Sample Letter of Agreement for Hotel

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If you are looking to book a hotel for an event, function or even a vacation, it`s important to have a written agreement between yourself and the hotel. A letter of agreement outlines the terms and conditions of your reservation, ensuring that both you and the hotel are on the same page. Here`s a sample letter of agreement for a hotel that you can use as a template for your next booking:

[Your Name and Address]

[City, State, Zip Code]

[Phone Number]

[Email Address]

[Hotel Name and Address]

[City, State, Zip Code]

[Phone Number]


Dear [Hotel Manager`s Name],

I, [Your Name], hereby confirm my reservation for [Number of Rooms] rooms at your hotel for the dates of [Check-In Date] to [Check-Out Date]. The total number of guests will be [Number of Adults] adults and [Number of Children] children.

I understand that the total cost of my reservation will be [Total Cost], which includes all taxes and fees. The breakdown of my charges is as follows:

Room charge per night: [Room Rate]

Tax per night: [Tax Rate]

Total room charge: [Total Room Charge]

Other fees: [Additional Fees]

Total charges: [Total Charges]

I agree to pay [Deposit Amount] as a deposit to secure my reservation, and understand that this amount is non-refundable in the event of cancellation. The remainder of the balance will be due upon check-in.

I also agree to the terms and conditions of your hotel, which include your cancellation policy, check-in and check-out times, and other policies. I have read and understand these policies, which are detailed on your website.

Please confirm receipt of this letter of agreement by signing and returning the enclosed copy. If you have any questions, please do not hesitate to contact me.

Thank you for your assistance in making my stay at your hotel a pleasant one.


[Your Name]

Enclosure: Copy of Letter of Agreement

In conclusion, having a written agreement with your hotel can help prevent any misunderstandings or disagreements. By using the above sample letter of agreement, you can ensure that your booking goes smoothly and that you are clear on the terms and conditions of your reservation. Happy travels!

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