Reservation – Deposit Request Letter Sample Format

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Deposit Request Form, Email, SMS, Instant Message, WhatsApp, Instagram Sample for Hotel Reservation

Deposit Request Letter Sample 1

Hotel Name

Address:
T +99-999-9999999, F +99-999-9999999
E: example@example.com, W: www.setupmyhotel.com

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 the final payment for your reservation is due on or before 20-December-2024. 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 ACCOUNT DETAILS:

BANK NAME: [Mention Bank Name]
BANK ADDRESS: [Mention Bank Address]
ACCOUNT NAME: [Mention Account Name]
ACCOUNT NUMBER: [Mention Account Number]
ACCOUNT TYPE: [Mention Account Type CURRENT/SAVINGS]
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: email@example.com


Reservation Terms and Conditions

Please find attached the 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 canceled, 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 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 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 before arrival will be refunded less the booking fee.

Cancellations less than 30 days before 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 meters 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.

Reservation – Deposit Request Letter Format

[Your Name] [Your Title] [Your Hotel Name] [Company Address] [City, State, Zip Code] [Email Address] [Phone Number] [Date]

[Guest’s Name] [Guest’s Address] [City, State, Zip Code]

Subject: Deposit Request for Reservation

Dear [Guest’s Name],

I trust this letter finds you well. We are delighted to receive your reservation request for [type of reservation – e.g., hotel room, event space] at [Your Hotel Name]. We appreciate your choice and look forward to providing you with a memorable experience.

To secure your reservation, we kindly request a deposit of [amount] by [date]. The deposit amount will be deducted from your total bill upon check-in/check-out or at the conclusion of the event.

Deposit Details:

  • Deposit Amount: [Specify the amount]
  • Payment Deadline: [Specify the date by which the deposit should be paid]
  • Payment Method: [Provide information on accepted payment methods, such as credit card, bank transfer, etc.]

Once we receive the deposit, we will confirm your reservation and provide you with further details regarding your stay or event.

In the event of a cancellation, the deposit is refundable if canceled [number of days] prior to the scheduled arrival/event date. Please refer to our cancellation policy for more details.

We appreciate your prompt attention to this matter and your continued trust in [Your Company Name]. Should you have any questions or require further assistance, please do not hesitate to contact us at [your contact information].

Thank you for choosing [Your Company Name]. We look forward to serving you and ensuring your stay/event is nothing short of exceptional.

Sincerely,

[Your Full Name] [Your Title] [Your Hotel Name]

Remember to customize the details in brackets to match your specific business and reservation terms. Additionally, it's crucial to include any specific terms and conditions related to the deposit and cancellation policies applicable to your business.

Reservation – Deposit Request Letter Sample Format Email

Subject: Deposit Request for Your Reservation

Dear [Guest’s Name],

I hope this email finds you well. We are thrilled to receive your reservation request for [type of reservation – e.g., hotel room, event space] at [Your Hotel Name]. It’s our pleasure to have you as our guest, and we are committed to ensuring a delightful experience for you.

To confirm and secure your reservation, we kindly request a deposit of [amount] by [date]. The deposit will be applied towards your total bill and can be paid using [accepted payment methods – e.g., credit card, bank transfer]. Please find the deposit details below:

  • Deposit Amount: [Specify the amount]
  • Payment Deadline: [Specify the date by which the deposit should be paid]
  • Payment Method: [Provide information on accepted payment methods]

Once we receive the deposit, we will promptly confirm your reservation and share further details regarding your stay or event.

In the unfortunate event that you need to cancel, please be aware that the deposit is refundable if cancelled [number of days] before the scheduled arrival/event date. For more details on our cancellation policy, feel free to reach out or refer to our website.

We understand the importance of flexibility, and we appreciate your cooperation in making this process smooth. Should you have any questions or require assistance with the payment process, please do not hesitate to contact us at [your contact information].

Thank you for choosing [Your Hotel Name]. We are excited to host you and are committed to making your stay/event exceptional.

Best regards,

[Your Full Name] [Your Title] [Your Hotel Name] [Your Contact Information]


Reservation – Deposit Request SMS Format

Hi [Guest's Name]! 🌟 Excited for your upcoming reservation with [Your Hotel Name]. To secure your booking, a deposit of [amount] is required by [date]. Payment details: [Provide a link or instructions for payment]. Any questions? Reply here. Thanks! 🌺

Key components in this SMS:

  1. Personalization: Start with a friendly greeting using the guest’s name to make it more personalized.
  2. Excitement: Express enthusiasm about their upcoming reservation to create a positive tone.
  3. Clear Request: Clearly state the need for a deposit, including the amount and the deadline.
  4. Payment Details: Provide concise information on how to make the deposit, whether through a link, bank transfer, or other methods.
  5. Assurance: Reassure the guest that you’re available for any questions or concerns.
  6. Closing: End the message with a brief thank you and a positive note.
Remember to adapt the message based on your specific reservation and payment process. Also, make sure to include any relevant links or contact details for payment assistance.

Reservation – Deposit Request Direct Message For Instant Message [Whatsapp, Instagram and Social Media]

Hey [Guest's Name]! 🌟 Hope you're doing well. Exciting news - your reservation with [Your Hotel Name] is confirmed! To secure it, we need a deposit of [amount] by [date]. Payment is a breeze - just click [insert link] to pay. Any questions? Feel free to DM us. Thanks a bunch! 🌺

In this direct message:

  1. Casual Greeting: Begin with a friendly greeting and express hope for their well-being.
  2. Positive Tone: Reinforce the excitement about their confirmed reservation to keep a positive vibe.
  3. Deposit Details: Clearly state the deposit amount, and due date, and provide a direct link for payment.
  4. Accessibility: Encourage them to reach out directly through direct messages for any questions or concerns.
  5. Appreciation: End the message by thanking them for choosing your company.
Adapt the message based on your specific details, including the payment link or any specific instructions applicable to your reservation process.


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Support Our Work

Since 2011 Setupmyhotel has been helping hundreds of hoteliers around the world. Support Setupmyhotel by becoming our Patron!

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