Letter of guarantee for hotel payment. A letter to the hotel in English asking to confirm the reservation. Prepayment of the hotel upon receipt of confirmation of accommodation

Confirmation reservation

Booking confirmation- This a reservation confirmed by a special notice sent by the hotel to the client. Subject to availability free seats the hotel makes a reservation and sends a reservation confirmation containing information about the guest's name, length of stay, room category, price and additional services that can be booked in advance (for example, the cost of transfer, breakfast, etc.). The booking confirmation text must be sent to the client on letterhead, which indicates the order confirmation number, position and surname responsible person reservation department, as well as other hotel details. Confirmation is necessary so that the hotel can always prove that the customer was informed about the conditions of booking at this hotel.

Usually a specific room is not booked, but only a category of room is reserved (for example, single, luxury, apartment, etc.), but if a guest, especially from among regular or VIP clients, prefers a specific room, then his wish, is usually taken into account. In this case, if possible, you should provide the client with his favorite number.

Hotels may change their pricing policies, as well as the procedure for confirming reservations during the course of operation. Officially published rates for accommodation are subject to change without notice to the client, but the room rate indicated in the booking confirmation is not subject to change. The hotel should inform customers in writing about changes in tariffs for the accommodation services provided at least 30 calendar days before the date of introduction.

Booking conditions vary from hotel to hotel. To avoid misunderstandings, customers should explain them in detail when contacting the hotel.

It is strictly forbidden to send a booking confirmation form containing official resolutions, notes, signatures of employees of the reservation department or sales service to the client's company.

Clients who wish to have their room specially prepared for check-in must provide: method of payment, name of the guest, name and address of the person paying for the additional service, detailed description necessary: if gifts - then what kind, if you need a postcard - then what content, etc.

All additional requests must be made on a special form and must be paid for.

The process of processing a letter requesting accommodation and issuing a booking confirmation is as follows.

1. Upon receipt of a letter requesting accommodation, an employee of the reservation department fills out the appropriate form (New Reseivation) or enters the most important data from the letter - application for accommodation in the room reservation log. Next, he registers this request in the hotel’s electronic reservation system and assigns a serial number to it. All reservations must be entered into the computer system within 1-2 hours.

Based on the entered information, a long-term hotel occupancy schedule is generated. When registering a reservation request, special attention should be paid to the type of reservation and form of payment. For a guaranteed reservation, the application must indicate the details of payment documents guaranteeing receipt of payment for the room in the event of a guest’s no-show or late cancellation of the reservation by the client (number credit card customer or bank transfer number). The more information is included in electronic system reservations, the better and faster the process of check-in and check-out of clients will be.

2. An employee of the reservation department prepares a reservation confirmation, where all the necessary data is entered. Confirmation number (Comfirmation number) will be the same number under which the application for placement was registered. As a rule, hotels already have booking confirmation forms. They can be forms, either embedded in the electronic booking system or printed. Reservation confirmation must be made in the same language in which the accommodation request was made. The main languages used in business correspondence when booking hotel rooms in Russia are Russian, English, German, and to a lesser extent French, Spanish and other languages. The text of the booking confirmation largely depends on the type of booking. For a guaranteed reservation, a waiting period for the guest is specified, after which penalties apply in case of late cancellation of the accommodation order or non-arrival at the hotel. For non-guaranteed reservations, the time until which the guest can expect to receive the room he has reserved is indicated. As a rule, the booking confirmation text begins with a thank you for your choice of this hotel. The following options can be taken as the basis for confirmation texts:

As a basis for confirmations regarding the conditions and procedure for booking for English language You can take the following texts:

The first confirmation refers to a reservation that is not yet guaranteed. The second is about guaranteed reservations.

In addition to the conditions and procedure for booking in the confirmation texts, guests can be informed about the procedure for visa support, food conditions, transfers, check-in time and check-out time at the hotel, as well as provide answers to any questions the clients may have.

3. An employee of the reservation department sends a reservation confirmation to the fax number specified in the letter - an application for accommodation from a company, firm or individual. The employee must ensure that the booking confirmation is received by the recipient in full, without distortion. In this case, confirmation of the successful receipt of the message will be the answer “OK” on a special report form (Transmission control receipt), issued by fax. If you receive an unclear message (blurred or unreadable text), the fax will respond Error or Poor line condition.(Fax responses vary by machine model and may vary.)
4. All registered letters - applications for accommodation, booking confirmations for these applications and positive confirmations of fax receipt by the addressee are sorted by arrival date and stored in the reservation department until the guest arrives at the hotel. This is necessary to clarify the details of accommodation upon arrival of the guest. After the departure of the guests, these

Rice. 10.

the documents are transferred to the hotel archives. This is necessary in case any details about the client’s past residence are clarified.

Sometimes there are changes to the reservation. Clients do not completely cancel the order, but only partially change the conditions. This applies, first of all, to the length of stay, number of persons, room category, and special wishes of guests. Such changes are recorded by the staff of the reservation department in a special form or notes are made in the journal for registering requests for accommodation.

All changes to the reservation must also be entered into the computer system.

If changes are possible, the reservation department employee makes changes to the existing confirmation, corrects individual details of the reservation and sends a fax to the client’s address marked “reconfirmation” (reservation reconfirmation). In Fig. 10 shows a sample text of a booking reconfirmation.

The reservations officer should inform the affected departments of any changes. If the reservation cannot be changed due to the hotel being busy on the requested dates, then you need to offer the client alternative numbers and room category, and also ask if he wants to be included in the waiting list. Live sheets

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Denmark is checked daily. If rooms become available, reservations staff will call customers on the waiting list. Priority is determined by the department manager. In Fig. 11 provides a sample form for changes to a reservation.

If the reservation is impossible for one reason or another, the reservation department sends an official refusal to accommodate, containing an apology, the reason for the refusal, informs about the period of improvement of the situation with available rooms and expresses hope for further cooperation. The text of such a refusal may look like this:

Sample refusal texts for placement in English are given below.

IN ordinary life A modern person often, and for some not so often, has to go on various business trips. Stay at various hotels or hotels. And upon arrival home to the native walls of your company or organization, a very scrupulous and exciting moment will be confirmation of accommodation in a hotel or hotel in order to return your hard-earned money. So that the accountants of your “office” sleep peacefully and your nerves are intact, I advise you to prepare for the report thoroughly.

To begin with, even before leaving for a business trip city, I advise you to acquire a Power of Attorney and a certificate request from the accounting department about issuing an invoice or certificate of work according to the simplified tax system. Be careful, it’s better to check everything on the spot than to prove that you’re right later.

The power of attorney must be drawn up in your name (without errors or clerical errors), and must include

Full name of the company.
Legal address (required zip code, city, street, house).
INN and checkpoint of the company.
Well, now let's go. When registering or checking into a hotel, you must be given a receipt or an agreement concluded with you, with exact data:
Hotel name;
Full name of the guest, therefore, you;
Number of room or bed in the room ( short description"luxury, junior suite, economy, bed)
the cost of the room or bed in it;

Naturally, everything is without errors or clerical errors. And when you leave, don’t forget to get:

1.Cash receipt.
2. Invoice, necessarily with a live seal of the hotel.
3. Invoice.
This is provided that you stayed in a hotel that applies VAT.
When a hotel operates under the Simplified Taxation System (without VAT), you must provide a certificate confirming the operation under the simplified tax system (at the request of the accounting department, and if you have a power of attorney that you brought with you).

You can also confirm your hotel stay
work performance certificate
contract for the provision of services
price list for hotel services

If the hotel does not have a cash register, then instead of a check you should be given a strict reporting form with the required details:

Address of the current executive body of the legal entity. faces,
six-digit document number and series,
Taxpayer INN assigned to the organization (individual entrepreneur) that issued the document.

Foreign companies issue documents: INVOICE or “PRO-FORMA-INVOICE”, in Russian this is the same ACCOUNT. And certificates of completed work are available upon request (power of attorney) without restrictions. Be sure to get this act, so that later the Bank’s Currency Control, which this Act requires (referring to currency legislation) since the account is not a document for them, will not “attach” to you.

So, let's summarize.

To report on travel funds, the employee must provide the following documents to the accounting department:

1. Cash receipt or strict reporting form.
2. Invoice confirmed by the hotel stamp.
3. Invoice (if working with VAT) or a certificate confirming work under the simplified tax system
4. certificate of completed work (if a foreign hotel) or at will
5. price list for hotel services (optional)
6. contract for the provision of services (if possible).

If the accounting department makes a request for information, the hotel is obliged to provide it. People like to ask accountants in different ways:
but most often it's a phone call,
To verify the authenticity of documents, the accountant calls the hotel at the number indicated on the invoice. And the registrar checks the accuracy of the information and tells him where and when the employee stopped.

To book a hotel room directly through the hotel and request confirmation of the booking via fax or email to the British Embassy, you must write to the hotel as follows:

Dear Sir / Madame,

I would like to book a double / single room with your hotel for 2 persons (2 people).
The arrival date is HERE WRITE THE DATE OF ARRIVAL,

departure AND HERE IS THE DEPARTURE DATE (Please include breakfast)

Please confirm my booking via fax/e-mail: HERE WE INDICATE YOUR FAX NUMBER OR YOUR E-MAIL

Such a confirmation of the reservation made is a visa processing requirement in the embassy of HERE INDICATING THE COUNTRY WHERE THE UK EMBASSY IS LOCATED IN WHICH YOU ARE APPLYING FOR A VISA

Yours faithfully,

Original letter in Russian:

Dear Sirs!

I would like to book a single/double room in your hotel for two people.

Arrival date …

Check out… (including breakfast)

Please confirm my order via fax/email: ...

This is needed for the embassy... in...

Best wishes,

And here is a sample letter asking to send a confirmation of a reservation, which was made using the Booking.com website:

Dear Sir / Madame,

I have booked a room in your hotel via booking.com for ENTER THE FIRST PERSON'S NAME and ENTER THE SECOND PERSON'S NAME from ARRIVAL DATE to DEPARTURE DATE. Could you, please send me a confirmation of my reservation with stamp and signature by fax INDICATING YOUR FAX NUMBER? I have to present this confirmation to the Consular Dept. of the SPECIFY THE COUNTRY OF THE EMBASSY THAT ISSUES VISAS Embassy in SPECIFY THE CITY AND COUNTRY WHERE THE EMBASSY IS LOCATED in order to obtain the entry visas. Please indicate 2 the both names in this reservation confirmation: SPECIFY THE FIRST AND LAST NAME OF 2 PEOPLE.

Yours faithfully

SIGNATURE (NAME AND LAST NAME)

Another example with a request for available rooms and their prices:

Do you have a place for one night bet SPECIFY ARRIVAL AND DEPARTURE DATE for 2 people?

What the price for room (all you rooms are beautiful) with double bed and bathroom?

SIGNATURE (NAME AND LAST NAME)

Here is a sample letter if you need a discount on a hotel room when special rates do not apply to the required dates:

I saw you have special offers. Maybe you can offer to us some nice price to?

Also if you could give me price for 3 night between SPECIFY ARRIVAL AND DEPARTURE DATE.

I will be happy to pay at advance)

SIGNATURE (NAME AND LAST NAME)

Well, if the hotel doesn’t have special prices, but you want a discount, then you can write this:

Me and my husband looking for nice place to stay for night 2 bet SPECIFY ARRIVAL AND DEPARTURE DATE for 2 people? Do you have special offers? Maybe you can offer to us some nice price to?

A business trip is required to resolve pressing issues for the employer’s company. Therefore, when sending an employee on a trip, the company reimburses him for expenses, including accommodation. Often the most convenient option for an employee is a hotel located close to the business trip.

At the end of the client’s stay, the hotel issues reporting documents for business travelers to confirm the fact of their stay at the hotel on certain days. Letter of the Ministry of Finance of the Russian Federation dated 02.25.2015 No. 03-07-11/9440 indicates that in the case when the hotel does not use cash register payments, the accommodating party is obliged to draw up a strict reporting form, which is developed independently. This form can have any name, for example, a voucher or a hotel check.

Upon returning from a business trip, you must provide documents issued by the hotel to the accounting department, which confirm your accommodation there. A cash receipt is also required for the advance report. Basic requirements for the form provided hotel company, the following:

The strict reporting form must necessarily contain the following details: name of the document, six-digit number and series of the document, full name of the organization providing the services, address, TIN of the organization and seal.
It is necessary that the strict reporting form be produced using a printing method or generated using automated systems. System requirements: mandatory protection from unauthorized access, identification and preservation of the number and series of the form for at least 5 years (Resolution of the Government of the Russian Federation of May 6, 2008 No. 359). Forms printed on a computer without the use of automated systems will not be accepted by the organization as confirmation.

Sample receipt confirming hotel accommodation

Payment for accommodation on a business trip in a budgetary organization and in a commercial one is equally made on the basis of a hotel invoice or an invoice and a cash receipt.

It is important to note that if a seconded employee provides his organization with a document on hotel accommodation that does not meet the specified requirements, and the organization takes these expenses into account in tax reporting, the Federal Tax Service may have claims. In this case, the company can defend its expenses in court. To do this, we recommend that you read the Resolution of the Federal Antimonopoly Service of the North-Western District dated November 1, 2010 in case No. A52-3413/2009.

In a situation where a hotel-type enterprise uses cash registers, the reporting includes a check and invoice or other documentation about the employee’s stay at the hotel.

If there is no account

Payment for hotel accommodation on a business trip in the absence of supporting documents is made on the basis of a request to a hotel-type enterprise to confirm the fact of the employee’s residence during the specified period of time and obtain a certificate.

Please note that in Moscow this request is allowed to confirm an employee’s expenses, which is confirmed by letter from the Federal Tax Service for Moscow and the Moscow Region dated August 26, 2014 No. 16-15/084374. The certificate must contain details of the services provided and confirmation of payment. And the company must have other documentation confirming the employee’s business trip, for example, a business trip order, travel documents etc.

Payment for a hotel on a business trip based on a certificate received upon request may not be accepted by the tax authorities. It is important to note that clause 1 of Art. 252 of the Tax Code of the Russian Federation allows for indirect confirmation of expenses to be taken into account, so the company can appeal the decision of the tax authorities.

Decree of the Government of the Russian Federation 1085 dated October 09, 2015 approved new Rules for the provision of hotel services. This resolution indicates the obligation to issue a strict reporting form or check.

Also, documents on hotel accommodation may be missing if a company rents residential premises to accommodate employees during a business trip. In this case, payment for the premises is made by the employer himself, so payment of expenses and reporting documents for living in an apartment on a daily basis are not provided.

Is it possible to include breakfast on the bill?

If breakfast costs are included in the bill as a separate item, it is not recommended to include them in accommodation costs. Subclause 12, clause 1, art. 264 of the Tax Code of the Russian Federation indicates that additional services may be included in the cost of accommodation, with the exception of service in bars and restaurants, in the room, and use of recreational and health facilities.

Also, the letter of the Ministry of Finance dated October 14, 2009 No. 03-04-06-01/263 explains that if the cost of food is allocated as a separate item, the employee receives income in kind. According to the Ministry of Finance, compensation for food does not apply to reimbursement of living expenses, and therefore may be subject to personal income tax and insurance payments.

If breakfast is not indicated as a separate item on the hotel bill, including it as an expense is fraught with tax risks. This situation has conflicting judicial precedents, so tax authorities can charge personal income tax on the specified amount. Insurance premiums in this case cannot be calculated, as indicated by letters from the Ministry of Health and Social Development of the Russian Federation dated 05.08.2010 No. 2519-19, FSS of the Russian Federation dated 17.11.2011 No. 14-03-11/08-13985

Other hotel services

According to paragraphs. 12 clause 1 art. 264 Tax Code of the Russian Federation, additional hotel services are subject to payment, with the exception of meals in bars and restaurants and the use of recreational and health facilities. Most used additional service is the reservation of rooms for employees. Some services may require proof of economic viability in order to be reimbursed.

Spending limits

The company has the right to set a limit on expenses for its posted employee. But it is not always possible to meet the specified amount, so a situation may arise when an employee has exceeded the limit of the allocated amount. In this case, if the employee exceeds the limit and provides an invoice from the hotel for the full cost of expenses, personal income tax is not withheld from him (paragraph 10, clause 3, article 217 of the Tax Code of the Russian Federation).

Please confirm your reservation

Dear Sir / Madame,

I would like to book a double / single room with your hotel for 2 persons (2 people).
The arrival date is ARRIVAL DATE.

departure DEPARTURE DATE (Please include breakfast)

Please confirm my booking via fax/e-mail: FAX NUMBER OR EMAIL

Such a confirmation of the reservation made is a visa processing requirement in the embassy of HERE INDICATING THE COUNTRY WHERE THE UK EMBASSY IS LOCATED IN WHICH YOU ARE APPLYING FOR A VISA

Yours faithfully,

SIGNATURE (NAME AND LAST NAME)

LATE/EARLY ARRIVAL NOTIFICATION LETTER

Late arrival:

Please be informed that it will be a late arrival. We plan to arrive at _____ o’clock p.m.
Please keep our room until that time.

Please keep in mind that we will arrive late. Planned time at ________ hours (evening). (Enter time based on 12 hour clock). Please leave your reserved room for us.

If you need early arrival:

Please be informed that it will be an early arrival. We would like to check in at ______ o’clock a.m. Please inform us if it is possible.

Please note that we would like to check in at ______ hours (am). If possible, please confirm.

letter requesting to SEND PRICE FOR TRANSFERS provided by the hotel

Dear Sir/Madame,
I have made a reservation in your hotel for the name of:_______ (your name here). Please send me price list for the transfer services (airport, etc.).

Thank you in advance,
Best regards,

Dear Sirs,
I have booked a room at your hotel under the name......
Please send me prices for transfers (to/from the airport, etc.).

Thanks in advance,
Sincerely, .....

confirmation of transfer AIRPORT-HOTEL AND BACK

Thank you for your quick answer.
I confirm airport - hotel and hotel - airport transfers for 9 persons.
Date of arrival: (date), flight number: (flight number), time of arrival: (time of arrival), arrival hall of domestic (international) flights.

Thank you for your quick response.
I confirm the order for a transfer for 9 people, from the airport to the hotel and back.
Our arrival dates _____, flight number______, arrival time________ domestic (international) airline arrivals hall.

If you need to change your booking dates

Write in the first part of the letter all the information about your reservation (your name, dates, room types, number of people, etc.):

Dear Sir/Madam,
I have made a reservation in your hotel:
Guestname (write your name)
Room type (write your room type, for example:Two Bedroom Apartment – for 2 persons (Non-smoking Preference))
Arrival (arrival date)
Departure (departure date)
Total price - € (amount)

and then write the phrase:

I need to change my reservation for the following dates: arrival (arrival date), departure: (departure date).
Please confirm my new reservation if the room is (rooms are – if there are several rooms) available for these dates.

Thank you in advance,
Best regards,
your name

I need to change the dates of my booking to the following: arrival date - ... departure date. Please confirm your booking for these dates if you have availability.

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