Hotel Booking Confirmation Message Templates

Booking Confirmation in Brief

Who + what was booked + when + what to bring + how to reach you

If you are searching for an OYO booking confirmation: OYO sends its own confirmation to guests by SMS, email and in-app notification. If you booked through OYO and have not received it, check the Bookings tab in the OYO app or contact OYO customer support. The OYO confirmation comes from OYO, not from the hotel directly.

This guide is for hotel owners and managers writing their own confirmation messages. A good one covers: guest name and booking reference, check-in and check-out dates and times, room type, amount paid and balance due, cancellation policy, and the hotel address and contact number. Send it within minutes of a booking.

What Every Booking Confirmation Must Include

Miss one field and the follow-up calls start. Every confirmation needs all of these:

Guest name and booking reference from your PMS or booking log.
Check-in date and time (e.g., 2:00 PM) and check-out date and time (e.g., 11:00 AM).
Room type and number of guests. Example: "1 Deluxe AC Double Room, 2 adults".
Total amount, advance paid and balance due. Example: "Total ₹6,000. Advance ₹2,000. Balance ₹4,000 on arrival."
Payment mode for balance: UPI, card or cash.
Cancellation deadline and penalty in rupees. See our guide on hotel cancellation policy for wording that holds up in a dispute.
ID required: Aadhaar, Passport, Voter ID or Driving Licence.
Hotel address with a Google Maps link and a direct contact number.

            Not a tax invoice: A confirmation is not a GST invoice. The tax invoice is issued at checkout. GSTIN on a confirmation is optional.
          

For OTA bookings (MakeMyTrip, Goibibo, Booking.com, Agoda), the OTA sends a voucher. Your message adds check-in instructions, parking and your direct number. Keep it short: the guest has the core booking details already.

WhatsApp Booking Confirmation Templates

WhatsApp is the most effective confirmation channel in India. Open rates are far higher than email. Replace [square brackets] with actual details.

Template A: Direct booking, full or partial advance paid

Dear [Guest Name], Your booking at [Hotel Name] is confirmed. Booking Ref: [BKG-XXXX] Check-in: [Date], from 2:00 PM Check-out: [Date], by 11:00 AM Room: [Room Type], [No. of Guests] guests Total: ₹[Amount] Advance paid: ₹[Amount] Balance due on arrival: ₹[Amount] (UPI / cash / card accepted) Cancellation: Free until [Date]. After that, 1 night's tariff is forfeited. Please bring a valid photo ID (Aadhaar, Passport, Voter ID or Driving Licence). We look forward to welcoming you. [Hotel Name] | [Phone Number] [Google Maps link]

Template B: OTA booking acknowledgement (guest already has the OTA confirmation)

Dear [Guest Name], We have received your [MakeMyTrip / Booking.com / Agoda] booking. Looking forward to your stay. Hotel Ref: [BKG-XXXX] | OTA Ref: [from your voucher] Check-in: [Date] from 2:00 PM | Check-out: [Date] by 11:00 AM Room: [Room Type] Payment: fully covered by [OTA name]. Nothing due at check-in. Please bring a valid photo ID. [Hotel Name] | [Phone Number] | [Google Maps link]

Template C: VIP or special occasion booking

Dear [Guest Name], Your booking at [Hotel Name] is confirmed. Delighted to host your [anniversary / honeymoon / birthday]. Ref: [BKG-XXXX] | Check-in: [Date] from [Time] | Check-out: [Date] by 11:00 AM Room: [Room Type] | Balance due: ₹[Amount] We have noted the occasion and will make it special. Please share any preferences. [Manager Name] | [Hotel Name] | [Phone] | [Google Maps link]

            Using the free WhatsApp Business App? Send these templates to any guest who contacted you first. For automated confirmations triggered at booking, you need WhatsApp Business API. See the API section below.
          

SMS Booking Confirmation Templates

SMS reaches guests without WhatsApp and works as a backup. Keep it under 160 characters. Use a short URL for the map link.

Template D: SMS confirmation

Booking confirmed at [Hotel Name]. Ref [BKG-XXXX]. Check-in [Date] 2PM, check-out [Date] 11AM. [Paid: ₹[Amount] advance / Pay at hotel: ₹[Amount] due]. Bring photo ID. [Short URL] [Phone]

            SMS vs WhatsApp: Use SMS for guests without WhatsApp or corporate travellers who may miss alerts. Use WhatsApp for everyone else: map link, images and read receipts are all advantages. For high-value bookings, send both.
          

Email Booking Confirmation Templates

Use email for corporate accounts and bookings where the guest needs to forward or file the confirmation. Attach a GST advance receipt if payment was received. Subject line: "Booking Confirmed at [Hotel Name] | [Guest Name] | Check-in [Date]". Avoid "URGENT": spam filters flag it.

Template E: Standard direct booking email

Subject: Booking Confirmed at [Hotel Name] | [Guest Name] | Check-in [Date] Dear [Guest Name], Your booking at [Hotel Name] is confirmed. Booking Ref: [BKG-XXXX] Check-in: [Day], [Date] from 2:00 PM | Check-out: [Day], [Date] by 11:00 AM Room: [Room Type] | Guests: [Adults + Children] Tariff: ₹[Amount]/night x [N] nights = ₹[Total] Advance paid: ₹[Amount] | Balance due on arrival: ₹[Amount] Payment: UPI (GPay, PhonePe, Paytm) / card / cash Cancellation: Free until [Date]. After: [1 night / full amount] charged. Full policy: [Link] Address: [Full hotel address] | Maps: [Link] Phone: [Number] Please carry a photo ID on arrival. [Hotel Name] | [Phone] | [Email]

Template F: Group or corporate booking email

Subject: Group Booking Confirmed | [Group/Company Name] | [Hotel Name] | [Check-in Date] Dear [Contact Name], Your group reservation at [Hotel Name] is confirmed. Group / Company: [Name] | Ref: [BKG-XXXX] Event / Purpose: [Conference / Wedding / Corporate Stay] Check-in: [Date] 2:00 PM | Check-out: [Date] 11:00 AM Rooms: [e.g. 8 Deluxe AC Double, 2 Suite] | Guests: [Number] Total: ₹[Amount] | Deposit received: ₹[Amount] on [Date] Balance: ₹[Amount] due by [Date] Rooming list (guest names + ID) required by: [Date]. Email to: [address] Cancellation: [Before [Date]: deposit refunded / After [Date]: deposit forfeited / No-show: full amount charged] [Hotel Name] | [Address] | [Phone]

Attach a GST advance receipt if advance payment was received. The tax invoice is issued on checkout.

Pre-Arrival Reminder Message

Send this on WhatsApp 24 to 48 hours before check-in to confirm arrival, cut no-shows, and offer an early check-in upsell.

Template G: Pre-arrival WhatsApp reminder (send 24-48 hours before check-in)

Dear [Guest Name], Your check-in at [Hotel Name] is tomorrow, [Date], from 2:00 PM. We are ready for you. Booking Ref: [BKG-XXXX] Room: [Room Type] Balance due on arrival: ₹[Amount] Parking: [Yes, available on-site / Street parking nearby / No parking: nearest option X] Early check-in from 10:00 AM is available for ₹[Amount] extra. Reply to this message if you would like to arrange it. Address: [Hotel Address] | [Google Maps link] Call us on arrival: [Phone Number] We look forward to seeing you. [Hotel Name]

No-show reduction: Guests who reply rarely ghost. A "See you tomorrow" reply is a micro-commitment that changes behaviour. Read the hotel check-in process guide for what comes next.

Group and Advance Deposit Confirmation

Group bookings need a formal paper trail: the organiser shows it to a finance team, so use email. The key addition is the rooming list deadline: the date individual guest names must be provided. For large groups, add an attrition clause: "A minimum of [N] rooms must be used. Rooms below that minimum will be charged at the contracted rate." Template F covers the full format. For deposit rules per rate plan, see our guide on hotel rate plans (EP, CP, MAP, AP).

WhatsApp Business API Constraints for Indian Hotels

Most small hotels use the free WhatsApp Business App: the front desk sends confirmations manually. For automated messages triggered at booking, you need the WhatsApp Business API.

Template categories. Outside an active conversation you must use a Meta-approved template: Utility (confirmations, pre-arrival reminders), Marketing (promotions), or Authentication (one-time passcodes). Confirmations are Utility templates.

The 24-hour window. A guest message opens a 24-hour window for free-form replies. Once it closes, only approved templates can be sent. If the guest booked online without messaging you first, start with an approved Utility template.

Opt-in and BSPs. You can send proactive templates only to guests who opted in (a booking form checkbox is sufficient). You need a Business Solution Provider (BSP) to connect to the API: Interakt, Gallabox and Wati serve Indian hotels. A PMS with built-in WhatsApp integration handles approvals and automated sending without a separate BSP account.

Related Tools & Guides

OTA Commission Calculator

See how much you keep from each booking channel after commission

Guest Acquisition Cost Calculator

Compare the true cost of an OTA booking vs a direct booking

Hotel Cancellation Policy

Write a policy that protects revenue and communicates clearly to guests

Hotel Check-In Process

Front desk steps from booking confirmation to room key handover

Frequently Asked Questions

What should a hotel booking confirmation message include?

A hotel booking confirmation must include: guest name and booking reference; check-in and check-out dates and times; room type and number of guests; total amount, advance paid and balance due; cancellation deadline and penalty in rupees; and the hotel address with a contact number. A booking confirmation is not a GST tax invoice.

How do I send a booking confirmation on WhatsApp for a hotel?

If you use WhatsApp Business App (the free app), you can send any message to a guest who has messaged you first. For WhatsApp Business API (used by hotels that want automated confirmations), you must use a pre-approved message template. Booking confirmations fall under the Utility template category. BSP platforms operating in India include Interakt, Gallabox and Wati.

What is the difference between a booking confirmation and a voucher?

A booking confirmation is the hotel's own message confirming reservation details, payment status and arrival instructions. A voucher is a document issued by an OTA or travel agent that the guest presents at check-in as proof of payment. For OTA bookings, the OTA sends the voucher; the hotel sends its own confirmation message on top of that.

Can an Indian hotel send booking confirmations via SMS without WhatsApp Business API?

Yes. SMS needs no API approval. Any hotel can send from their own phone or a bulk SMS service. Keep it to 160 characters. For longer confirmations with the full cancellation policy and address, WhatsApp or email is more practical.

How long should a hotel keep booking confirmation records for GST purposes?

GST rules require retaining all records for 72 months (6 years) from the due date of the annual return for that financial year. Booking confirmations are not tax invoices but support the invoice trail and should be retained for the same period.

What is a pre-arrival message and when should a hotel send it?

A pre-arrival message is a short reminder sent 24 to 48 hours before the guest's check-in date. It confirms check-in time, shares the hotel address and parking details, and can offer early check-in or upsells. It significantly reduces no-shows and last-minute cancellations. Send it on WhatsApp for the best open rate.

How do I write a booking confirmation for a group booking?

A group confirmation needs: group name and event purpose, number and types of rooms, check-in and check-out dates, deposit paid and balance due with payment deadline, and a rooming list deadline (the date individual guest names must be provided). Send it to the organiser or company contact, not to each guest individually.