How to Write an Email to Book a Hotel Room - A2 English Writing — Explanation

A hotel booking email should give the hotel all the information needed to check availability and answer your questions. At A2 level, you can write a clear, polite message that includes the room type, dates, number of guests and any important requests. You can also ask about prices, meals, facilities, payment and arrival times.

Types of hotel rooms

• Single room: a room for one guest.
• Double room: a room for two guests with one double bed.
• Twin room: a room for two guests with two separate beds.
• Triple room: a room for three guests.
• Family room: a larger room designed for adults and children.
• Connecting rooms: two rooms joined by an internal door.
• Accessible room: a room designed for guests with mobility needs.

Plan your booking email

Before writing, collect these details:

• arrival and departure dates
• number of nights
• number of adults and children
• preferred room type and bed arrangement
• essential features, such as step-free access or a cot
• questions about breakfast, parking, payment or check-in

Separate essential needs from preferences. A preference such as a sea view may not be available, while an accessible bathroom may be necessary.

Structure of the email

1. Subject line: make it specific, for example Double room request, 14–17 August.
2. Greeting: use Dear Reservations Team, Dear Sir or Madam or the employee’s name.
3. Booking request: state the room, dates, number of nights and guests.
4. Preferences: ask for any room features.
5. Questions: ask about facilities, total price and booking conditions.
6. Reply request: ask the hotel to confirm availability and cost.
7. Closing: use Kind regards, Yours sincerely or Yours faithfully.

Original model email

To: bookings@northharbourhotel.example
Subject: Twin room request for 14–17 August

Dear Reservations Team,

I would like to reserve a twin room for two guests for three nights, from 14 to 17 August.

We would prefer a quiet room on an upper floor, if possible. One guest has a food allergy, so could you tell me whether you offer a dairy-free breakfast? I would also like to know if Wi-Fi is included in the room price.

Our train arrives at 9:45 p.m. Could you let me know whether check-in is possible after ten o’clock? If our train is delayed, is there a number we should call?

Please confirm whether a suitable room is available and send me the total price, including any taxes. Could you also explain how much deposit is required?

Thank you for your help.

Kind regards,
Riley Chen

Opening and closing lines

Useful openings include:

• I would like to book a double room.
• I am writing to ask about room availability.
• I would like to reserve a room for two guests.

Useful endings include:

• Please confirm the availability and total price.
• I look forward to your reply.
• Thank you for your assistance.

Requesting a room feature

Use with for a feature: a room with a balcony, a bathroom with a shower. Use on for a floor: on the ground floor. Add if possible or preferably when the feature is not essential:

• I’d like a double room, preferably away from the lift.
• Could we have a room with a garden view, if possible?

Would like

Would like is polite and common in requests. Use would like + noun: I would like a twin room. Use would like + to + verb: I would like to make a reservation. The contraction I’d like is acceptable in a polite email.

Prepositions for dates and duration

• for + duration: for four nights
• from ... to ... + dates: from 6 to 10 May
• on + date/day/floor: on 6 May, on Monday, on the first floor
• with + feature: with a balcony

First conditional

Use the first conditional for a possible booking situation: If there are no twin rooms available, could we have a double room? In the if clause, use the present simple, not will: If breakfast is not included, we will eat in town.

Formal indirect questions

Indirect questions sound more polite. Begin with Could you tell me..., Can you let me know... or I’d like to know.... After if or whether, use statement word order:

• Direct: Is breakfast included?
• Indirect: Could you tell me if breakfast is included?
• Direct: Does the hotel have parking?
• Indirect: I’d like to know whether the hotel has parking.

Do not use question word order after if: write if breakfast is included, not if is breakfast included.

Common mistakes

• Write for three nights, not during three nights.
• Write from 12 to 15 July, not since 12 to 15 July.
• Include the number of guests, not only the room type.
• Ask for the total price and mention taxes or fees.
• Keep the message polite and avoid unnecessary personal information.

A2 hotel booking email checklist

Check the room type, dates, number of nights and guests. Make every essential request clear, use indirect questions correctly and ask for confirmation. Finally, check names, numbers, spelling and the email address before sending your message.