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Bill to Company Letter Format for Hotel for Guest Stay Charges

A hotel will require a written authorisation letter or email from an organisation who is requesting the hotel to not to charge (ask for payment) the persons who are either currently staying at the hotel or will stay in near future and instead requesting the hotel to send the bills to the organisation for payment.
bill to company letter format for hotel

If the person (who will stay at the hotel) has already done the booking for the hotel, then the organisation will have to only write a letter requesting the hotel to forward bills to the organisation for payment. But if the person has not done any booking, then the organisation will have to write a letter to the hotel requesting for a reservation and also authorising them to forward bills.


Here are formats of authorisation letters from the company to the hotel for forwarding the bills of guests.

TEMPLATE #1
(Request for booking for guests and forwarding of bills to company)

Ref: ..............
Date: ..............

To
The Manager
............. Hotel
(Address)
Tel.: ....................
Email: .................

Sub.: Request and authorisation to direct guest's bills

Dear Sir/Madam,

We would like to reserve an accommodation for (type of room) in your hotel for (number) nights for (number) guests. Their arrival time is going to be on .....day, (date) at around ........a.m./p.m. and their departure time is going to be on .....day, (date) at around ........a.m./p.m. Kind request to please confirm the booking to us at the earliest.

The names of the guests for whom the booking is being done are:
1. Mr. ........................., age ...... years;
2. Mrs. ........................, age ...... years.

They are the guests of our company. Hence, we kindly request you to forward all the bills for the charges of their stay and food expenses to us at (Name of the Company, Address, Telephone Number).

We hereby authorise a credit limit of (amount) for any such charges. For any additional charges over and above the maximum limit as mentioned, please contact me for approval.

You may call me at phone number .................. or email at ....................... for any assistance or information you may require in this regard.

We hope our guests will have a pleasant stay at your hotel.

Thanking you for your cooperation!

Yours faithfully,

  (signature)
(Name of the Authorised Officer)
(Designation)


TEMPLATE #2
(Booking already done by guests; only request for forwarding of bills to company)

Ref: ..............
Date: ..............

To
The Manager
............. Hotel
(Address)
Tel.: ....................
Email: .................

Sub.: Request and authorisation to direct guest's bills

Dear Sir/Madam,

We understand Mr. ......................., age .... years, has done a booking for an accommodation in your hotel from (Date) till (Date).

He is a guest of our company. Hence, we kindly request you to forward all the bills for the charges of his stay and food expenses to us at (Name of the Company, Address, Telephone Number).

We hereby authorise a credit limit of (amount) for all such bills. For any additional charges over the limit, please contact us for approval at phone number .................. or email at ....................... and for any other assistance or information as you may require.

We are sure you will ensure a pleasant and delightful stay for him at your hotel.

Thanking you for your cooperation!

Yours faithfully,

  (signature)
(Name of the Authorised Officer)
(Designation)

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