[Your Name] [Your Address] [City, State, ZIP] [Email Address] [Phone Number] [Date] [Hotel Name] [Hotel Address] [City, State, ZIP] Dear [Hotel Manager's Name], Subject: Prearrival Confirmation — Corporate Guest I hope this letter finds you well. I am writing to confirm the reservation for our corporate guest, [Guest's Name], at your esteemed hotel, [Hotel Name], in [City, State]. Our organization, [Your Company Name], is delighted to have chosen your hotel to accommodate our esteemed guest during their visit to Montana. Arrival Details: Arrival Date: [Guest's arrival date] Departure Date: [Guest's departure date] No. of Nights: [Number of nights] No. of Guests: [Number of guests] Room Type: [Room type reserved] We kindly request your assistance in ensuring a smooth and comfortable stay for our guest by providing them with the following amenities and services: 1. Early Check-In: As our guest's flight is scheduled to arrive early in the morning, we would greatly appreciate it if you could arrange an early check-in for them, if possible. This would allow them to freshen up and prepare for their business engagements promptly. 2. High-Speed Internet: A reliable and high-speed internet connection is essential for our guest as they will be conducting business-related tasks during their stay. Please ensure that the room is equipped with complimentary high-speed Wi-Fi. 3. Breakfast: Our guest would appreciate a complimentary breakfast in the hotel's restaurant or through room service. If there are any dietary restrictions or preferences, please let us know in advance to cater to their needs. 4. Airport Transfer: To facilitate our guest's arrival and departure, we kindly request your assistance in arranging a smooth airport transfer. Please let us know the process, availability, and associated costs so that we can inform our guest beforehand. 5. Business Center Facilities: Our guest may require access to a well-equipped business center to print important documents or use office amenities. We kindly request you to make these facilities available during their stay. Please confirm the availability of these amenities and services and update us with any additional information or requirements. If there are any charges associated with these services, kindly provide the relevant details to us for billing purposes. We trust that our corporate guest will have a pleasant and productive stay at your hotel. Your commitment to providing exceptional service is truly appreciated. Thank you for your attention to detail and dedication. Should you require any additional information or have any questions, please do not hesitate to contact me directly at [Your Phone Number] or [Your Email Address]. Thank you for your prompt attention to this matter. We look forward to a successful collaboration with your hotel. Sincerely, [Your Name] [Your Designation] [Your Company Name]
Montana Sample Letter for Confirmation - Pre-Arrival Letter to Hotel for Corporate Guest
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How to fill out Montana Sample Letter For Confirmation - Pre-Arrival Letter To Hotel For Corporate Guest?
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FAQ
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.
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.
arrival experience does not begin when the guests arrive at your lobby. Rather, it is the first point of interaction and starts even before a guest has booked with you.
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.
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.
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.
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
