PARTNER GUIDE
How to write booking confirmations that clients actually read
Published October 27, 2026
A good booking confirmation puts the essential details at the top, then the conditions, then who to contact. Clients usually read the first few lines, so the most important information must be there.
Start with the essentials: guest names, hotel name, check-in and check-out dates, room type and meal plan. If there is a transfer, add the pickup date, time, flight number and meeting point right below. Use simple labels and short lines instead of long paragraphs.
Next, list the conditions that cause the most disputes. State the cancellation deadline with its date and time, any charges payable at the hotel, such as city or tourism fees, and the standard check-in and check-out times. Mention that special requests are not guaranteed.
Finish with contact details: a phone or WhatsApp number your client can reach in an emergency, ideally with the hours you are available, and the hotel's address so they can show it to a driver.
Before sending, read the confirmation as the client would. If something could be misunderstood, rewrite it. A few extra minutes here saves many phone calls later.