Reservation Confirmation Email (Advance Payment / Non-Refundable) & Booking Amendment & Cancellation Email Templates
- admin
- 1 day ago
- 3 min read
In today’s hospitality operations, clear reservation communication is critical—especially for advance payment and non-refundable bookings. Well-defined email templates help hotels avoid disputes, ensure payment compliance, and maintain transparency with guests, corporates, and travel partners.
This post covers:
Advance payment & non-refundable reservation confirmation emails
Booking amendment email formats
Booking cancellation email formats
Best practices for hotels
What Is an Advance Payment / Non-Refundable Reservation?
An advance payment reservation requires full or partial payment before check-in.A non-refundable booking means:
No refund in case of cancellation or no-show
Date changes subject to availability and hotel policy
Such bookings must always be clearly communicated in writing.
Why These Emails Are Important
Prevent payment disputes
Protect hotel revenue
Ensure guest clarity
Act as legal and audit reference
Improve professionalism
Key Details to Mention Clearly
✔ Booking reference
✔ Amount paid & payment deadline
✔ Non-refund policy
✔ Amendment rules
✔ No-show terms
1. Reservation Confirmation Email – Advance Payment (Non-Refundable)
Subject
Dear Mr./Ms. [Guest Name],
Greetings from [Hotel Name].
Thank you for choosing our hotel. We are pleased to confirm your reservation under Advance Payment / Non-Refundable Policy, as per the details below:
Guest Name: [Name]
Booking Reference: [Reference No.]
Check-in Date: [Date]
Check-out Date: [Date]
Room Type: [Category]
Meal Plan: [RO / BB / HB / FB]
Room Tariff: ₹[Amount]
Payment Status: Advance Payment Required / Received
Important Policy:• This booking is NON-REFUNDABLE• No refund in case of cancellation,
amendment, or no-show• Date change subject to availability and hotel approval
Check-in Time: 14:00 hrs
Check-out Time: 12:00 hrs
We look forward to welcoming you and ensuring a pleasant stay.
Warm regards,
Reservations Team
[Hotel Name]
[Contact Details]
2. Advance Payment Reminder Email (Before Check-in)
Subject
Dear Mr./Ms. [Guest Name],
Greetings from [Hotel Name].
This is a gentle reminder regarding your upcoming stay with us. As per our policy, advance payment is mandatory to confirm your reservation.
Booking Reference: [Reference No.]
Amount Payable: ₹[Amount]
Payment Deadline: [Date & Time]
Please note that failure to receive payment within the stipulated time may result in automatic cancellation of the booking.
For payment assistance, feel free to contact us.
Warm regards,
Reservations Team
[Hotel Name]
3. Booking Amendment Email – Change of Dates / Room
Subject
Dear Mr./Ms. [Guest Name],
Greetings from [Hotel Name].
We acknowledge your request for amendment of your reservation. The revised booking details are as follows:
Original Booking Reference: [Reference No.]
Revised Check-in Date: [New Date]
Revised Check-out Date: [New Date]
Room Type: [Category]
Note:• Amendment is subject to availability• Rate difference, if any, will be applicable• Non-refundable policy remains unchanged
Kindly confirm acceptance of the revised details.
Warm regards,
Reservations Team
[Hotel Name]
4. Booking Cancellation Email – Non-Refundable Reservation
Subject
Dear Mr./Ms. [Guest Name],
Greetings from [Hotel Name].
We acknowledge receipt of your booking cancellation request for the reservation mentioned below:
Booking Reference: [Reference No.]Stay Dates: [Dates]
As per the Non-Refundable Booking Policy, no refund is applicable for this cancellation.
We appreciate your understanding and hope to welcome you in the future.
Warm regards,
Reservations Team
[Hotel Name]
5. Hotel-Initiated Cancellation Email (Operational Reasons)
Subject
Dear Mr./Ms. [Guest Name],
Greetings from [Hotel Name].
Due to unavoidable operational reasons, we regret to inform you that your reservation [Booking Reference] has been cancelled.
Any advance payment received will be fully refunded within [X] working days.
We sincerely apologize for the inconvenience and look forward to serving you in the future.
Warm regards,
Hotel Manager
[Hotel Name]
Best Practices for Hotels
Highlight NON-REFUNDABLE in bold
Mention payment deadlines clearly
Keep cancellation policy simple
Use consistent templates
Save all confirmations for audit
Hospitality Tip
Always get written acceptance from the guest for non-refundable and advance payment terms—this protects the hotel legally and operationally.
Advance payment and non-refundable bookings are powerful revenue tools—but only when communication is crystal clear. Standardized email templates help hotels maintain trust, transparency, and financial discipline.
Clear policies + clear emails = fewer disputes.
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