Hotel Reservation Cancellation Email Sample: Easy & Stress-Free

In this article, I’ll guide you through the step-by-step process of writing a hotel reservation cancellation email, infused with tips from my personal experience, and provide a handy template to simplify your writing process.

Key Takeaways

  • Understand the Cancellation Policy: Always check the hotel’s cancellation policy before sending your email to understand any potential charges or deadlines.
  • Be Clear and Concise: Clearly state your intention to cancel the reservation, providing all necessary details for easy reference.
  • Include Essential Information: Always include your reservation details, such as booking number, dates, and your contact information.
  • Be Polite and Professional: Maintain a courteous and professional tone throughout your email.
  • Request Confirmation: Ask for a confirmation of the cancellation to ensure there are no misunderstandings.
  • Use a Template: Utilize a template to streamline your email composition process, ensuring you include all vital information.

Step-by-Step Guide to Writing Your Email

Step 1: Start with a Clear Subject Line

Begin with a subject line that is straightforward and informative. For example, “Cancellation of Hotel Reservation #123456”.

Step 2: Address the Recipient Properly

If you know the name of the recipient, address them directly (e.g., “Dear Mr. Smith”). If not, a simple “Dear [Hotel Name] Team” will suffice.

Step 3: State Your Purpose Clearly

In the opening line, immediately clarify that the purpose of your email is to cancel a reservation. This sets the right context for the reader.

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Step 4: Provide Your Reservation Details

Include all necessary details such as your name, the reservation number, and the dates of the booking. This information helps the hotel staff locate your booking quickly.

Step 5: Mention the Reason (Optional)

While not always necessary, providing a brief reason for your cancellation can be helpful, especially if you’re hoping for a waiver of cancellation fees under special circumstances.

Step 6: Request Confirmation of Cancellation

Ask the hotel to confirm the cancellation and to inform you of any applicable charges or refunds.

Step 7: Close Politely

End your email with a polite closing, such as “Thank you for your assistance with this matter.”

Step 8: Proofread Your Email

Always double-check your email for any typos or errors to maintain professionalism.

Personal Tips from Experience

  • Timing is Crucial: Send your cancellation email as soon as you know you won’t be needing the reservation to potentially avoid or reduce cancellation fees.
  • Keep Records: Always keep a copy of the cancellation email and any responses for your records.
  • Follow Up: If you don’t receive a confirmation within a reasonable time frame, don’t hesitate to follow up.

Real-Life Example

I once had to cancel a hotel booking due to a sudden business commitment. I used the steps outlined above and mentioned my reason for cancellation. 

The hotel was very understanding and waived the cancellation fee, highlighting the importance of clear communication.

Template for Hotel Reservation Cancellation Email

Subject: Cancellation of Hotel Reservation #123456

Dear [Hotel Name] Team,

I am writing to inform you that I need to cancel my upcoming reservation due to [brief reason, if applicable]. Below are the details of my booking:

– Name: [Your Name]
– Reservation Number: [Reservation Number]
– Check-in Date: [Date]
– Check-out Date: [Date]

I kindly request a confirmation of this cancellation and information regarding any applicable cancellation fees or refunds.

Thank you for your understanding and assistance with this matter. I hope to book with your hotel in the future under more favorable circumstances.

Best regards,
[Your Name]


Writing a hotel reservation cancellation email doesn’t have to be daunting. By following these steps and utilizing the template provided, you can communicate your needs effectively and maintain a good relationship with the hotel. Remember, the key is to be clear, concise, and courteous throughout your correspondence.

I’d love to hear about your experiences with cancelling hotel reservations or if you have any additional tips to share. Please leave a comment below with your stories or advice!

Frequently Asked Questions (FAQs)

A middle-aged Hispanic woman in business casual attire

Q: How Do I Write a Hotel Reservation Cancellation Email?

Answer: When I had to cancel my hotel reservation last month, I made sure to keep my email concise and polite. I started by mentioning my reservation details, including the booking number and dates. 

Then, I clearly stated that I needed to cancel the booking due to unforeseen circumstances. I also asked for a confirmation of the cancellation and inquired about any potential cancellation fees. Remember to provide your contact information for any follow-up.

Q: What Should I Include in the Subject Line of the Cancellation Email?

Answer: In my experience, a clear and direct subject line works best. I usually write something like “Cancellation Request – Reservation No. [Your Reservation Number]”. This helps the hotel staff to quickly identify the purpose of your email, which can speed up the processing of your request.

Q: Is It Necessary to Explain Why I’m Cancelling My Hotel Reservation?

Answer: It’s not always necessary, but it can be helpful. When I had to cancel my booking due to a family emergency, I briefly mentioned it in my email. This information can sometimes make the hotel more understanding, especially if you’re hoping for a waiver of cancellation fees.

Q: How Soon Should I Send the Cancellation Email?

Answer: As soon as you know you can’t make it. I always try to send the cancellation email as early as possible. This not only increases the chances of avoiding cancellation fees but also helps the hotel manage their bookings more effectively.

Q: Should I Follow Up If I Don’t Receive a Confirmation of Cancellation?

Answer: Absolutely. Last year, I didn’t receive a confirmation for a cancellation, so I followed up with a phone call. It turned out there was a mix-up in their email system. 

Following up ensures your cancellation has been processed and can prevent any misunderstandings about no-show charges.

1 thought on “Hotel Reservation Cancellation Email Sample: Easy & Stress-Free”

  1. This article is incredibly helpful and well-structured, offering clear and practical advice for a usually stressful task. The email template is a particularly useful touch

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