3 Hotel Cancellation Email Templates: Easy & Stress-Free

Below are three unique and detailed templates for writing a hotel reservation cancellation email. Each template is designed to cater to different contexts or tones you might need, ranging from straightforward to more detailed explanations for the cancellation.

Template 1: Straightforward Cancellation

Subject Line: Cancellation of Reservation [Your Reservation Number]

Email Body:

Dear [Hotel Name] Team,

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I am writing to inform you that I must cancel my upcoming reservation due to unforeseen circumstances. Below are the details of my booking:

  • Reservation Number: [Your Reservation Number]
  • Name on Reservation: [Your Full Name]
  • Check-in Date: [Your Check-in Date]
  • Check-out Date: [Your Check-out Date]

I kindly request that you confirm the cancellation of this reservation and inform me about any applicable cancellation fees or refunds I can expect. If there are any forms or additional steps required from my side, please advise.

Thank you for your understanding and prompt attention to this matter.


[Your Full Name]
[Your Contact Information]

Template 2: Detailed Explanation

Subject Line: Request for Reservation Cancellation and Refund – Booking [Your Reservation Number]

Email Body:

Dear [Hotel Name] Customer Service,

I hope this message finds you well. Regrettably, I need to cancel my reservation due to [reason for cancellation – e.g., health issues, travel restrictions, personal emergency]. I had been looking forward to my stay at your hotel, and it is with great disappointment that I make this request.

Here are the details of my booking for your reference:

  • Reservation Number: [Your Reservation Number]
  • Guest Name: [Your Full Name]
  • Scheduled Check-in Date: [Your Check-in Date]
  • Scheduled Check-out Date: [Your Check-out Date]

Given the circumstances, I kindly request your assistance in processing this cancellation. Additionally, I would like to inquire about the possibility of a full or partial refund or if my booking could be credited for a future stay.

I understand the policies surrounding cancellations and appreciate any consideration you can extend under these exceptional circumstances. Please let me know the next steps and any information you require from me to facilitate this process.

Thank you for your understanding and assistance.

Warm regards,

[Your Full Name]
[Your Email Address]
[Your Phone Number]

Template 3: Apologetic and Requesting Consideration

Subject Line: Personal Request to Cancel Reservation No. [Your Reservation Number] Due to Unforeseen Circumstances

Email Body:

Dear [Hotel Manager’s Name],

I am reaching out with a heavy heart to request the cancellation of my upcoming reservation at [Hotel Name]. Unfortunately, due to unforeseen circumstances that have recently arisen, I find myself unable to proceed with my planned travel.

  • Booking Reference: [Your Reservation Number]
  • Name Under Reservation: [Your Full Name]
  • Arrival Date: [Your Check-in Date]
  • Departure Date: [Your Check-out Date]

While I am aware of the cancellation policy, I kindly ask if any special considerations could be made given the nature of my situation [optionally, you can add a brief explanation here]. 

I hope for your understanding and am looking for guidance on how to proceed with this request, including any potential for a waiver of cancellation fees or alternative arrangements that might be available.

Please let me know if there are any forms to complete or further details needed from my end. Your support and understanding in this challenging time are greatly appreciated.

With sincere apologies for any inconvenience caused and gratitude for your consideration,

[Your Full Name]
[Your Email Address]
[Your Contact Number]

These templates can be adjusted based on your specific situation and the tone you wish to convey. Always ensure to include all necessary booking details and express your request clearly to facilitate the cancellation process smoothly.

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