How do you write a special request for a hotel?

Say clearly the dates you want, the room type, number of occupants (adult / kids), extra bed request and whether you want breakfast or not. Don't forget to mention any additional information or special requests. Ask them to confirm your booking. Give them your phone number if you prefer to be contacted by phone.



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  1. When writing an email to a hotel, you can start with Hello or Dear (hotel name).
  2. Say clearly the dates you want, the room type and whether you want breakfast or not.
  3. Don't forget to mention any additional information or special requests.
  4. Ask them to confirm your booking.


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Most hotels offer the ability to select your room type and number when booking online or over the phone. You can also request a specific room upon arrival if one is available. Some hotels even allow you to view photos of their rooms before making your reservation so that you can choose exactly what you want!

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Here's the general formula I stick to:
  1. Find out the name of the person who makes the upgrade decisions. ...
  2. Address your email according to the hotel you're staying at. ...
  3. Tell them why you've chosen them specifically. ...
  4. Add some humour! ...
  5. Check the hotel's availability. ...
  6. End on a high. ...
  7. Tag the hotel on social media.


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If it prevents you from getting a good night's sleep then ask for a room change. Plumbing problems, electrical issues, and noise tend to be the big three and if upon check in your encounter any of them pick up the phone right away.

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Some special requests – such as room location (ocean view, high/low floor, away from elevator, etc.) – are based on availability and are accommodated at the time of check-in. Also, some special requests are at a premium.

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Requests pertaining to the services in the hotel: Here the guest request would be satisfied by the Front Office department internally. Requests not pertaining to the services in the hotel: Here the guest request would be satisfied by the Front office by contacting the required service provider outside the hotel.

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If you want to take the stress out of planning, you can definitely call ahead and ask the hotel to decorate your room romantically for you. Just be aware that this will most likely come at an extra cost to your stay.

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Safety is the number one reason hotels will ask during the reservation process who many guests will be booked into the room. Fire codes are an important component of any hotel stay, and you will see fire plans on the back of nearly every hotel room door in America.

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Start by introducing yourself and expressing your appreciation for the hotel's services. Then, explain why you think you deserve an upgrade - perhaps because of your loyalty as a frequent guest or because it's a special occasion like an anniversary or birthday.

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Engaging the staff in a pleasant conversation can go a long way, too. Tell them why you're visiting and ask if any complimentary upgrades are available. Here are some other ways to score a free hotel room upgrade. Ask for a corner room: If space is what you crave, corner rooms are often larger and more private.

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