Refusing/Cancelling a reservation in Business/Commercial English

Refusing a reservation

Dear Mrs O'Brian,

Thank you for your letter of 5th April 2002. We regret to inform you that we are fully booked throughout the month of August 2002.

May I suggest you contact the Kings Hotel (address below) who may be able to offer you suitable accommodation and rates for the period you require?

I am confident you will find the hotel to your total satisfaction.

The address: King's Hotel ... Dorset

We remain at your service for any future bookings you might wish to make.

Yours sincerely,


Nick Webster
Reservations Manager

Useful phrases

  • We regret to inform you that ...
  • to be fully booked
  • Unfortunately ...
  • I am afraid ...
  • May I suggest ...
  • We suggest you contact one of the other hotels in the area.

This text was written by Ulrike Schroedter.

Example of a formal letter

Example of an informal letter