Dear [Hotel Name], I am writing to confirm the upcoming arrival of a corporate guest from Indiana who will be staying at your establishment. We appreciate your assistance in ensuring that our guest has a comfortable and enjoyable stay. Please find below the details of their visit: Guest Name: [Corporate Guest Name] Arrival Date: [Date] Departure Date: [Date] Reservation Number: [Number] [Hotel Name] must be commended for being chosen as the preferred accommodation for our esteemed guest. We trust that your hotel will provide the highest level of service to maintain our esteemed corporate relationship. Our guest, hailing from Indiana, is a valuable member of our organization and is traveling to your area on important business matters. It is essential that they are well-rested and receive impeccable service during their stay. We kindly request your staff to extend utmost courtesy and provide any necessary assistance to ensure their satisfaction. In terms of accommodation, our guest requires a well-appointed room with the following amenities: — King-size be— - Non-smoking room - High-speed internet access Minimaba— - In-room safe - Complimentary breakfast — Access to business center and fitness facilities Furthermore, please be aware that our guest may require additional services such as laundry, room service, and transportation. We kindly request that you inform them of any associated costs for these services upon check-in. Additionally, we kindly request your staff to provide our guest with information regarding nearby attractions, restaurants, and transportation options. It would be greatly appreciated if you could provide them with a map of the area to help them navigate your city. As our guest will be arriving late in the evening, it would be greatly appreciated if you could ensure a seamless check-in process, regardless of the time. Prompt attention to our guest's needs will further enhance our business relationship and leave a positive impression. Please confirm this reservation and all the requested amenities at your earliest convenience via email or by phone. Should any issues arise or if there are any concerns, please do not hesitate to contact our corporate office at [Phone Number] or via email at [Email Address]. We trust your hotel will make every effort to ensure our corporate guest from Indiana has a memorable stay, offering unmatched hospitality and professionalism. Your dedication to service excellence is greatly appreciated. Thank you in advance for your attention to this matter. We look forward to a successful relationship with [Hotel Name] and appreciate your commitment to providing excellent service to our valued corporate guests. Sincerely, [Your Name] [Your Title] [Your Organization]
Indiana Sample Letter for Confirmation - Pre-Arrival Letter to Hotel for Corporate Guest
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Pre-arrival calls for preparing beforehand for your guests for a stellar guest experience.
Dear (Guest Name), We are delighted that you have selected our hotel. On behalf of the entire team at the Hotel Name, I extend you a very warm welcome and trust your stay with us will be both enjoyable and comfortable.
Activities such as room assignment, updating guest profile, preparing welcome letters, collecting all reservation correspondence and sending request for amenities etc. are part of pre arrival activities and normally done one to two days prior to guest arrival.
Pre-Arrival By the time a guest walks into a hotel, he or she has already passed through one of the stages in the guest cycle. Pre-arrival is defined as the stage at which a hotel guest chooses a hotel. The only step associated with this stage is reservations. Factors affecting a guest's decision are varied.
Being Proactive Most hotels today are still utilising the reactive approach when it comes to guest communication. Proactively engaging your guests prior to their arrival not only makes them feel important but also opens the opportunity for communication and marketing.
A personalised pre-arrival letter or 'See you Soon letter' is emailed to the guest prior to the guest arrival. Such types of letters are normally sent a few days or weeks before their expected arrival at the hotel.
Both the necessary and additional details to make their stay easier- check-in time, online check-in facility (if any), itinerary, weather details, things to do and pack, amenities offered, hotel address, special services, details regarding the shuttle or transport service that the hotel offers, the facility of leaving
Pre-arrival: The interaction between a guest and a hotel before the guest arrives at the hotel forms the pre-arrival phase of guest cycle. Reservation is the most important pre-arrival activity. During this phase, the guest first selects a hotel for stay.
Proactively engaging your guests prior to their arrival not only makes them feel important but also opens the opportunity for communication and marketing. Before your guests arrive in your hotel is the best time to upsell them room upgrades and ancillary services to enhance their stay experience.
