Hotel Acknowledgement Letter
[Date]
[Your Client Name]
[Your Client Address]
[Your Client Number]
Dear [Your Client Name],
We are writing to you regarding your recent communication with our hotel. This letter serves to confirm the receipt of your booking, request, or complaint. We want to assure you that your communication is important to us and is currently being processed by our team.
We would like to take this opportunity to express our gratitude for choosing our establishment. Your trust and confidence in our services are greatly appreciated. We are committed to providing you with the highest level of customer service and hospitality.
We are pleased to confirm your reservation and are eagerly looking forward to providing you with a memorable and enjoyable experience.
Confirmation of Your Booking Details:
Reservation Number: [Reservation Number]
Check-in Date: [Check-in Date], at [Time]
Check-out Date: [Check-out Date]
Room Type: [Room Type, e.g., Double Deluxe, Suite]
Number of Guests: [Number of Guests]
Total Cost: [Total Cost] payable upon arrival/departure [specify which one]
Cancellation Policy: We understand that plans can change, and flexibility is important. Please review our cancellation policy below:
Standard Rate Bookings:
Free Cancellation: You may cancel your reservation without penalty up to 48 hours before your scheduled check-in date.
Late Cancellation Fee: Cancellations made less than 48 hours before the check-in date will incur a charge equivalent to the first night's stay.
No-Show: In the event of a no-show, the total amount of the reservation will be charged.
Non-Refundable Rate Bookings:
Group Reservations (5 rooms or more):
Due to the complexity and impact of group bookings on our inventory, a non-refundable deposit of 50% of the total booking amount is required at the time of reservation.
Final changes or cancellations must be made no less than 30 days prior to the scheduled arrival date. If canceled later than 30 days, the deposit will not be refunded.
Special Events and Holidays:
Please review your booking details to ensure everything is correct. Should you need to make any changes, please contact us at your earliest convenience.
To enhance your stay, we invite you to inform us of any specific needs or preferences you may have. Whether it's arranging transportation from the airport, booking local tours, or reserving a table at our acclaimed restaurant, we're here to help. Please reply to this email or call us directly at [Your Company Number] with your requests.
We understand the importance of addressing your concerns promptly and effectively. Regarding the issue you raised concerning the unexpected noise during your last stay, we have taken the following steps:
Immediate Assessment: Our team is currently assessing the situation to understand the root cause. We have inspected the reported area and are also reviewing guest feedback from adjacent rooms during your stay period. This will help us determine whether this was an isolated incident or part of a larger issue that needs comprehensive attention.
Corrective Action: Based on our initial findings, we have identified that the noise was due to unscheduled maintenance work in a neighboring building, which was not communicated to us in advance. We are taking the following corrective actions:
Maintenance Coordination: We have implemented a new protocol to ensure better coordination with surrounding properties and our internal maintenance team to schedule such activities during times it would least disturb our guests.
Staff Training: Our front desk and guest relations staff are undergoing additional training to improve how they handle and communicate any potential disturbances to our guests promptly.
Infrastructure Improvements: We are exploring enhancements to our room soundproofing to better shield our guests from external noise disruptions in the future.
We will keep you updated on our progress and the implementation of these improvements. We aim to complete the staff training and coordination improvements within the next month and will evaluate the effectiveness of these measures continuously. Additionally, [Guest Relations Manager Name], our Guest Relations Manager, will be your point of contact. [He/She] is available for any further inquiries or additional support you might require and can be reached directly at [Guest Relations Manager Email] or [Guest Relations Manager Number].
We sincerely apologize for the inconvenience caused during your stay and are committed to ensuring that this does not happen again. Thank you for bringing this matter to our attention, and we appreciate your understanding as we work to enhance our service quality.
Should you have any further questions or need assistance with anything else, please do not hesitate to contact us. Thank you once again for choosing [Your Company Name], and we look forward to welcoming you soon.
Sincerely,
[Your Name]
[Your Job Title]
[Your Company Name]
[Your Email]
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