Whether a hotel is booked through an online travel provider, a travel agent or directly with hotel staff, understanding the details of hotel reservations will help ensure a pleasant stay. All confirmed hotel reservations should include a confirmation number and the name of the guest, as well as the name, address and phone number of the hotel. If any of the information listed on the hotel reservation is incorrect, contact the hotel immediately to make the necessary changes.
Find the confirmation number (confirmation ID) on the hotel reservation. The confirmation number is a combination of numbers and/or letters associated with the reservation that has been assigned by the hotel. A valid credit card, billing address and phone number is usually required to secure and confirm the reservation.
Verify the guest name is correct on the reservation. The guest name should list the person who will be using the room(s). It is usually also the name of the person who has provided his credit card information to confirm the hotel reservation. Most hotels will not allow another person to check into the room unless prior arrangements have been made.
Confirm that the arrival date stated on the reservation is the actual date the guest will be checking into the hotel. If there are any changes in the expected arrival date, be sure to let the hotel know in advance. Many hotels have a 24-hour cancellation policy and may charge the equivalent of a one-night stay if the guest does not check in as scheduled.
Look at the departure date listed on the reservation and be sure it accurately reflects the day the guest expects to check out of the hotel. It should not be a problem to leave the hotel earlier than originally scheduled as long as the hotel is notified at least one day in advance of the original departure date.
Check that the number of guests listed on the reservation accurately reflects the total number of adults and/or children who will be staying at the hotel.
Locate the accommodations section of the reservation to determine the type of room that has been assigned. Also check to see that the size and number of beds (and sometimes cots, when needed for additional children) listed in the accommodations meets the guest's requirements.
Verify the rate on the reservation is the same price that was quoted when the booking was made. The rate is the fee the guest will be charged per night per room. Rates may be negotiable and often vary based on the season, duration of stay, day of the week and special discounts. Rack rate refers to the official retail rate of the room and it is usually the most expensive price.
Note the check-in time listed on the reservation. This is the time the hotel is expected to have the room ready for the guest's use. It might be possible to check in earlier if prior arrangements have been made with the hotel or if the former guests checked out early and the room has already been cleaned.
Pay close attention to the check-out time on the reservation. Most hotels expect guests to clear the room of all of their belongings and settle their bill with the front desk by the designated check-out time. Guests may check out earlier than the official check-out time, but unless prior arrangements have been made with the hotel, guests should expect to be charged additional fees if they check out late.
