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Hotel refund request letter 2024 (free samples)

A hotel refund request letter is a written communication that you send to a hotel when you want to ask for your money back because you are no longer able to stay at the hotel as planned.

This could be due to various reasons, such as a change in your travel plans, unexpected circumstances, or dissatisfaction with the accommodations.

The letter typically explains the situation, provides relevant details like your booking information, and politely requests a refund for the amount you paid for the reservation.

It’s important to be clear, polite, and concise in your letter to increase the chances of a positive response from the hotel.

I have shared a full guide on how to write a refund request letter. You can check that guide here.

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Today I will only share with you different templates and samples of hotel refund request letters.

Let’s get started

Hotel refund request letter [template]

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

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

Subject: Request for Refund for Reservation #[Your Reservation Number]

Dear [Hotel Manager’s Name],

I am writing to request a refund for my reservation #[Your Reservation Number] which was scheduled for [Check-in Date] to [Check-out Date]. Due to unforeseen circumstances, I regret to inform you that I am no longer able to keep my reservation as planned.

I had been looking forward to my stay at [Hotel Name] and was excited about experiencing your renowned hospitality. However, due to [briefly explain the reason for the cancellation, e.g., a sudden family emergency/change in travel plans / unexpected work commitment], I am now unable to proceed with my travel arrangements.

I kindly request your understanding and consideration in granting me a full refund for the amount I paid for the reservation. Here are the details of my booking:

  • Name on Reservation: [Your Name]
  • Reservation Number: [Your Reservation Number]
  • Check-in Date: [Check-in Date]
  • Check-out Date: [Check-out Date]
  • Total Amount Paid: [Total Amount Paid]

I understand that there might be cancellation policies in place, and I apologize for any inconvenience my cancellation may cause. I truly value the reputation of [Hotel Name] and hope that you can assist me in this matter. If possible, I would be open to rescheduling my stay for a later date, depending on the circumstances.

I appreciate your attention to this request and would be grateful for your prompt response. Please let me know the process for obtaining the refund or any additional information you require from my end.

Thank you for your understanding and assistance. I look forward to resolving this matter amicably.


[Your Full Name]

[Attachments: Attach any relevant documents like booking confirmation, cancellation policy, etc., if necessary.]

Hotel refund request letter sample

John Smith
123 Main Street
Anytown, USA 12345
(555) 123-4567
August 20, 20…

Sarah Johnson
Customer Relations Manager
Grandview Hotel
456 Hospitality Avenue
Cityville, USA 67890

Subject: Request for Refund – Reservation #123456789

Dear Ms. Johnson,

I am writing to kindly request a refund for my reservation with reservation number #123456789, which was booked for the period from September 5, 20.., to September 10, 20…

Unfortunately, circumstances beyond my control have arisen, leading to a change in my travel plans. I had eagerly anticipated my stay at Grandview Hotel and was drawn to your establishment by its exceptional reputation for hospitality and comfort. Regrettably, due to unforeseen medical circumstances, I am no longer able to honor this reservation.

I understand that your hotel has policies in place to manage cancellations, and I sincerely apologize for any inconvenience this may cause. However, I am hopeful that, considering the exceptional circumstances and my keen interest in experiencing Grandview Hotel’s renowned services, you might be able to make an exception in this case.

Here are the pertinent details of my booking:

  • Name on Reservation: John Smith
  • Reservation Number: 123456789
  • Check-in Date: September 5, 20…
  • Check-out Date: September 10, 20…
  • Total Amount Paid: $500

I would like to express my genuine desire to resolve this matter amicably. If it is possible to process a refund for the amount paid, I would greatly appreciate your assistance. Alternatively, if rebooking for a future date is an option, I would be open to considering this possibility based on the evolving circumstances.

I understand that you handle such requests within the framework of your policies, and I appreciate your time and attention to this matter. Your understanding and flexibility would go a long way in alleviating the challenges posed by the current situation.

Thank you for your prompt attention to this request. I look forward to your response and remain hopeful for a positive resolution.

Warm regards,

John Smith

[Attachments: Include any relevant documents, such as booking confirmation, if needed.]


FAQ about hotel refund request letter

Why do I need to write a hotel refund request letter?

Writing a hotel refund request letter serves as a formal and documented way to communicate your situation to the hotel. It helps explain the reason for your cancellation, provide essential booking details, and make a polite request for a refund.

How do I format a hotel refund request letter?

Format your letter like a formal business letter. Include your name, address, date, the recipient’s name and address, a subject line, a salutation, the body of the letter with appropriate paragraphs, a closing, and your signature. You can also add attachments if needed.

Should I mention the reason for my cancellation in detail?

It’s good to provide a brief and honest explanation for your cancellation, but you don’t necessarily need to go into extensive detail. Keep it concise while conveying the circumstances that led to your cancellation.

Can I ask for a full refund in my letter?

Yes, you can ask for a full refund in your letter. Clearly state the amount you paid and request a full refund. However, be aware of the hotel’s cancellation policy and any fees that might be applicable.

How soon should I send the letter after making the reservation?

Send the letter as soon as you are certain about the cancellation. The earlier you inform the hotel, the better chances you have of receiving a refund. Many hotels have cancellation deadlines, so try to send the letter well before that deadline.

Can I request to reschedule my stay instead of a refund?

Yes, you can request to reschedule your stay in your letter. Express your willingness to consider rebooking for a future date if it’s a viable option for you. This shows flexibility and cooperation.

Is it necessary to include attachments with the letter?

Attachments like booking confirmation, cancellation policy, or any relevant documents can support your case. If you have them, it’s a good idea to include them. However, if you don’t have attachments, your letter should still be clear and informative.

How long does it usually take to receive a response to a refund request?

The response time varies from hotel to hotel. Some may respond within a few days, while others might take longer, especially if they need to review your request and gather relevant information.

What if the hotel refuses to provide a refund?

If the hotel refuses your refund request, you can consider negotiating with them, rescheduling your stay if possible, or checking if your travel insurance covers such situations. You can also seek advice from consumer protection agencies or legal experts if needed.

Isack Kimaro
Isack Kimaro

Isack Kimaro, a lawyer, Creative Writer and self-taught SEO expert has been a prominent author of law-related topics since 2017. Through hard work, dedication, and a relentless pursuit of knowledge, Isack has successfully navigated the legal industry by providing valuable and easy-to-understand legal information to 500,000+ individuals of all levels of understanding.