Accommodation Confirmation Letter Sample
Subject: Accommodation Confirmation
Dear [Recipient's Name],
I am writing this letter to confirm the accommodation arrangement made for [your name] during [dates of stay]. I would like to express my appreciation for choosing [name of accommodation or hotel] for your stay.
We have reserved a [type of accommodation, e.g., single room, double room, suite] for you, as per your request. The reservation is under the name of [your name] and is confirmed for [number of nights] from [check-in date] to [check-out date].
Details of the reservation are as follows:
Name: [Your Name]
Type of Accommodation: [Type of Room]
Check-in Date: [Check-in Date]
Check-out Date: [Check-out Date]
Number of Nights: [Number of Nights]
Reservation Number: [Reservation Number]
Please note that the [type of accommodation] has been booked for [number of guests] guests. The room rate per night is [rate per night], and the total cost for the entire stay will be [total cost].
We kindly request that you settle the payment upon arrival. We accept [payment methods accepted, e.g., cash, credit card].
Our check-in time is from [check-in time] onwards, and check-out time is [check-out time]. If you have any specific requirements or need assistance during your stay, please feel free to contact our front desk at [phone number] or email us at [email address].
We hope you have a comfortable and pleasant stay with us. Should you have any further inquiries or changes to your reservation, please do not hesitate to contact us. We are looking forward to welcoming you to our establishment.
Thank you for choosing [name of accommodation or hotel].
Yours sincerely,
[Your Name]
[Your Position]
[Accommodation Name or Hotel Name]
[Contact Information: Phone Number, Email Address]
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Hotel Accommodation Confirmation Letter
Subject: Accommodation Confirmation for [Guest Name]
Dear [Guest Name],
We are pleased to confirm your reservation at [Hotel Name] from [Check-in Date] to [Check-out Date]. Your booking for [Room Type] has been successfully secured.
Please let us know if you have any special requirements or requests. We look forward to welcoming you.
Sincerely,
[Hotel Manager Name]
[Hotel Name]
University Hostel Accommodation Confirmation
Subject: Hostel Accommodation Confirmation
Dear [Student Name],
We are pleased to inform you that your application for hostel accommodation at [University Name] has been approved. Your room will be allocated from [Start Date] to [End Date].
Kindly complete all necessary formalities prior to arrival. We look forward to having you on campus.
Best regards,
[Hostel Warden Name]
[University Name]
Corporate Accommodation Confirmation Email
Subject: Accommodation Confirmation for Business Trip
Hello [Employee Name],
This email confirms your accommodation at [Hotel Name] for your upcoming business trip from [Start Date] to [End Date]. Your room has been booked under the corporate account.
If you have any preferences or additional requirements, please notify us promptly.
Best regards,
[HR/Travel Desk]
[Company Name]
Vacation Rental Accommodation Confirmation Letter
Subject: Vacation Rental Confirmation
Dear [Guest Name],
We are pleased to confirm your booking for [Property Name] from [Start Date] to [End Date]. Your reservation for [Number of Bedrooms/Guests] has been successfully recorded.
Please contact us if you need information about check-in procedures or local arrangements. We look forward to your stay.
Warm regards,
[Host Name]
[Property Name]
Event Accommodation Confirmation Letter
Subject: Accommodation Confirmation for [Event Name]
Dear [Participant Name],
This is to confirm your accommodation at [Hotel/Guest House Name] during [Event Name] from [Start Date] to [End Date]. Your room has been allocated as per your request.
Should you require any assistance during your stay, please contact our reception desk. We are glad to have you with us.
Sincerely,
[Event Coordinator Name]
[Event Organizing Committee]
Temporary Accommodation Confirmation for Relocation
Subject: Temporary Accommodation Confirmation
Dear [Resident Name],
We confirm your temporary accommodation at [Property/Facility Name] from [Start Date] to [End Date]. Your assigned room/unit is [Room/Unit Number].
Please adhere to the facility rules during your stay and contact the management for any assistance needed.
Regards,
[Property Manager Name]
[Property Name]
Provisional Accommodation Confirmation Letter
Subject: Provisional Accommodation Confirmation
Dear [Guest Name],
This letter serves as a provisional confirmation for your accommodation at [Hotel/Property Name] from [Start Date] to [End Date]. Final confirmation will be provided upon receipt of payment.
Please inform us if you need any special arrangements during your stay.
Best regards,
[Reception/Reservations Team]
[Hotel/Property Name]
What is an Accommodation Confirmation Letter and Why You Need It
An Accommodation Confirmation Letter is a formal message that verifies a booking for lodging, whether for a hotel, hostel, corporate trip, or vacation rental.
- Provides official proof of reservation.
- Offers reassurance to guests or residents about their stay.
- Helps property management maintain accurate records and plan resources.
- Can be used for travel approvals, visa applications, or reimbursement purposes.
Who Should Send an Accommodation Confirmation Letter
- Hotel managers or reception staff.
- Hostel wardens or university accommodation officers.
- Corporate travel desks or HR departments.
- Event organizers providing lodging to participants.
- Property owners or managers for rental accommodations.
Whom Should the Accommodation Confirmation Letter Be Addressed To
- Guests or residents making the booking.
- Employees traveling for work and requiring lodging.
- Students requesting hostel accommodation.
- Event participants who need lodging arrangements.
- Tenants or individuals requiring temporary housing confirmation.
When to Send an Accommodation Confirmation Letter
- Immediately after the reservation is made.
- After payment or deposit is received.
- Before the guest or resident arrives to ensure smooth check-in.
- For provisional bookings, to acknowledge receipt and pending confirmation.
- During events, to coordinate lodging with participants ahead of time.
How to Write and Send an Accommodation Confirmation Letter
- Include clear subject line with reservation details.
- Address the guest/resident by name.
- Mention the booking details: dates, room type, number of guests, and property name.
- Confirm reservation status: confirmed or provisional.
- Provide contact information for assistance.
- Use Email for digital confirmation; Letter for printed official documents.
- Keep tone professional, polite, and concise.
Requirements and Prerequisites Before Sending
- Confirm booking dates and availability.
- Verify payment status, if applicable.
- Prepare room or unit details, including amenities.
- Obtain guest information: full name, contact details, and special requests.
- Ensure policy compliance for cancellations or modifications.
Formatting Guidelines for Accommodation Confirmation Letters
- Length: Keep concise, usually 2–3 short paragraphs.
- Tone: Professional and courteous; friendly if appropriate for vacation rentals.
- Style: Clear, factual, and polite.
- Mode: Email for fast delivery; printed letter for official or corporate purposes.
- Include key information: dates, room details, contact info, and instructions if necessary.
Common Mistakes to Avoid in Accommodation Confirmation Letters
- Omitting critical booking details such as dates or room number.
- Sending confirmation without verifying availability.
- Using an informal tone for professional or official confirmations.
- Forgetting to mention payment status or provisional nature.
- Providing incorrect contact information for queries.
Elements and Structure of an Accommodation Confirmation Letter
- Subject line: clear and specific.
- Salutation: address guest or resident by name.
- Confirmation statement with dates and room type.
- Instructions for special requests or check-in procedures.
- Contact details for assistance.
- Closing with sender's name, designation, and property/organization name.
After Sending an Accommodation Confirmation Letter: Follow-Up
- Ensure guest acknowledges receipt if necessary.
- Confirm payment or check-in arrangements.
- Provide additional information about facilities, local directions, or event coordination.
- Update internal records for occupancy and scheduling.
Tips and Best Practices for Accommodation Confirmation Letters
- Send confirmation promptly after booking.
- Keep language polite, professional, and clear.
- Include all relevant details to avoid confusion.
- Use templates for consistency in corporate or hotel communications.
- Clearly differentiate between provisional and confirmed bookings.
- Attach maps, directions, or event information if applicable.
