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How To Write A Reservation Cancellation Letter

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    This letter is written with the purpose of cancelling an already existing reservation which is mainly common in the hotel and travel industry. However, you should be sure to read the rules about such cancellations before they write this letter.

    Always keep in mind that some part of the money can be lost due to such a cancellation. The cancellation should be done professionally in form of a reservation cancellation letter.

    When writing it, make sure that a polite tone is used all through the letter. Also make sure that it is free from any errors by going through it once they are done drafting it.

    The letter should start with the date followed by the writer’s addresses. It should then be addressed to the management of the hotel.

    In the letter, be sure to include the dates that you had booked for reservations as well as the reference number of that reservation if there is any. If the rules show that you should be refunded, be sure to ask for it.

    You can also give the reason for cancellation though this is optional. Make sure you apologize for the inconveniences in the end of the letter. Please check the sample below.

    Reservation Cancellation Letter Template


    From: Mrs. Michelle Hudson
    Standard Street
    456-345, New York City, NY

    To: The Management
    Hilton Hotel
    345-000, Nairobi Street
    Nairobi, Kenya

    Dear Sir/Madam,

    I hereby write this letter as formal notice to cancel my reservation (reference number: K59/20205/2012) at your hotel. I wish to cancel my hotel reservation. I had booked a single room for two people on the basis of bed and breakfast for two days 01/04/2012 to 03/04/2012.

    Given that I have cancelled the reservation outside the specified period, (20 days), I request you to refund the $100 I had paid for deposit back to my account. Kindly send me a notification when this matter is resolved.

    I apologize for any inconveniences that I have caused. I am looking forward to your most favorable attention. Thank you.

    Yours Faithfully,
    Michelle Hudson

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