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.
for Vacation Rentals, Bed and Breakfasts and Small Hotels
Create professional booking confirmations using this booking confirmation template.
Print or download as PDF.
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.
* Potential guests can send a booking request from your website
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 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 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.
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.
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:
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.
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.
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.
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:
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.
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.
Include the total number of guests and specify how many adults, children and infants there are.
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.
Include check-in and check-out times. These show how long the guests will stay and confirm yet again what they are paying for.
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.
The booking date should be the date when the booking was registered.
Include the room rates and number of nights as well as any services included in the nightly rate, like complimentary breakfast.
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.
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.
If you need to collect taxes or VAT, you can add them to each payment line separately.
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.
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.
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.
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:
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
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.
Create professional booking confirmations to send to your guests. This beautiful template ensures no information is forgotten.
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!
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!
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Try It NowIf you choose to continue with BnB Holiday after the free trial, the cost for 1-10 units is €6.99/month.