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, save as PDF, or click Email to send it directly to the guest.
The letter can be printed and handed to the guest, saved as PDF, or emailed directly from the PMS.
Emailing the Letter
- Open the reservation and click Confirmation Letter.
- Click Email in the letter modal.
- The recipient address is pre-filled from the guest's profile email (if set) — edit it if needed.
- Adjust the subject/message if needed and click Send.
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? Yes — click Email in the confirmation letter modal to send it directly to the guest's email address without leaving the PMS.
See also
- Reservations Overview — Full reservation management.
- Registration Form — Guest registration card for check-in.
- Configuration → Hotel Information — Property details shown on the letter.