Reservation Confirmation Letter
The Reservation Confirmation Letter is a printable document sent to the guest to confirm their booking. It shows the reservation details, stay dates, room type, rate, and property contact information.
See Reservations Overview for common FAQs and troubleshooting.
Access
From a reservation detail page, click Confirmation Letter (or the confirmation letter icon/button in the reservation actions).
What It Contains
The confirmation letter typically includes:
| Section | Content |
|---|---|
| Property Header | Hotel name, address, phone, email, logo. |
| Guest Details | Guest name, email, phone. |
| Reservation Details | Reservation number, arrival date, departure date, number of nights. |
| Room Details | Room type, room number (if assigned), number of guests. |
| Rate | Rate plan name and nightly rate. |
| Special Requests | Any special requests noted on the reservation. |
| Booking Info | Reservation type, source, market code. |
| Footer | Property contact details and any terms/conditions. |
Generating the Letter
- Open the reservation (from the reservation list or detail page).
- Click Confirmation Letter.
- A modal opens with a formatted preview of the letter.
- Click Print to print, or save as PDF.
The letter can be printed and handed to the guest, or saved as PDF and emailed.
When to Use
- At the time of booking — send to the guest as proof of reservation.
- At check-in — provide a copy if the guest did not receive one earlier.
- For corporate bookings — send to the company contact for their records.
Common FAQs
The confirmation letter shows no rate. The reservation may not have a rate assigned. Ensure a rate plan and room type are selected on the reservation.
The hotel logo or address is wrong. Hotel information is configured in Configuration → General Configuration → Hotel Information. Ask your administrator to update it.
Can I email the confirmation letter directly from the PMS? The current version generates a printable/PDF version. Email it manually by saving as PDF and attaching to an email.
See also
- Reservations Overview — Full reservation management.
- Registration Form — Guest registration card for check-in.
- Configuration → Hotel Information — Property details shown on the letter.