Sample letter to a hotel for booking cancellation

Sample letter to a hotel for booking cancellation


This is in reference to my booking (No. SL12345) with your hotel dated on 2nd March,’14 for Suite no.3 . Regrettably, it won’t be possible for me to fly to New Delhi on the mentioned date as my meeting has been cancelled due to a personal emergency with one of my senior associates.

As of now, I’m not in the know of the exact date that it might be rescheduled to. However, it might be expected to be somewhere by the third week of March’14. I do regret the inconvenience caused and hope to see you as and when I receive the dates. I hope the same rates would apply then.

Hereby, I’d like to know about the cancellation charges as applicable to me on this day of cancellation and also the process followed by the hotel for the refund of the booking amount.

Moreover, please let me know about the number of days you would require for the same.

Looking forward to see you on the next visit to the city.
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  • RE: Sample letter to a hotel for booking cancellation -Deepa Kaushik (03/11/14)
  • Sample letter to a hotel for booking cancellation


    My name is ABC. I contacted your help desk operator Ms. XYZ last week, regarding the booking for 2 family suites from 15th Mar’14 to 21st Mar’14. I am sorry to convey to get my bookings cancelled for the 2 family suites due to sudden official work.

    I had been informed that the cancellation, if any, should be informed 2 weeks prior to the booking date in order to get the maximum refund of 90%. That’s the reason I am writing to you to notify just on time and escape the heavy penalty.

    I would also like to get the bookings for 2 single rooms of deluxe type for 3 days from 19th Mar’14 to 21st Mar’14. These rooms need to booked on corporate rates for PQR Pvt. Ltd. I doubt if the company has any special membership with your hotel. Kindly check ones for any membership and related discounts.

    I checked your hotel’s website and found the deluxe rooms to be air-conditioned. Hope the rooms also have the power back up and geyser fittings. If you’ve any package including the breakfast and dinner, that would be much appreciable. Since the official guests are visiting there for their holiday, we would also require a travel guide and the cab facility for them throughout their stay. The rooms would be vacated on 21st Mar’14 at 9 P.M. I would like to know the room availability and the rates for this booking as per corporate rates.

    Kindly provide the charges for this new booking with detailed breakdown at the email address: ABC@PQR.com; and the details regarding my cancelled booking being replied to this same email address.

    Though I had cancelled my huge bookings with respect to your business, still as I managed to get another booking, I would appreciate some soft corner for me being penalised with 10% loss of booking charges. I would be really grateful if you can be considerate enough to refund me the full amount for the cancellation; or at least reduce the percentage further to help me.

    Awaiting your kind response with anticipation.

    Thanking you.

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