Letter of Making Reservation

A letter of making reservation is a letter that is sent to reserve a place somewhere, such as a conference, function, or activity. This could be in reply to an invitation or as a direct request asking for a spot. Depending on the scenario there may be a form to complete, or you may literally have to write a letter.


In some rare instances you may write a letter to book a hotel or restaurant table (instead of using the phone or internet), but only if you have a particularly unique request or do not have access to a phone. You might also do this if the desired location is in a foreign country and you’re having trouble making an international call, or it falls outside the scope of a travel agent.


For example if you were going to be traveling to a remote part of Cuba, you may send a letter of making reservation to the hotel you wish to stay at, stating your requirements and the time you wish to stay. This way, they will know you are coming and they will reserve a spot for you.


Starting to Write


Be as specific as possible, including all necessary information so the recipient knows how best to accommodate you.


Include your personal contact details so the recipient can verify your reservation and provide further details.

Sample Letters

Reservation Letter for Hotel Sample

Larochelle Inn

4977 Big Indian
Habanna, Cuba 70062


Dear Larochelle Inn,

Please be informed that I will be traveling to Cuba on July 5th, 2009 and I will be requiring a room at your hotel for the duration of 3 days.


I would like to reserve an ocean view suite that has 2 beds included. I checked on your website, and the price is supposed to be $231 per night.


Please call me at 343-543-5645 to verify my reservation.


Thank you,

Julie  J.  Thayer

Reservation Letter for Restaurant Sample

To whom it may concern,

I am writing to reserve tables at your restaurant for a large party of 24 people at 7pm, on August 03, 2013. We are a traveling amateur kickboxing team from the United States who are looking to relax and consume a high protein meal following competition, prior to moving on to another Singaporean town.


We do not currently have the means to provide our own catering, therefore we are contacting local restaurants with a good rating, to see if they can accommodate us all with a full steak meal. That’s 24 steaks, plus sides.


If you can meet this request we will happily make a large deposit via bank transfer and pay the full total price on the night.


You can contact me via email at usaprokickboxing@proogle.com

Via Skype at USAProKickBoxing

Or at the following address:

4981 Red Court, Clappers, Washington, 98517-2130, United States



Shane Cary

Reservation Letter for Seminar Sample

Dear Rose House Hotel,

I am writing to request the use of your conference facilities for a seminar I’m hoping to run on June 5th, 2013. The seminar is to teach local people how to manage and save money during economic uncertainty.


According to my estimations I will need to be accommodated for at least 80 people. I will also need access to a DVD player to show clips from one of my pre-recorded presentations.


Ideally I would like to hold the seminar in the evening at 7pm, and it will last approximately 2 hours.


If this sounds feasible please get back to me in writing with further details. Thank you for your time.



Alex Blum the Money Manager

(206) 033-3814