A hotel cancellation letter to guest is a formal letter written by a hotel to inform a guest that their hotel reservation has been canceled. It is typically sent when a guest cancels their reservation or when the hotel is forced to cancel the reservation due to unforeseen circumstances.
In this article, we will share several templates, examples, and samples of hotel cancellation letters to guests. These templates and examples will help you to write a clear and concise cancellation letter that will inform your guests of the cancellation and provide them with any necessary information.
Hotel Cancellation Letter To Guest
Dear [Guest Name],
We regret to inform you that your reservation for [room type] at [hotel name] from [check-in date] to [check-out date] has been canceled.
This cancellation is due to [reason for cancellation]. We apologize for any inconvenience this may cause.
Your deposit of [amount] will be refunded to the original payment method within [number] business days.
If you have any questions, please do not hesitate to contact us.
Sincerely,
[Hotel Name]
How to Write a Hotel Cancellation Letter to a Guest
Writing a hotel cancellation letter to a guest can be a delicate task. You want to be clear and concise, but you also want to be empathetic and professional. Here are a few tips on how to write a hotel cancellation letter to a guest:
- Start with a clear and concise statement of the cancellation. State the reason for the cancellation, if possible. For example, you could say, “We are writing to inform you that your reservation for [room type] at [hotel name] on [date] has been canceled.”
- Be empathetic. Understand that the guest may be upset or inconvenienced by the cancellation. Use language that shows you understand their frustration. For example, you could say, “We understand that this may be a difficult time for you, and we apologize for any inconvenience this may cause.”
- Be professional. Even though you are being empathetic, it is important to remain professional. Use formal language and avoid using slang or colloquialisms. For example, instead of saying, “We’re sorry for the mix-up,” you could say, “We apologize for the error that led to this cancellation.”
- Offer a solution. If possible, offer a solution to the guest’s problem. For example, you could offer a refund, a free night’s stay, or a discount on a future stay. For example, you could say, “We would be happy to offer you a refund for your stay, or a free night’s stay at a later date.”
- End with a positive note. Thank the guest for their understanding and wish them well. For example, you could say, “Thank you for your understanding. We hope to have the opportunity to serve you again in the future.”
Here is an example of a hotel cancellation letter to a guest:
Dear [Guest Name],
We are writing to inform you that your reservation for [room type] at [hotel name] on [date] has been canceled.
We understand that this may be a difficult time for you, and we apologize for any inconvenience this may cause.
The cancellation is due to [reason for cancellation].
We would be happy to offer you a refund for your stay, or a free night’s stay at a later date.
Thank you for your understanding. We hope to have the opportunity to serve you again in the future.
Sincerely,
[Your Name]
FAQs about Hotel Cancellation Letter To Guest
What should be included in a hotel cancellation letter to a guest?
A hotel cancellation letter to a guest should include the following information:
- The guest’s name
- The guest’s reservation number
- The date of the reservation
- The reason for the cancellation
- The hotel’s cancellation policy
- The amount of any refund or cancellation fee
- The contact information for the hotel
How do I write a hotel cancellation letter to a guest?
To write a hotel cancellation letter to a guest, follow these steps:
- Start with a salutation, such as “Dear [Guest Name]”
- State the purpose of the letter, such as “I am writing to confirm the cancellation of your reservation”
- Provide the details of the reservation, such as the reservation number, date of reservation, and room type
- State the reason for the cancellation, if known
- State the hotel’s cancellation policy, including any refund or cancellation fees
- Provide the contact information for the hotel, in case the guest has any questions
- End with a closing, such as “Sincerely, [Your Name]”
What is the hotel’s cancellation policy?
The hotel’s cancellation policy is the set of rules that govern the cancellation of reservations. These policies vary from hotel to hotel, but they typically include the following information:
- The number of days before the arrival date that a reservation can be cancelled without penalty
- The amount of the cancellation fee if a reservation is cancelled after the penalty-free cancellation period
- Any exceptions to the cancellation policy, such as for reservations made during peak season or for group reservations
What happens if I cancel my reservation after the penalty-free cancellation period?
If you cancel your reservation after the penalty-free cancellation period, you will be charged a cancellation fee. The amount of the cancellation fee will vary depending on the hotel’s cancellation policy. Some hotels charge a flat fee, while others charge a percentage of the total cost of the reservation.
Can I get a refund if I cancel my reservation?
Whether or not you can get a refund if you cancel your reservation depends on the hotel’s cancellation policy. Some hotels offer full refunds for reservations that are cancelled before the penalty-free cancellation period. Other hotels offer partial refunds or no refunds at all for reservations that are cancelled after the penalty-free cancellation period.