What Is a Hotel Letter?
A hotel letter is a business letter or document that’s written for different purposes by two parties. Guests, clients, and other parties send this for inquiring about or negotiating with hotels. On the other hand, hotel managers and staff can also use them for professional pursuits. Should you need to reach out to a hotel, sending a letter is the best course of action.
How to Write a Hotel Letter?
Statista reports that the occupancy rate of hotels in the United States as of March 2020 is at 39.4%. Occupancy is an essential Key Performance Indicator (KPI) in the hotel industry since it shows how many customers are filling in the hotel. Drive your occupancy rates high by following these helpful company letter-writing tips.
1. Know Your Intentions
What kind of letter do you want to write? Before you bust out a pen and paper (or a personal computer), make sure you know why you’re writing it in the first place. Luckily, our templates can help you out on that front. They range from reservation inquiries to apology letters.
2. Set the (Formal) Tone
A hotel leader means business. Whether you’re writing a complaint letter or a room booking confirmation, your establishment has to come across as professional. Choose your words carefully and avoid slipping into an emotional tone. This way, your reader will view you as an impartial person.
3. Keep It Short and Simple
professional letters like this aren’t an avenue for ranting. Don’t leave your readers running in circles with your ramblings. Instead, go straight to the point you want to convey with your letter. Here’s a recommendation: don’t use superfluous words just to make yourself sound fancy. Opt for more straightforward vocabulary instead if you want to come across as genuine.
4. Details Count
What do you want your reader to know? Don’t forget to include relevant information in your formal letter. Essential details are always a welcome addition, provided that the information is pertinent to your message. Your reader will thank you for that (if you have any).
How can a hotel room be reserved?
If you already have a place in mind, contact your chosen hotel to begin the process. This will give you a good idea of its rates and customer service. After you’ve done your inquiry, wait for further instructions. All there’s left to do after that is to book a room online and pay for your reservation.
What are the types of hotels?
Hotels come in different types. Some of the following options may ring a bell to you:
1. Luxury or high-end hotels
2. Beach and vacation resorts
3. Family hotels and resorts
4. Midrange or business hotels
5. Budget hotels
6. Inns and bed and breakfasts (B&Bs)
7. Boutique hotels
8. Holiday condo resorts
9. Floating island hotels
10. Private island hotels
How long should a hotel letter be?
Any letter sent to a hotel is considered a business letter. The recommended length is between 200 to 400 words.
What are the types of hotel letters?
Hotel letters aren’t a one-size-fits-all type of document. Since various people have different reasons for sending them out, no two letters are exactly alike. These are the letters hotels usually received from guests and other parties:
1. Inquiry letters
2. Reservation/booking confirmation letters
3. Amendment of letters
4. Cancellation letters
5. Regrets and alternative offer letters
How different is a hotel from a hostel?
A hotel has individual rooms for guests to stay in. If you prefer privacy, going to a hotel is recommended. Meanwhile, a hostel has shared rooms for lodging options, similar to staying in a dormitory. If you don’t mind some company (often strangers) and want a sense of community, you can opt to book a room in a hostel.