Writing - An email to a hotel manager to make a reservation


When traveling, we almost always stay at hotels. That's why it is advisable to pay attention to the following:

  • Book a room in advance.
  • On arrival, confirm your reservation. Check in at the reception.
  • At large hotels you may ask for services by phone. For example, you may call for room service when you want a drink or a meal.
  • Let the hotel manager know well in advance when you will leave.

Booking a room

To book a room you need to do one of the following:

  • to make a phone call,
  • to write a letter,
  • or to write an email.

Writing an email to make a reservation

1. Include all relevant information in your email:

  • your complete contact information,
  • date and time of arrival and departure,
  • number of days of your stay,
  • type of room and any special needs or requests such as a smoking or nonsmoking room.

2. Be to the point. don't include any unnecessary details.

3. Be polite and start your email by "Dear sir or Madam"

4. Example:

Dear Sir or Madam,

Would you mind reserving a nonsmoking room for me and my wife for this date (...) We will be spending three nights. We will arrive on August 4th at 5 o'clock in the morning.

Please charge my credit card for the initial deposit required. Include any discounts that my early registration permits.

Credit card number:


Expiration date:

I look forward to receiving a letter confirming my reservation.

Thank you.


5. Don't forget your name, address, email, phone, fax or any contact details.

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