Make a Reservation • Letter Templates and Guides

How to write this letter:

1State that you are placing an order or requesting a reservation.
2Provide necessary details to ensure that your reader will fill the order properly. Include catalog and reference numbers whenever possible. Indented lists make complex information quick and easy to read.
3Make arrangements to pay for the order by check, COD, money order, credit card, credit account, or other means.
4Provide instructions about where and how to send the order.
5End with a brief expression of appreciation and/or make provision for addressing questions or problems in filling the order.


Anticipate the details necessary to make the order accurate and complete.

Example Letter #1


I am enclosing my check #242 for $30 to reserve two opening night seats for Carmen on July 14. I prefer seats in the center section between rows 15 and 20. I understand that you will bill me the additional $60.

My mailing address is 1600 Main Street, Springfield, Kansas 12345. I further understand that I forfeit my deposit if I elect not to complete the ticket purchase. I appreciate being able to reserve tickets prior to the opera being announced to the general public. Please call me at 555-5555 if additional information is required.

Example Letter #2


I would like to order items #3456 (black desk) and #1234 (filling cabinet) from your catalogue. According to the order form, the desk retails for $359.00 and the cabinet for $45.00. I only need one of each, which totals $404.00. As usual, send the merchandise to the factory outlet along with the bill.

Thank you for your prompt service.

Example Letter #3


I wish to reserve two signed, first edition hardback copies of Harold Walfield's forthcoming mystery novel. Please find enclosed my deposit of $40. When I receive notification of the novel's release, I will pay the remaining cost, including shipping and handling fees, so that the books may be delivered to the above address by air courier. Please notify me by return mail when I might expect to receive the order. I thank you for your cooperation.

Example Letter #4


I would like to reserve a double room for the nights of June 20, 21, and 22. My husband is confined to a wheelchair, so we need to have a shower stall and a room which are wheelchair accessible. Please note that we will not be arriving until about 10:00 p.m. on the night of June 20.

I am enclosing a check for $50.00 as a deposit. Please send written confirmation of this reservation to me at the above address. If you have any questions, my phone number is 555-5555.

Thank you very much. We are looking forward to our stay at the Springfield Plaza.