Letter for No Longer Accepting the Bookings

Letter for No Longer Accepting the Bookings

Letters Kate

Many times, when we want to reserve a seat or a room somewhere, we are sent an email or a message telling us that the organization where we have applied for the reservation is no longer accepting bookings. In general, tourists often hear this from the hotel when they try to book a room for a stay after reaching their destination. This usually happens when a particular event is approaching, such as Christmas or New Year, and you want to visit a special place where most people like to attend special events.

What is a letter for no longer accepting the bookings?

It is a formal letter written by an organization when it cannot make a reservation for a room or a seat. This letter is also known as a response letter because it is written to the candidate who requests the reservation. 

When to write this letter?

This letter is written when the company requests a reservation but cannot make it because all the seats are already booked or because of a problem in the organization’s system. 

A company must write a response letter to the applicant whether the reservation is made. The applicant should be sent the response so that he can know whether the reservation has been made or his request has been refused. In case the request is denied, he can try for bookings somewhere else. 

How do I write this letter?

  1. Your refusal letter will make the recipient sad because it is not good news for anyone to hear that the booking he wants to make cannot be made. Therefore, writing the letter politely and ensuring you remain courteous throughout the letter is essential. 
  2. If you think a similar organization still accepts the bookings, you can suggest it to the recipient.
  3. End the letter by telling the recipient that your company will be available to him for bookings in the future. Also, mention your regret for not being able to approve the recipient’s request this time.

Sample Letters

#1

This is regarding your booking request for December 20th, 20XX. We regret to inform you that we are no longer accepting bookings. We are already overbooked until the first week of January.

The holiday season is our busiest time of the year. In the future, if you’d like to book with us during the holidays, we strongly suggest that you make your reservation at least two months in advance.

We apologize for not being able to make your booking at the moment. We would love to have you over soon. Please let us know if you need a room in January or later.

I appreciate your understanding.

#2

Thank you for reaching out regarding your interest in booking a wedding event at our venue on December 12th, 20XX. After reviewing our Availability, we regret to inform you that our wedding hall is already booked for that date. Unfortunately, we are no longer able to accept your booking request.

However, our hall is available on the 20th, 24th, 25th, 26th, and 31st of December. Let us know if you want to move your event to any of these dates.

We understand how important this event is for you. We are genuinely sorry for the inconvenience. If you are flexible with the dates, we would be happy to help you accommodate you on any of the dates mentioned above.

Please don’t hesitate to contact us for further details.

#3

We are writing to inform you that, unfortunately, we are no longer accepting bookings for the upcoming holiday season, particularly from December 15th, 20XX, to January 5th, 20XX. Due to the overwhelming demand during this season, all available slots have already been filled. As a result, we cannot accommodate any additional reservations during this period.

We sincerely apologize for not being able to accommodate you. Please feel free to reach out for future dates. We would be happy to assist you.

I appreciate your understanding.

#4

We have received your request for a booking on 15th Dec 20XX. We are happy to know that you want a booking with us. However, we regret to inform you that we no longer accept bookings because we don’t have any extra rooms in our hotel.

If you need to stay somewhere, I suggest you contact ABC Hotel. As far as I know, it still accepts bookings.

The address of the ABC hotel is [X].

I hope that you will get the booking of your wish in that hotel. We assure you that we will be available to you in the future whenever you wish to make a booking.

Yours sincerely.

Letter for No Longer Accepting the Bookings

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