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Deposit Request Format Sample | Deposit Request Email Format | Hotels Resorts

Deposit Request Form/Email Sample for Hotel Reservation

Deposit Request Letter Sample 1

Hotel Name

T +99-999-9999999, F +99-999-9999999
E: This email address is being protected from spambots. You need JavaScript enabled to view it., W:

Date: 01/12/2019

Dear (Guest Name),

It is with pleasure we re-confirm your reservation as follows:

Reservation Number: 123456

Arrival Date: 01/01/2020

Arrival Time: 1600 Hrs

Departure Date: 11/01/2020

Total Nights: 10

Number Of Adults: 2

Number Of Infants: 0

Number Of Children: 2

Room /Accommodation Type: Holiday Unit - 5 Berth

Rate Details: $250.00 Per Night

Total Rate: $ 2,500.00

Deposit Paid: $ 1,000.00

Outstanding: $ 1,500.00

A reminder that final payment for your reservation is due on or before 20-December-2020. Reservations that have not been paid in full by this time WILL be CANCELLED without any further correspondence from [Hotel Name].

Deposits can be transferred to our bank account or paid online via the link mentioned below:


BANK NAME: [Mention Bank Name]
BANK ADDRESS: [Mention Bank Address]
ACCOUNT NAME: [Mention Account Name]
ACCOUNT NUMBER: [Mention Account Number]
SWIFT CODE: [Mention Swift Code]
IBAN NUMBER: [Mention IBAN Number]

Online Deposit Payment Link: [Mention Deposit Payment Link]

Please let us know if you have any questions or need any clarifications and we look forward to welcoming you to [Hotel Name].

Yours sincerely,

[Hotel Name] Reservations Team
Ph: 123 456 789
Email: This email address is being protected from spambots. You need JavaScript enabled to view it.

Reservation Terms and Conditions

Please find attached booking Terms and Conditions; please read them at your earliest convenience.

Refund Policy:

Your non-refundable deposit already paid has been deducted from the total amount payable. In the event of cancellation, no refund is applicable.

Cancellations Policy:

Reservations cancelled, amended or altered at the commencement or during occupation do not qualify for any refund.

Non-arrivals or guests who fail to notify of cancellations will not be entitled to any refund.

Children Policy:

Children under the age of two are free of charge.

Baby Cots are available to hire (no linen provided).

The child rate applies to ages 2-17 years of on-site bookings. Hotel Management has the right to request proof of age.

Final Payment Policy:

Bookings are required to be paid, in full, on or before 10 Days before arrival.

Forms of Payment:

Payment is accepted by cash, Visa, MasterCard or Direct Debit online using the provided link. Please use your reservation number as a reference when paying by Bank Transfer.

Groups / Special Offers:

Additional terms and conditions may apply to group bookings or bookings made under a special offer.

Pet Policy:

No pets are allowed. Medically required guide dogs are permitted.

Damages/losses Policy:

All registered guests will be liable for any loss or damage to the appliances, furniture, keys/passes, fixtures and all fittings in the room.

Rates / Prices Policy:

All prices quoted are inclusive of GST and subject to change without notice.

Villa/Room prices are based on maximum occupancies. Prices are based on two persons occupying in the room.

Additional costs are applicable for additional person(s).

All prices are subject to seasonal and other variations (e.g. events, long weekends and school holidays).

Refund Policy:

The booking fee of $10 for rooms and the first night's tariff for the villa is non-refundable. Once bookings are paid in full, cancellations over 30 days prior to arrival will be refunded less the booking fee.

Cancellations less than 30 days prior to arrival will only be refunded (less the booking fee) once the site/cabin has been resold.

Smoking Policy:

All buildings at [Hotel Name] are non-smoking. By law, it is prohibited to smoke inside or within 5 metres of any public buildings.

Smoking inside your room will incur a minimum fee of $200.

Note: Terms and conditions are subject to change at any time.

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Authored and managed by Augustine, a hotelier with over 20 years of experience in the industry. He has a 3-year diploma with 'honors' from the American Hotel & Lodging Educational Institute and a Bachelor of Computer Application - BCA Degree.