In this lesson, you will learn how to write a formal email to book a hotel room. You’ll learn about room types, useful phrases for dates and requests, and how to structure your message clearly and politely.
🟩Example Email
📩 To: [email protected]
📌 Subject: Family room for three nights from 4th November
Dear Sir / Madam,
I would like to book a family room with one double bed and three single beds for three nights from Saturday 4th November, preferably with a sea view.
If no family rooms are available, we will accept a double or twin room and a triple room if they are close.
Could you tell me if you have any rooms available on these dates? I would also like to know if breakfast is included in the price. And can you tell me if I need to pay a deposit? I would like to pay when we arrive. We will arrive after 11 pm on 4th November.
Regards,
Simon Doncaster
🟩Types of Hotel Rooms
- A double room = a room with a double or king-size bed
- A single room = a room with one single bed
- A twin room = a room with two single beds
- A triple room = a room with three single beds or a double + single
- A family room = a room with beds for four or more people
🟩Useful Room & Hotel Features
- sea view
- balcony
- en suite bathroom
- pool
- gym
- ground floor
- air conditioning
- free Wi-Fi
🟩Opening and Closing Your Email
Start your email:
End your email:
- Regards,
- Yours faithfully,
Always write your full name below your closing.
🟩“Would like” for Polite Requests
Use “I would like” + noun or “I would like to” + verb:
- I would like a double room.
- I would like to book a family room.
- I would like to pay on arrival.
🟩Important Prepositions
- for + number of nights → a room for three nights
- on + specific date → on 4th November
- from…to → from 5th to 7th October
- on + floor → on the ground floor
- with + feature → a room with a sea view
- preferably with → preferably with a balcony
🟩First Conditional (Real Possibilities)
Use if + present simple, then will / can / could:
- If no family rooms are available, we will accept two rooms.
- We will accept a double and a triple room if they are close.
- If there are no family rooms, could I book a twin and a single?
Note: “if” can come at the beginning or in the middle of the sentence.
🟩Making Formal Questions
Make questions more polite with introductory phrases. After them, use normal word order (not question order):
- Do you have rooms? → Could you tell me if you have any rooms available?
- Is breakfast included? → I would like to know if breakfast is included.
- Do I need a deposit? → Can you tell me if I need to pay a deposit?
- Does the hotel have a pool? → Could you let me know if the hotel has a pool?
🟩Remember!
Be clear, polite, and include all key details: dates, room type, number of guests, special requests, and arrival time. Always proofread before sending!