Booking Confirmation Template

for Vacation Rentals, Bed and Breakfasts and Small Hotels

Create professional booking confirmations using this booking confirmation template.

Print or download as PDF.

cloud Booking Confirmation Template
"Wow your guests - Grow your business"

Download a Free Booking Confirmation Template

As a small hotel, bed and breakfast or vacation rental owner you have your hands full taking care of your guests and keeping up your property. You deserve a booking management software that takes care of the paperwork. That is why we have created BnB Holiday for you.

It will take care of all your booking needs so you can focus on the thing you love most - taking care of your guests.

Our design team has created several free booking confirmation templates for you. They are completely free, and you can download, customize, and send them to your guests in minutes.

Create a Booking Confirmation!

BnB Holiday - Booking Confirmation Template

Booking Confirmation Template
  • Print or download as PDF
  • Convert to a Receipt
  • Create from a Booking Request*
  • Auto saved to your Booking Calendar

* Potential guests can send a booking request from your website

MS Word - Free Booking Confirmation Template

MS Word booking confirmation template

MS Word can be used to design all kinds of useful documents like booking confirmations, receipts, pamphlets and reports. It's easy for you to customize the blank booking confirmation form by adding your own pictures, fonts and colors. With this free MS Word template, you can have your own booking confirmation finished in minutes. Just fill out and send!

Google Docs - Free Booking Confirmation Template

Google Docs booking confirmation template

Google Docs works in pretty much the same way and is a good choice if you do not have Word installed on your computer. It lets you customize fonts and colors and insert logos or images, just like MS Word does. It does not, however, auto calculate your percentages and totals - for that use the Excel or Google Sheets templates instead.

Excel - Free Booking Confirmation Template

Excel booking confirmation template

Excel has the benefit of calculating all the totals and taxes for you, as well as providing the opportunity to style the document to your liking. The downside is that not everyone has Excel installed on their computer so it might not be the best choice for your guests.

Google Sheets - Free Booking Confirmation Template

Google Sheets booking confirmation template

Just like Excel, Google Sheets will add up the sums and calculate the totals for you. Pretty handy and time saving, right? You'll have to be careful when you add or remove fields, however, so that the formulas still work. If you would like to use a template that fully automates this process for you use the BnB Holiday booking confirmation template instead.

7 Reasons to Use a Professional Template

A hotel booking form is used by hotels, motels, bed and breakfasts and other accommodation providers to book a room. It is sent out to guests as a proof of their booking. A well designed booking confirmation conveys trust and professionalism. It assures the guests that they have officially booked their stay with you.

A professional template makes you look good in front of your guests and makes sure you include all of the essential information:

  • It's simple to use and you can make as many Booking Confirmations as you need to
  • It helps you include all the important information
  • You can create a PDF, Download, Email or Print the Booking Confirmation
  • You can convert the Confirmation to a Receipt
  • You can convert a Booking Request to a Booking Confirmation
  • It auto-saves to your Booking Calendar so you have the full overview of your availability
  • It saves you time and money

A list of what the guests are paying for eliminates any confusion and makes it easy to spot if there has been an error in the booking. This makes the change and cancellation process easier for both you and your guest. An online booking accommodation form should be mobile friendly with a responsive design, so both you and your guests can view and interact with it on the go. It should list the most important information first, and detail what the guests can expect from their stay.

The booking confirmation should contain the arrival and departure time and date, the number of guests and the guest's name and contact information like email and phone number, booking number and booking date, room rates and number of nights, as well as any additional charges like breakfast, transportation etc. It is also advisable to include any rules and additional information the guests should be aware of. Examples of such information might be: check-in and check-out time, possibility for early check-in or late check-out, luggage storage facilities, deposit requests, cancellation policy, driving directions, parking information, bedding type and any rules about smoking or pets.

Booking Confirmation Email Example

A booking confirmation email is easy to send and easy to customize by adding images and adjusting the font. You should think of it as a confirmation letter to your guests, letting them know when they should arrive and what to expect from their stay. Be careful to include all the relevant information like check in time and date, check out time and date, number of guests, room type, your contact information, the guests contact details, amenities, total price, house rules etc.

To avoid a mix up of different bookings, especially in case of return guests, you should also add a booking date and a unique booking number (sometimes also called booking invoice number) to your booking confirmation email.

Booking Confirmation Email Example

Easy to Customize

Ready to start sending customized booking confirmations? Be sure to add all the important information so your guests know exactly how to contact you, when to arrive and how much they need to pay you.

cloud background Booking confirmation template







How to Create a Booking Confirmation

Create your own professional booking confirmation from our template in just a couple of minutes. To learn how, watch this short video, or follow the steps below.

A booking form is used to book a room in a hotel, motel, bed and breakfast or any other kind of accommodation. It also serves as a confirmation of booking when sent from the accommodation provider to the guest. The booking confirmation proves to the guest that their booking is official and details what they can expect from their stay. To create a new booking do the following:

1. Hotel details

Step 1: Accommodation details

In the booking form, include your accommodation's details like name, address, phone number and email on top of the form. This way, your guests see right away who the booking confirmation is from and where to find you. You only need to fill out these details once. They are saved to your account and appear on all of your receipts and booking confirmations.

2. Guest details

Step 2: Guest details

Add the guest details like name, phone number, address, email and other relevant contact information. This confirms to the guest that they received the correct booking confirmation. It also serves as an easy lookup place for you if you need to contact your guest in the future.

3. Number of guests

Step 3: Number of guests

Include the total number of guests and specify how many adults, children and infants there are.

4. Type and name of the accommodation

Step 4: Accommodation details

Avoid any confusion about what is booked and what the guest is paying for. Specify the room number or room name and include the room rates and a short description of the accommodation.

5. Arrival and departure dates

Step 5: Arrival and departure dates

Include check-in and check-out times. These show how long the guests will stay and confirm yet again what they are paying for.

6. Booking number

Step 6: Booking number

Add a unique booking number for easy reference. This is especially useful when you have return visitors and several booking confirmations issued to the same guest.

7. Booking date

Step 7: Booking date

The booking date should be the date when the booking was registered.

8. Room rates and details

step 8: Room rates and details

Include the room rates and number of nights as well as any services included in the nightly rate, like complimentary breakfast.

9. Room down payment (security deposit)

step 9: Security deposit

If you charge a down payment or a security deposit for your rooms, include this in a separate payment line. That way the guest can easily see what they'll have to pay in advance.

10. Other charges

step 10: Other charges

Airport transfer, early check-in, late check-out, excursions, and meals, are all examples of other services a hotel might offer to their guests. Be sure to include these, and specify each on a separate payment line. That way your guests get a clear overview of what they have booked, and there are no confusions. Any additional charges that occurred during the guest's stay can later be added to the hotel receipt, which you can generate automatically from the booking.

11. Taxes

step 11: Taxes

If you need to collect taxes or VAT, you can add them to each payment line separately.

12. Additional information

step 12: Additional information

If you have any additional information add it to the 'Additional Information' field. Examples of information you might wish to add are payment details and instructions, parking information, or check-in and check-out times. This is also a good place to write a short welcome note.

13. Print, PDF or email the booking confirmation

step 13: Print, PDF or email the booking confirmation

The guest should get their own copy of the booking. The booking template is printable, just click on the 'Print'-button. You can also send it as a PDF or email your guests a link to the booking so that they can download or print it themselves.

14. Final tip: auto-generate a receipt

step 13: Auto-generate a receipt

If you generate a guest receipt from a booking confirmation, most of the information above will be added automatically. All you need to add are extra charges that might have occurred during the guest's stay with you.

How BnB Holiday Works

BnB Holiday provides a range of tools for small accommodation providers that are aimed at attracting more guests, saving time, and making you look professional. They all work together and are easy to use:

Booking Calendar

The booking calendar helps you get an overview of your availability and manage your bookings. You can create a booking directly from the booking calendar

  • Get an overview of your availability
  • Manage your bookings
  • Create a booking directly from the calendar
  • View details by clicking on a booking


Create your own booking website for potential guests to find your accommodation. No coding skills required. All you have to do is fill out an easy-to-use template.

Vacation Rental Website Template
  • Showcase your property
  • Show your availability
  • Display your pricing
  • Allow guests to send booking requests

Booking Confirmation

Create professional booking confirmations to send to your guests. This beautiful template ensures no information is forgotten.

Booking confirmation template
  • Look professional to your guests
  • Save time
  • Easily create from a Booking Request
  • Convert to a Receipt

Guest Receipt

When it's time to issue a receipt the booking confirmation can be used to auto-generate a receipt which you can print, PDF, or email directly to your guest - no more double entry and no information forgotten!

Hotel receipt template
  • Look professional to your guests
  • Save time
  • Easily create from a Booking Confirmation
  • Print, PDF or Email

Other BnB Holiday Templates

Our templates are designed to work together, so you don't have to enter the same information twice. When you receive a booking request from your website it easily converts into a booking confirmation, which easily converts into a receipt. Maximum control with minimum effort!

BnB Holiday is free to try

Try BnB Holiday for 14 days completely free.

No credit cards and no obligations.

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If you choose to continue with BnB Holiday after the free trial, the cost for 1-10 units is €6.99/month.