{"id":484,"date":"2023-10-30T00:46:41","date_gmt":"2023-10-30T00:46:41","guid":{"rendered":"https:\/\/e360hospitality.com\/?p=484"},"modified":"2024-04-25T05:51:34","modified_gmt":"2024-04-25T05:51:34","slug":"hotel-confirmation-letter","status":"publish","type":"post","link":"https:\/\/e360hospitality.com\/hotel-glossary\/hotel-confirmation-letter\/","title":{"rendered":"Hotel Confirmation Letter: It&#8217;s an Advertising Tool."},"content":{"rendered":"\n<h4 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"Turning_a_%E2%80%98hotel_confirmation_letter_for_the_benefit_of_guests_the_hotels\"><\/span>Turning a \u2018hotel confirmation letter\u2019 for the benefit of guests &amp; the hotels.<span class=\"ez-toc-section-end\"><\/span><\/h4>\n\n\n\n<p class=\"\">When you book a hotel room, you enter into a contract with the hotel, whether the booking is guaranteed or not.\u00a0The hotel sends this contract as a hotel confirmation letter to your email.<\/p>\n\n\n\n<p class=\"\">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.&nbsp;<\/p>\n\n\n\n<div style=\"height:20px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<div class=\"wp-block-columns has-white-color has-vivid-cyan-blue-background-color has-text-color has-background is-layout-flex wp-container-core-columns-is-layout-1 wp-block-columns-is-layout-flex\">\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\" style=\"flex-basis:2%\"><\/div>\n\n\n\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\" style=\"flex-basis:96%\">\n<div style=\"height:20px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<p class=\"\">Some OTAs resend this email as a reminder as your arrival date approaches or you can log into your account on those sites to access your confirmation email.<\/p>\n\n\n\n<div style=\"height:10px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n<\/div>\n\n\n\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\" style=\"flex-basis:2%\"><\/div>\n<\/div>\n\n\n\n<div style=\"height:20px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h2 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"Is_my_booking_number_my_confirmation_number\"><\/span>Is my booking number my confirmation number?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p class=\"\">Yes, a reservation confirmation number or booking number is a unique identifier for your stay record in the hotel\u2019s PMS (Property Management System) software if you make a direct booking with the hotel.&nbsp;<\/p>\n\n\n\n<p class=\"\">If you make the booking through a CRS, OTA, or website, you get a booking number from these systems.<\/p>\n\n\n\n<p class=\"\">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\u2019s PMS maintains a confirmation number for every reservation.<\/p>\n\n\n\n<p class=\"\">Hotels can locate your reservation in their PMS using this external reference from your booking source.<\/p>\n\n\n\n<div style=\"height:20px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h2 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"Crucial_information_on_a_hotel_confirmation_letter\"><\/span>Crucial information on a hotel confirmation letter<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p class=\"\">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 payment info you and the reservations agent agreed upon.<\/p>\n\n\n\n<p class=\"\">And, other crucial information includes the details of the hotel\u2019s deposit and cancellation policy.<\/p>\n\n\n\n<p class=\"\">It applies to bookings made through third-party websites and OTAs.<\/p>\n\n\n\n<div style=\"height:20px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h2 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"A_confirmed_hotel_reservation_sample\"><\/span>A confirmed hotel reservation sample<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p class=\"\">Below is a sample hotel booking confirmation letter that provides a basic idea of what important info it should contain.<\/p>\n\n\n\n<div style=\"height:20px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-full\"><img decoding=\"async\" width=\"541\" height=\"1154\" src=\"https:\/\/i0.wp.com\/e360hospitality.com\/wp-content\/uploads\/2023\/10\/LetterDetail.jpg?resize=541%2C1154&#038;ssl=1\" alt=\"Hotel Confirmation Letter\" class=\"wp-image-489\" srcset=\"https:\/\/i0.wp.com\/e360hospitality.com\/wp-content\/uploads\/2023\/10\/LetterDetail.jpg?w=541&amp;ssl=1 541w, https:\/\/i0.wp.com\/e360hospitality.com\/wp-content\/uploads\/2023\/10\/LetterDetail.jpg?resize=234%2C500&amp;ssl=1 234w, https:\/\/i0.wp.com\/e360hospitality.com\/wp-content\/uploads\/2023\/10\/LetterDetail.jpg?resize=141%2C300&amp;ssl=1 141w, https:\/\/i0.wp.com\/e360hospitality.com\/wp-content\/uploads\/2023\/10\/LetterDetail.jpg?resize=35%2C75&amp;ssl=1 35w, https:\/\/i0.wp.com\/e360hospitality.com\/wp-content\/uploads\/2023\/10\/LetterDetail.jpg?resize=450%2C960&amp;ssl=1 450w\" sizes=\"(max-width:767px) 480px, 541px\" data-recalc-dims=\"1\" \/><\/figure><\/div>\n\n\n<div style=\"height:20px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<p class=\"\">(And, if you book through a website or mobile app, you use the platform\u2019s sophistication to choose your requirements and needs. Finally, the site\/app sends you a confirmation email to your email.)<\/p>\n\n\n\n<div style=\"height:20px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h2 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"Other_important_hotel_policy_statements_in_the_hotel_confirmation_letter\"><\/span>Other important hotel policy statements in the hotel confirmation letter<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<ul class=\"\">\n<li class=\"\">Even though the above sample confirmation letter doesn\u2019t mention hotel check-in\/checkout time, it is also vital information that will be helpful to avoid confusion.&nbsp;<\/li>\n<\/ul>\n\n\n\n<div style=\"height:20px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h2 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"Why_is_it_important_to_send_a_confirmation_letter_for_a_hotel_reservation\"><\/span>Why is it important to send a confirmation letter for a hotel reservation?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p class=\"\">Practically, it benefits both you and the hotel:<\/p>\n\n\n\n<div style=\"height:20px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h3 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"How_useful_are_hotel_confirmation_lettersemails_to_travelers\"><\/span>How useful are hotel confirmation letters\/emails to travelers?<span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<div style=\"height:20px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<ul class=\"\">\n<li class=\"\">It is evidence of a binding contract on mutual promises between you and the hotel\u200a\u2014\u200aeither you pay or promise to pay for a room at the hotel that agrees to hold a room for your stay.<\/li>\n\n\n\n<li class=\"\">And, it is a confirmation that your booking request has been accepted and processed.<\/li>\n\n\n\n<li class=\"\">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.<\/li>\n\n\n\n<li class=\"\">As a traveler, it allows you to verify that your booking needs are covered as promised while making the booking. For example, you don\u2019t want to end up getting a double bed when you have requested a twin.<\/li>\n\n\n\n<li class=\"\">It serves as proof of accommodation for visa applications for some countries, where a hotel reservation with hotel details is mandatory.<\/li>\n\n\n\n<li class=\"\">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.&nbsp;<\/li>\n<\/ul>\n\n\n\n<div style=\"height:20px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h3 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"How_does_a_hotel_confirmation_letter_benefit_a_hotel_and_have_the_potential_to_go_beyond\"><\/span>How does a hotel confirmation letter benefit a hotel and have the potential to go&nbsp;beyond?<span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<div style=\"height:20px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<ul class=\"\">\n<li class=\"\">As a contract, it is beneficial for both parties, you and the hotel.<\/li>\n\n\n\n<li class=\"\">At the time of check-in, it helps the hotel verify guests\u2019 identity and helps make sure they are checked into the correct rooms.<\/li>\n\n\n\n<li class=\"\">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, \u201cRate is subject to change unless paid in full\u201d, etc. So, the hotels have the option here to cover legal points with policy statements in it.<\/li>\n\n\n\n<li class=\"\">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.&nbsp;<\/li>\n\n\n\n<li class=\"\">Drive traffic to the hotel\u2019s 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\u2019s restaurants and ordering food with guests\u2019 smartphones.<\/li>\n\n\n\n<li class=\"\">Some hotels already provide directions to the hotel that can help reach your destination faster.<\/li>\n<\/ul>\n\n\n\n<div style=\"height:20px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h2 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"Some_Hotel_Confirmation_letter_templates\"><\/span>Some Hotel Confirmation letter templates<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p class=\"\">Check out this <a href=\"https:\/\/setupmyhotel.com\/\" target=\"_blank\" rel=\"noopener nofollow\" title=\"\">URL<\/a> for some free templates.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"Other_guest_stationeries\"><\/span>Other guest stationeries:<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<ul class=\"\">\n<li class=\"\">Company Confirmation Letter<\/li>\n\n\n\n<li class=\"\">Cancelation Confirmation Letter<\/li>\n\n\n\n<li class=\"\"><a href=\"https:\/\/e360hospitality.com\/hotel-glossary\/hotel-folio-what-is-a-perfect-hotel-folio\/\" title=\"\">Guest folio<\/a><\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<p>Turning a \u2018hotel confirmation letter\u2019 for the benefit of guests &amp; the hotels. When you book a hotel room, you enter into a contract with the hotel, whether the booking<span class=\"excerpt-hellip\"> [\u2026]<\/span><\/p>\n","protected":false},"author":2,"featured_media":0,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"nf_dc_page":"","om_disable_all_campaigns":false,"ub_ctt_via":"","_monsterinsights_skip_tracking":false,"_monsterinsights_sitenote_active":false,"_monsterinsights_sitenote_note":"","_monsterinsights_sitenote_category":0,"_uf_show_specific_survey":0,"_uf_disable_surveys":false,"_jetpack_memberships_contains_paid_content":false,"footnotes":""},"categories":[34],"tags":[39,40,37,38],"aioseo_notices":[],"featured_image_src":null,"author_info":{"display_name":"Staff Writer","author_link":"https:\/\/e360hospitality.com\/author\/staff-writer\/"},"jetpack_sharing_enabled":true,"jetpack_featured_media_url":"","wps_subtitle":"","jetpack-related-posts":[],"_links":{"self":[{"href":"https:\/\/e360hospitality.com\/wp-json\/wp\/v2\/posts\/484"}],"collection":[{"href":"https:\/\/e360hospitality.com\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/e360hospitality.com\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/e360hospitality.com\/wp-json\/wp\/v2\/users\/2"}],"replies":[{"embeddable":true,"href":"https:\/\/e360hospitality.com\/wp-json\/wp\/v2\/comments?post=484"}],"version-history":[{"count":4,"href":"https:\/\/e360hospitality.com\/wp-json\/wp\/v2\/posts\/484\/revisions"}],"predecessor-version":[{"id":1504,"href":"https:\/\/e360hospitality.com\/wp-json\/wp\/v2\/posts\/484\/revisions\/1504"}],"wp:attachment":[{"href":"https:\/\/e360hospitality.com\/wp-json\/wp\/v2\/media?parent=484"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/e360hospitality.com\/wp-json\/wp\/v2\/categories?post=484"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/e360hospitality.com\/wp-json\/wp\/v2\/tags?post=484"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}