3 Hotel Cancellation Letters Templates: Avoid Fees

Each template is designed to address different circumstances around hotel booking cancellations, from standard cancellations to emergencies and professional commitments, providing a polite and clear request for the cancellation and any follow-up actions required

Template 1: Standard Hotel Cancellation Letter





Subject: Cancellation of Reservation No. [Reservation Number]

Dear [Hotel Name] Team,

I hope this message finds you well. I am writing to inform you of the cancellation of my reservation (Booking Reference: [Reservation Number]) scheduled for [Arrival Date]. Due to unforeseen circumstances, I am unable to proceed with my travel plans.

I kindly request the cancellation of my booking in accordance with your hotel’s cancellation policy. Please process any applicable refunds to the original payment method ([Credit Card/Debit Card/Bank Transfer], Last Four Digits: [XXXX]) at your earliest convenience.


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I appreciate your assistance in this matter and look forward to the opportunity to stay at [Hotel Name] in the future. Please confirm the cancellation and refund process in writing.

Thank you for your understanding and cooperation.

Warm regards,

[Your Full Name]
[Your Contact Information]
[Reservation Number]


Template 2: Last-Minute Cancellation Due to Emergency

Subject: Urgent Cancellation Request – Booking [Reservation Number]

Dear [Hotel Manager/Reservations Department],

I regret to inform you that due to an emergency, I must cancel my reservation with [Hotel Name] for the stay starting on [Arrival Date]. My booking reference is [Reservation Number].

I understand that my cancellation request comes close to the arrival date, and I am aware of the standard cancellation policy. However, I kindly ask for your understanding and any possible consideration for a reduced cancellation fee or a waiver, given the unexpected nature of my circumstances.

Please let me know the next steps for processing this cancellation and any information regarding potential refunds or credits for future stays. Your support in this difficult time is greatly appreciated.

Best regards,

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


Template 3: Professional Cancellation Request with Reschedule Intent

Subject: Request to Cancel and Reschedule Upcoming Reservation [Reservation Number]

Dear [Contact Person at Hotel],

I hope this note finds you well. I am writing to request the cancellation of my upcoming reservation at [Hotel Name], originally scheduled for [Arrival Date] (Booking ID: [Reservation Number]). Due to a change in my professional commitments, I am unable to fulfill my travel plans as intended.

While I regret the need to cancel at this time, I am keen on rescheduling my visit to your esteemed property for a future date. Could you please guide me through the process of cancelling the current booking and inform me about the availability for later dates?

Furthermore, I would appreciate details on any cancellation charges that may apply and the procedure for applying my previous payment towards a new reservation.

I thank you in advance for your understanding and assistance. [Hotel Name] comes highly recommended, and I look forward to experiencing your hospitality soon.

Kind regards,

[Your Full Name]
[Your Contact Information]
[Booking Reference]

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