Request Letter for Hotel Room Quotation

We write a request letter for quotation to suppliers or service providers when we want to know what rates they are willing to provide their services. When we need to rent a hotel room for temporary accommodation and have a limited budget, we can ask the hotel management to provide us with a quote for a room. This way, we will be able to determine which hotel offers the cheapest rate for a room.

It is a formal letter in which we request a booking by informing the hotel management that we wish to reserve a room, and therefore, it is essential for us to know the room price.

Writing a professional letter is not a big deal. It can be done simply by following the basic format. Here, you know what to include as a basic requirement:

Give your introduction:

Inform the reader about your business and the purpose of your stay in the hotel room. Confirm that you would like to book one or more rooms at the hotel.

Be clear:

Specify the date you require a room and provide the reason for your request. Ensure that you are clear about your purpose and the specific days on which you need the room.

Write a formal request:

At the end of the letter, request that the reader inform you of the price and discount they offer, so that you can decide whether to rent a room in that hotel or not.

Read sample letters to see how a request is drafted when you want to get a quotation for a room:

#1

I am writing on behalf of XYZ Company to request a quotation for accommodation at your hotel. Our team, consisting of four employees, will be visiting Lahore to attend a client meeting from (date) to (date). Kindly suggest suitable accommodation packages along with a quotation.

Our requirements include four single-occupancy rooms, with an expected check-in time of around 2:00 PM on (date). Our employees would also need access to a conference room on the following dates: (date) and (date).

Kindly offer us your best corporate rates, including applicable taxes. We would appreciate receiving your quotation by (date).

Looking forward to your prompt response.

#2

I am writing as a representative of XYZ Company and would like to enquire about your corporate packages and rates. We are particularly interested in learning more about your accommodations and meeting facilities.

We anticipate regular bookings for our employees and business partners throughout the year. We prefer a hotel that can accommodate both short-term individual stays and small group events, such as workshops and conferences.

We would appreciate receiving a detailed quotation that includes the following:

Rates for basic rooms and premium suites.
Meeting and Conference Room rental rates.
Corporate discount packages or loyalty programs.

Kindly share the requested quotation by (date). We would appreciate your assistance.

Sample letter 3:

Subject: A request for hotel room quotation at [X]

Dear Sir/Madam,

I am (mention your name), owner of ABC Enterprises. My company is based in (mention the location), and we often send our employees to different cities for work purposes. Therefore, I would like to know about the price of booking the hotel. It is humbly requested that you please share the quotation for your prestigious hotel.

I am looking forward to booking approximately 10 rooms in your hotel from (mention the date) to (mention the date).

These rooms must be booked because my employees will need to stay somewhere temporarily to complete their work.

It would be beneficial for us if you could share quotation details with us at your earliest convenience. Thank you so much for your cooperation. We write back to you or make a phone call at [contact].

Regards,

Name of the sender
Sender’s designation in the company
Name of the company

Size: 35 KB

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Sample letter 4:

Subject: Requesting quotation for [X] hotel’s room at [ABC]

Dear Sir/Madam,

I hope this letter finds you in good health and spirits. We are writing to inquire about the availability of rooms in your hotel. However, we would like to know about the price of renting a room for one day.

We want to reserve five bedrooms in your hotel for a week. The room will be reserved from (mention the date) to (mention the date). My family and I visit the Northern area twice a year during summer and winter break. We have heard a lot about your hotel due to its high-quality services and hygiene. Therefore, we have decided to rent a room in your hotel.

We will also need to rent rooms in the future. Therefore, we would like to inquire about the quotation so that we can determine the cost of booking a room in your well-reputed hotel. Please also mention in the hotel how much discount you offer to first-time visitors as well as those who become your regular customers.

We look forward to a reply with the quotation details from your side. Thank you so much for your cooperation and assistance. If you have any questions, please don’t hesitate to contact us.

Regards,

Name of the sender

Address

Size: 47 KB