordering food with guests’ smartphones.
• Some hotels already provide directions to the hotel that can help reach your destination faster.

Some Hotel Confirmation letter templates

Check out this URL for some free templates.

Other guest stationeries:

• Company Confirmation Letter
• Cancelation Confirmation Letter
• Guest folio – What guests will see on their hotel folio at checkout