Sending the right email makes a big difference between getting your perfect hotel stay and missing out on what you want. Your booking request’s wording can affect how hotels respond and what extras they might offer.
These email templates will help you book your perfect hotel stay with confidence. Each one handles different situations and needs, from basic reservations to special requests. Check out these proven templates that get results.
Sample Emails for Booking Hotel
Here are 20 effective email templates to help you secure your ideal hotel accommodation.
1. Basic Room Reservation Request
Subject: Room Reservation Request for [Dates]
Dear [Hotel Name] Reservations Team,
Thank you for considering my booking request. I would like to reserve a room at your hotel for my upcoming stay.
Booking Details:
- Check-in date: [Date]
- Check-out date: [Date]
- Number of guests: 2 adults
- Room preference: Standard Double Room
- Bed preference: Queen-sized bed
Please confirm the room availability and total cost for the stay, including all taxes and fees. Also, could you please share your check-in and check-out times?
Looking forward to your response.
Best regards, [Your Name]
2. Group Booking for Business Conference
Subject: Group Booking Inquiry – Corporate Event [Date]
Dear [Hotel Name] Events Team,
As the coordinator for [Company Name]’s annual sales meeting, I’m reaching out to inquire about group accommodation options at your hotel.
Requirements:
- Dates: [Check-in] to [Check-out]
- 15 Double rooms
- 1 Meeting room (capacity 30 people)
- Breakfast included
- Business center access
- Group dinner arrangement for first evening
Could you please provide information about your corporate rates and meeting facilities? We would also appreciate details about any business packages or group discounts available.
Thank you for your assistance.
Kind regards, [Your Name] [Company Name]
3. Special Occasion Stay Request
Subject: Anniversary Celebration Stay Request [Dates]
Dear Guest Relations Team,
My wife and I are planning to celebrate our 10th wedding anniversary at your hotel, and I would like to make our stay extra special.
Booking details:
- Dates: [Check-in] to [Check-out]
- Room type: Deluxe Room/Suite
- Number of guests: 2
Would it be possible to arrange:
- Room decoration with rose petals
- Champagne upon arrival
- Dinner reservation at your restaurant
- Late check-out if available
Please let me know the costs for these arrangements and any other romantic packages you might offer.
Thank you for your help.
Warm regards, [Your Name]
4. Extended Stay Booking
Subject: Long-term Stay Inquiry – 30 Days
Dear Reservations Manager,
I’m writing to inquire about booking a room for an extended stay at your hotel. Due to a work project, I’ll need accommodation for approximately one month.
Stay details:
- Check-in: [Date]
- Check-out: [Date]
- Single occupancy
- Room type: Studio or similar with kitchenette
- Required amenities: WiFi, desk, laundry facilities
Could you please provide:
- Monthly rates or long-term stay discounts
- Available room types suitable for extended stays
- Information about laundry and cleaning services
- Details about meal plans or kitchen facilities
Thank you for considering my request.
Best regards, [Your Name]
5. Family Vacation Booking
Subject: Family Room Booking Request – 2 Adults, 2 Children
Dear [Hotel Name] Team,
I would like to book accommodation for my family’s upcoming vacation at your hotel.
Booking requirements:
- Check-in: [Date]
- Check-out: [Date]
- Guests: 2 adults, 2 children (ages 5 and 8)
- Room type: Family room or connecting rooms
- Required: Pool access, children’s activities
Please provide information about:
- Family-friendly amenities
- Children’s meal options
- Available activities for kids
- Baby-sitting services if available
Looking forward to your response.
Kind regards, [Your Name]
6. Last-Minute Booking Request
Subject: Urgent – Room Availability for Tonight
Dear Reservations Team,
Due to an unexpected schedule change, I need a room for tonight. I hope you can help with this last-minute request.
Requirements:
- Check-in: Today [Date]
- Check-out: Tomorrow [Date]
- Single room
- 1 person
- Late check-in (approximately 10 PM)
Please confirm if you have availability and the best available rate. I would appreciate a quick response due to the urgency.
Thank you for your assistance.
Best regards, [Your Name]
7. Accessible Room Booking
Subject: Accessible Room Reservation Request
Dear Guest Services,
I would like to book an accessible room at your hotel and need specific information about your facilities.
Stay details:
- Dates: [Check-in] to [Check-out]
- 2 guests
- Wheelchair accessible room
Could you please confirm:
- Bathroom accessibility features
- Bed height measurements
- Door width measurements
- Elevator access
- Distance from accessible parking
- Route from entrance to room
Thank you for your attention to these requirements.
Best regards, [Your Name]
8. Honeymoon Suite Booking
Subject: Honeymoon Suite Reservation Request
Dear Guest Relations Team,
We’re excited to spend our honeymoon at your hotel and would like to book your honeymoon suite.
Booking details:
- Check-in: [Date]
- Check-out: [Date]
- 2 guests
- Honeymoon suite
Special requests:
- Romantic room decoration
- Couples spa treatment options
- Private dinner arrangement
- Airport transfer service
Please share your honeymoon packages and any special offerings for newlyweds.
With appreciation, [Your Name]
9. Pet-Friendly Room Request
Subject: Pet-Friendly Room Availability Query
Dear Reservations Team,
I’m planning to stay at your hotel with my pet dog and would like to confirm your pet policy and book a suitable room.
Stay information:
- Dates: [Check-in] to [Check-out]
- 2 guests + 1 well-trained Golden Retriever
- Ground floor room preferred
Please confirm:
- Pet fee details
- Pet policy restrictions
- Available pet amenities
- Nearby pet relief areas
- Pet sitting services if available
Thank you for your help.
Best regards, [Your Name]
10. Multiple Room Booking for Family Reunion
Subject: Multiple Room Booking for Family Event
Dear Reservations Manager,
We’re organizing a family reunion and need to book multiple rooms at your hotel.
Requirements:
- Dates: [Check-in] to [Check-out]
- 5 double rooms
- 2 family suites
- Total guests: 16 (12 adults, 4 children)
- Common area for family gathering
Additional requests:
- Group dining options
- Photo session area
- Group activities information
- Group rate availability
Looking forward to your response.
Kind regards, [Your Name]
11. Business Room with Specific Requirements
Subject: Business Stay – Room with Work Setup
Dear [Hotel Name] Team,
I need to book a room suitable for business purposes with specific requirements.
Booking details:
- Duration: [Check-in] to [Check-out]
- Single occupancy
- Business-friendly room
Essential requirements:
- Strong WiFi connection
- Work desk with ergonomic chair
- Multiple power outlets
- Room service menu
- Access to business center
- Quiet floor preference
Thank you for your consideration.
Best regards, [Your Name]
12. Early Check-in Request
Subject: Room Reservation with Early Check-in Request
Dear Front Desk Team,
I would like to book a room with an early check-in option due to my arrival schedule.
Booking information:
- Check-in: [Date] (requesting 8 AM arrival)
- Check-out: [Date]
- Room type: Standard Single
- Guests: 1
Please confirm:
- Early check-in possibility
- Additional charges if any
- Baggage storage if room isn’t ready
- Breakfast availability for early arrival
Thank you for your assistance.
Kind regards, [Your Name]
13. Room with Specific View Request
Subject: Room Reservation – Ocean View Request
Dear Reservations Team,
I would like to book a room with an ocean view for my upcoming stay.
Stay details:
- Dates: [Check-in] to [Check-out]
- 2 guests
- Ocean view room
- High floor preferred
Additional requests:
- Balcony if available
- King-sized bed
- Sunrise view if possible
- Distance from beach
Looking forward to your confirmation.
Best regards, [Your Name]
14. Quiet Room Request
Subject: Room Booking – Quiet Location Request
Dear Guest Services,
I would like to book a quiet room for my upcoming stay as I need to prepare for an important presentation.
Booking details:
- Dates: [Check-in] to [Check-out]
- Single occupancy
- Quiet room away from elevators and ice machines
- Upper floor preferred
Please confirm:
- Quietest room locations
- Distance from entertainment areas
- Soundproofing features
- Study desk availability
Thank you for your help.
Kind regards, [Your Name]
15. Room Booking with Airport Transfer
Subject: Room Reservation + Airport Transfer Request
Dear [Hotel Name] Team,
I would like to book a room and arrange airport transfer services.
Reservation details:
- Check-in: [Date]
- Check-out: [Date]
- 2 guests
- Standard room
Transfer requirements:
- Arrival: Flight XX123 at [Time]
- Departure: Flight YY456 at [Time]
- 2 pieces of luggage per person
Please provide transfer service costs and booking process.
Best regards, [Your Name]
16. Last Floor Room Request
Subject: Room Booking – Top Floor Request
Dear Reservations Department,
I would like to book a room on your highest floor with a city view.
Stay information:
- Dates: [Check-in] to [Check-out]
- 2 guests
- Top floor room
- City view preferred
Please confirm:
- Top floor room availability
- View options
- Executive lounge access if available
- Special top floor amenities
Thank you for your attention.
Kind regards, [Your Name]
17. Room Near Specific Facilities
Subject: Room Booking Near Pool Area
Dear Guest Relations,
I would like to book a room with easy access to your pool facilities.
Booking requirements:
- Dates: [Check-in] to [Check-out]
- 2 adults, 1 child
- Room near pool area
- Ground floor preferred
Additional information needed:
- Pool opening hours
- Pool-view room availability
- Distance from room to pool
- Pool amenities included
Looking forward to your response.
Best regards, [Your Name]
18. Room with Special Dietary Requirements
Subject: Room Booking with Dietary Considerations
Dear [Hotel Name] Team,
I would like to book a room and need information about dining options for special dietary requirements.
Stay details:
- Dates: [Check-in] to [Check-out]
- 2 guests
- Standard room
- Gluten-free dietary requirements
Please provide information about:
- Restaurant menu options
- Room service alternatives
- Breakfast accommodations
- Nearby suitable restaurants
Thank you for your assistance.
Kind regards, [Your Name]
19. Room with Extra Security Features
Subject: Secure Room Booking Request
Dear Security Team,
I would like to book a room with enhanced security features.
Booking details:
- Dates: [Check-in] to [Check-out]
- Single occupancy
- Room with security features
Security requirements:
- 24/7 security staff presence
- Room with additional locks
- Safe large enough for laptop
- Security camera coverage
- Restricted floor access if available
Thank you for your consideration.
Best regards, [Your Name]
20. Room with Medical Requirements
Subject: Room Booking with Medical Considerations
Dear Guest Services Manager,
I need to book a room that can accommodate specific medical requirements.
Stay information:
- Dates: [Check-in] to [Check-out]
- 2 guests
- Ground floor or near elevator
Special requirements:
- Space for medical equipment
- Extra power outlets
- Refrigerator for medication
- Proximity to emergency exits
- Quick access for medical personnel
Please confirm these accommodations are possible.
Best regards, [Your Name]
Wrapping Up: Essential Hotel Email Templates
These email templates can help you with your hotel booking needs. You can adjust each one to fit your specific situation. Being clear about your needs, polite in your requests, and quick to respond to follow-up questions from the hotel often results in better service and a pleasant stay.