Sample Reservation Letters

Send a reservation letter when you are communicating information regarding some type of reservation, such as a reservation for travel arrangements, reservation of someone’s time, and so on. You will sometimes write a letter like this on behalf of someone else, such as your child, your elderly parent, or someone who has placed you in charge of his or her affairs. Sometimes, reservation letters are professional in tone and style, but they can also be more informal and conversational, depending on the situation and context. The style and wording you use in a letter depend on the specific circumstances.

It is generally best to keep letters as short and concise as possible while still communicating the necessary information. Feel free to customize and modify any of these letters according to your individual needs.

NOTE: In all letters, brackets indicate information that you should fill in. Remove the brackets when you have modified the text to your liking.



Dear [Ms./Mrs./Mr. Last name],

Thank you for your prompt reply to my query. I appreciate it.

We would like to reserve the conference center for the 2011 edition of our Dealers Conference, which will be attended by representatives of all of our 481 worldwide dealerships.

Each dealership delegation will comprise three representatives. The total number of representatives is 1,443. After factoring in cancellations and delegations with more than three representatives, we have estimated your conference center should cater to 1,500 people, including the company's own representatives.

The delegates will be staying at [Hotel name] through the 5-day duration ([Dates]) of the Dealers Conference. However, they will be having a working dinner on each of the 5 days at the conference center itself.

Besides the facility itself, we will also require you to arrange 3-course dinner menus for each of the 5 days . . . evening entertainment (chamber music, jazz band, and the like-see attached list) . . . meet & greet and shuttle services to and from the conference center . . . audiovisual equipment . . . video conferencing facilities (both inside the conference center and branded consoles in the lobby for the exclusive use of the delegates) . . . and exclusive use of your golf course.

A full list of the requirements is attached.

If there is anything you cannot arrange, please do let me know at the earliest.

As you may be aware, the booking fee (conference center only) has been wire transferred and we have received the confirmation from your department.

As required by the terms, we will be wire transferring the balance within 12 hours of the conclusion of the conference.

Please do let me know if you have any questions.

Thank you for your time.