A complaint letter can be a useful tool when you encounter issues during your stay in a hotel. It provides a written record of the problem and may lead to a resolution that satisfies both parties. In this article, we provide seven complaint letter example hotel templates to help you draft your own. You can find examples and edit them as needed.
Example 1: Late Check-In
Dear Manager,
I am writing to express my disappointment with my recent stay at your hotel. I arrived at the hotel around 11 PM on Thursday, but my room was not ready. I was informed that check-in was at 3 PM, and that my room would be ready shortly. However, I did not receive my room key until midnight, after almost an hour of waiting in the lobby.
This delay was unacceptable, especially after a long day of travel. I hope that you will take steps to ensure that this does not happen to other guests in the future.
Sincerely,
John Smith
Example 2: Noisy Room
Dear Sir/Madam,
I am writing to complain about the noise in my room at your hotel. I stayed in room 302 from May 1 to May 3, and was disturbed by loud music and talking from the room next door on both nights.
I spoke to the front desk about this issue, but the noise continued. I was unable to sleep well, and this affected my ability to enjoy my stay at your hotel.
I hope you will take steps to ensure that guests are not disturbed by noise from other rooms in the future. Thank you for your attention to this matter.
Best regards,
Jane Doe
Example 3: Dirty Room
Dear Manager,
I am writing to express my disappointment with the cleanliness of my room during my recent stay at your hotel. When I arrived, I found that the bathroom had not been properly cleaned, and there were stains on the sheets and pillowcases.
I brought this to the attention of the front desk, but despite their assurances, the issue was not resolved. I believe that cleanliness is an essential aspect of any hotel stay, and I would appreciate it if you could take steps to ensure that this does not happen again in the future.
Thank you for your attention to this matter.
Regards,
Michael Johnson
Example 4: Poor Service
Dear Sir/Madam,
I am writing to complain about the poor service I received during my stay at your hotel. Although the staff were polite, they were not very helpful and did not seem interested in resolving my issues.
For example, when I asked for extra towels, they took over an hour to arrive, and when I requested a wake-up call, it did not happen at the requested time. I believe that good service is fundamental to the hospitality industry, and I hope that you can take steps to improve this aspect of your hotel.
Thank you for your attention to this matter.
Best regards,
Emma Smith
Example 5: Overbooking
Dear Manager,
I am writing to express my frustration over the overbooking of your hotel. I made a reservation for a room for three nights from June 20 to June 23, but when I arrived, I was told that there were no rooms available for me.
I had to find alternative accommodation at short notice, which caused me considerable inconvenience and extra expense. I hope that you will take steps to ensure that this does not happen to other guests in the future.
Sincerely,
David Lee
Example 6: Unresponsive Staff
Dear Sir/Madam,
I am writing to complain about the unresponsiveness of your staff during my recent stay at your hotel. When I had an issue with the air conditioning in my room, I called the front desk several times, but no one answered.
I eventually had to go down to the lobby to speak to someone in person, which was inconvenient and time-consuming. I hope that you can take steps to ensure that your staff are more responsive to guests’ needs in the future.
Thank you for your attention to this matter.
Best regards,
Samuel Davis
Example 7: Billing Error
Dear Manager,
I am writing to dispute a billing error that occurred during my stay at your hotel. When I checked out, I was charged for several items that I did not use, including a minibar item that was not in my room.
I would appreciate it if you could correct this error as soon as possible and issue a refund for the incorrect charges. Thank you for your attention to this matter.
Sincerely,
Emily Wilson
Related Tips: How to Write a Complaint Letter Example Hotel
If you encounter issues during your hotel stay, it may be necessary to write a complaint letter. Here are some tips to help you draft an effective letter:
- Be clear and concise in your description of the problem.
- Include specific details, such as the date of the incident and the names of any staff members involved.
- Explain how the issue affected your stay at the hotel.
- Suggest a resolution to the problem, if possible.
- Keep a copy of the letter for your records.
Frequently Asked Questions
Q: How should I address my letter?
A: Address your letter to the manager of the hotel or the customer service department. You can find contact information on the hotel’s website or by calling the front desk.
Q: How long should my letter be?
A: Your letter should be long enough to provide a clear description of the problem, but not so long that it becomes tedious to read. Aim for 40 to 50 sentences.
Q: What should I do if I don’t receive a response to my letter?
A: If you don’t receive a response to your letter within a reasonable timeframe, follow up with a phone call or email to the hotel. If the issue remains unresolved, you may want to consider filing a complaint with a consumer protection agency or with the Better Business Bureau.
Q: Should I mention any compensation or refunds in my letter?
A: It’s acceptable to suggest a resolution to the problem, such as a refund or compensation, but don’t make this the main focus of your letter. Your priority should be to describe the problem and how it affected your stay at the hotel.
Q: Should I write a negative review of the hotel online?
A: It’s up to you whether or not to write a negative review of the hotel online. However, keep in mind that this may not lead to a resolution of the problem, and may harm the hotel’s reputation.
Q: Should I send a copy of my letter to anyone else?
A: You can send a copy of your letter to any relevant parties, such as a travel agent or booking website. However, make sure to address the primary letter to the hotel or its customer service department.
Q: What should I do if I receive a response to my letter?
A: If you receive a response to your letter, read it carefully and consider whether or not it addresses your concerns. If you are satisfied with the response, you can consider the matter resolved. If not, you may need to follow up with another letter or with a phone call or email.
Conclusion
Writing a complaint letter example hotel can be a useful way to address issues that arise during your stay. By following these tips and using our sample letters as a guide, you can create an effective letter that communicates your concerns and leads to a resolution that satisfies both parties.