Proven Hotel Complaint Letter Templates

Here are three detailed templates that you can adapt to your specific situation:

Template 1: Issue with Room Cleanliness





[Your Name]
[Your Address]
[City, State, Zip Code]
[Email Address]
[Phone Number]
[Date]

[Hotel Manager’s Name]
[Hotel Name]
[Hotel Address]
[City, State, Zip Code]

Dear [Hotel Manager’s Name],

I am writing to express my disappointment with the cleanliness and maintenance of my room during my recent stay at [Hotel Name] from [Check-in Date] to [Check-out Date]. Despite the hotel’s reputation for excellence and service, my experience was far from satisfactory.


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Upon my arrival, I noticed the following issues: [List specific issues, e.g., stained bedding, unemptied trash bins, a malfunctioning air conditioner, etc.]. These conditions were not only uncomfortable but also raised concerns about the overall hygiene and upkeep of the establishment.

I brought these issues to the attention of the front desk staff on [Date/Time], expecting prompt action. Unfortunately, the response was [describe the response, e.g., delayed, inadequate, dismissive]. Such service is not what I anticipated from a hotel of your caliber and has significantly impacted my stay and perception of your brand.

I trust that [Hotel Name] values its guests and their feedback. Therefore, I kindly request [specific action, e.g., a partial refund, a complimentary future stay, assurance of improved standards]. I believe this will demonstrate your commitment to guest satisfaction and service excellence.

Thank you for addressing this matter promptly. I am looking forward to your response.

Sincerely,
[Your Name]


Template 2: Issue with Service

[Your Name]
[Your Address]
[City, State, Zip Code]
[Email Address]
[Phone Number]
[Date]

[Hotel Manager’s Name]
[Hotel Name]
[Hotel Address]
[City, State, Zip Code]

Dear [Hotel Manager’s Name],

I recently stayed at [Hotel Name] from [Check-in Date] to [Check-out Date], and I am compelled to convey my dissatisfaction with the service provided during my visit. [Hotel Name] is renowned for its hospitality, which is why the service I received fell short of my expectations.

Specifically, I encountered the following issues: [List issues, e.g., delayed room service, unhelpful staff, long wait times at check-in]. These problems significantly detracted from my overall experience and convenience during my stay.

Upon raising these concerns with [mention the personnel or department, e.g., room service, front desk], I received [describe the response or lack thereof]. This lack of prompt and effective resolution was disappointing and not in line with the high standards I anticipated from your establishment.

Given these circumstances, I kindly request [state your desired resolution, e.g., an apology, staff training improvements, or compensation]. I believe that addressing these issues is crucial for maintaining the esteemed reputation of [Hotel Name].

I appreciate your attention to this matter and look forward to a resolution that reflects the hotel’s commitment to guest satisfaction.

Yours sincerely,
[Your Name]


Template 3: Issue with Facilities

[Your Name]
[Your Address]
[City, State, Zip Code]
[Email Address]
[Phone Number]
[Date]

[Hotel Manager’s Name]
[Hotel Name]
[Hotel Address]
[City, State, Zip Code]

Dear [Hotel Manager’s Name],

I am writing to bring to your attention several concerns regarding the facilities at [Hotel Name] during my stay from [Check-in Date] to [Check-out Date]. While I had looked forward to a comfortable and enjoyable stay, several issues regarding the hotel’s amenities were disappointing.

The primary concerns were as follows: [Detail the issues, e.g., non-operational gym equipment, pool cleanliness, issues with dining facilities]. These problems not only inconvenienced me but also fell short of the standards I expected based on your hotel’s description and reviews.

Despite reporting these issues to [mention who you reported to, e.g., the concierge, the front desk], the solutions provided were either temporary or unsatisfactory [provide details if necessary]. Such experiences have led me to reconsider my choice of accommodation for future visits to the area.

To address these issues, I would appreciate [mention your desired resolution, e.g., a discount, a refund, improvements in facilities]. Ensuring these facilities are in top condition is vital for providing guests with the quality experience your hotel promises.

Thank you for your attention to these matters. I trust that you will take the necessary steps to improve these aspects of your hotel. I look forward to hearing from you soon.

Best regards,
[Your Name]

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