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Made a Reservation at a Hotel, and Now You Need to Make Changes to Your Booking- GT Letter Sample

You have made a reservation at a hotel for a business trip for you and your colleagues. However, you need to make some changes to your booking. Write a letter to the hotel manager.

In your letter:

  • give details of your current booking

  • explain what changes you need to make and why

  • ask the manager to make some special arrangements for your business meetings

Making Changes to Your Reservation at a Hotel that You have Made for a Business Trip - GT Letter Sample

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Model Answer 1

Dear Hotel Manager,

I am writing to request some adjustments to our existing reservation at your esteemed hotel, originally scheduled for our upcoming business trip from March 5th to March 7th, 2023.

Our current booking, under the name Johnathan Smith, consists of three double rooms for two nights. Due to an unforeseen extension in our business agenda, we now require the rooms to be available for an additional night, extending our stay until March 8th. Additionally, one of our colleagues, Ms. Emily Harrison, has recently confirmed her participation, necessitating an extra single room for the same duration.

Moreover, we would greatly appreciate if you could arrange a meeting space for our team. We require a conference room equipped with high-speed internet, a projector, and seating for approximately 10 people, preferably available on March 6th and 7th from 9 AM to 5 PM. This space is crucial for the success of our various business discussions and presentations.

We understand these requests might require adjustments on your part and are willing to accommodate any additional costs associated with these changes. Your assistance in ensuring a comfortable and productive environment for our team is highly appreciated.

Thank you for your attention to these matters. We look forward to a pleasant and productive stay at your hotel.


Johnathan Smith

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Model Answer 2

Dear Hotel Manager,

I hope this letter finds you well. I am reaching out to modify a reservation previously made at your hotel for a corporate excursion, under the reservation name Richard Donovan, scheduled from April 10th to April 12th, 2023.

Our initial booking comprised four single rooms for two nights. However, a change in our itinerary necessitates adjusting our departure date, extending our stay by one additional night, thus requiring the rooms until April 13th. Furthermore, an unexpected increase in our delegation means we now need an additional single room for the newly joined member, Ms. Laura Benson, for the same duration.

In addition, I would like to request the arrangement of a suitable venue within your hotel for our business meetings. The ideal space would be a quiet, private conference room, equipped with modern audio-visual technology, including a projector and reliable Wi-Fi access. We need this facility on April 11th and 12th, from 10 AM to 3 PM, to conduct essential meetings and presentations.

We are aware these alterations may involve certain logistical challenges and additional charges, which we are prepared to meet. Your cooperation in facilitating these changes will significantly contribute to the success of our business trip.

Thank you in advance for your understanding and assistance. We are looking forward to a comfortable and efficient stay at your establishment.

Warm regards,

Richard Donovan

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Model Answer 3

Dear Hotel Manager,

Greetings. I am writing to discuss some necessary alterations to our existing reservation at your prestigious establishment, initially booked under the name Helen Thompson for the duration of our vital business conference from June 15th to June 17th, 2023.

Our original reservation includes five standard rooms for a three-day period. Owing to an expansion in the scope of our conference, we now require an extension of our stay by two additional nights, thereby needing the rooms until June 19th. Additionally, the recent confirmation of two more team members, Mr. Mark Walters and Ms. Anna Lee, necessitates the booking of two more rooms for the extended period.

Furthermore, I kindly request the arrangement of a dedicated meeting facility within your hotel. This space should ideally be a serene, spacious conference room, complete with state-of-the-art presentation equipment, such as a high-definition projector and stable Wi-Fi connectivity. We require the use of this facility on June 16th and 17th, from 8 AM to 4 PM, to facilitate our critical business discussions and collaborative workshops.

We understand these changes may entail additional costs and logistical considerations, for which we are fully prepared. Your assistance in making these adjustments to ensure a successful and seamless business gathering is greatly appreciated.

Thank you for your anticipated cooperation and support. We eagerly await our stay at your esteemed hotel.

Best regards,

Helen Thompson

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