Confirm a Reservation or Registration (Organizer's or Accommodation Provider's Letter) • Letter Examples and Guide

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Example Letter #1


This letter confirms your reservation for our Lincoln County Mental Health Association Annual Conference to be held March 4-6, 2019. We are reserving space for you in each of the four substance abuse treatment workshops.

Please send your personal check or a money order covering the $50.00 conference registration fee and $75.00 for each of the workshops to the Association address above. In order to secure your space at the four workshops, we must receive your check or money order for 350.00 no later than February 28, 2019.

If you have any questions, please write or call.

Example Letter #2


As I mentioned in our telephone conversation, all the spaces for the Red Cross Emergency First Aid training and certification classes to be given on January 15, 2019, have been filled. However, because so many employees have expressed interest in this training, the company has requested that the classes be offered again on March 15.

Your name has been placed on a list for that class, and you will be notified of the time and place.

Example Letter #3


This confirms your request for three rooms for the night of January 16, 2019, in conjunction with our stockholders' meeting. We have made your reservations at the Springfield Hotel.

The total charge to your credit card is $1,000.00, including state taxes. Cancellations will not be accepted after January 15.

If you wish to contact us regarding this reservation, or if we may be of further service, please refer to confirmation #123456.

Example Letter #4


This letter is confirmation of your reservation at the Springfield Resort. Your confirmation number is #123. You are confirmed for a stay of three nights, from March 24 through March 26, 2019, in a room with a king-size bed. The rate is $125.00 per night. Unfortunately, there are no rooms available with an ocean view.

Since this is a guaranteed reservation, you must cancel at least 24 hours before your planned arrival to receive a refund. We look forward to your arrival. Thanks for choosing us.

Letter-Writing Tips

This letter confirms the reader's reservation or registration. You should repeat the details of the agreement so your reader can respond to any misunderstandings that may have arisen. Your letter should be brief, positive, and businesslike.

Step-by-Step Guide

1 Provide the confirmation and review the details of the agreement that you worked out in earlier communication. Mention specific dates, times, and prices.

Example Sentences

Example Phrases

2 Mention any minor changes, special instructions, or other information that your reader might need to know.

Example Sentences

Example Phrases