We respect your privacy
On average, around twenty groups of guests stay in a holiday home خلال one year. In apartments, that number is even higher. If you rent out several properties, the total increases significantly.
Every guest should be treated as if they were the only one. That means not only knowing when they are arriving and how many days they have booked the property for, but also how many people are coming, whether they need extra beds that should be prepared before arrival, whether they need a baby cot that you provide on request, whether they are interested in renting bicycles that you offer additionally but not at the property location, and similar details.
You need to keep track of all reservation specifics before the guest arrives so that you know in time what needs to be prepared for each group. But how can you keep track of everything?
This is where a booking confirmation becomes useful, and it is just as valuable to the host as it is to the guest.
What is a booking confirmation?
A booking confirmation is a document in which two parties confirm their agreement regarding a reservation and all its details and specifics. In addition, the host confirms that the reservation of the property is final and that the property will not be rented to another guest for the same period.
For the guest, the booking confirmation provides reassurance that the reserved property will indeed be waiting for them when they arrive at the destination.
For the host, the booking confirmation helps keep track of the booking details and the guest’s requests made at the time of reservation, as well as the amount of the deposit, the remaining balance to be paid, and the number of guests coming. Let us not forget that guests often book up to 12 months in advance. If you do not write down the reservation details and guest requests immediately, it will be difficult to remember them just before arrival.
What does a booking confirmation look like?
A booking confirmation is a document created in Word or generated in our system if you are an Apartmanica user. It is important that it contains information about the property and the host, as well as the guest and the reservation. The created document, saved as a PDF, is then sent to the guest by email after you have received the deposit payment, if you charge one, or once you reach an agreement with the guest about renting the property for a specific period.
What should be included in a booking confirmation?
A booking confirmation should contain several very important pieces of information.
1. Information about the property and the host
The booking confirmation should contain the name and address of the property, optionally GPS coordinates, the host’s full name, as well as their phone number and email address.
2. Information about the guest
The booking confirmation should also include the guest’s details: the full name of the reservation holder, their address, and their contact information, including phone number and email address.
3. Arrival and departure date
Very important information includes the guest’s arrival and departure dates, as well as the arrival and check-out time. It is especially important to mention if the guest requested an earlier or later arrival or departure and if such an arrangement was agreed with the host.
4. Number of persons
Another important detail is the number of people coming, that is, how many adults and how many children there are, and whether there are babies among the children for whom a cot should be provided if you offer it on request, with or without an additional fee.
5. Price and additional charges
It is important to state in the booking confirmation the total reservation amount, the amount reduced by the deposit through which the guest confirmed the reservation, as well as any other charges, such as an additional fee for a baby cot, pet accommodation, extra bed, and similar services, depending on what you have decided to charge additionally.
If you take a security deposit in case of damage, it is important that this information is also stated in the booking confirmation, together with a note explaining how you collect it, whether in cash upon arrival or via bank transfer, and in which cases you retain it.
6. Payment methods
Although the guest has already paid the deposit, it is important for them to know how and when they will pay the remaining balance: in cash on arrival, before arrival to your bank account or PayPal, or during their stay. Although you will have your own rules, try to remain flexible toward the guest. After all, they trust your word and pay a considerable amount of money.
7. Cancellation terms
It is extremely important to communicate cancellation terms clearly to your guests. They need to know when and in what percentage of the paid amount you will refund their money, and when you will keep it. Therefore, in addition to having them on your website, it is advisable to include them in the booking confirmation as well. You can always make exceptions outside the stated rules, but these rules are there primarily to protect you and your business.
Booking confirmation in the Apartmanica system
To make business easier for hosts, within the Apartmanica web system we created a booking confirmation form that is automatically filled in when the guest sends an inquiry, and then you confirm the reservation after reaching an agreement with them.
The confirmation contains standard information that is automatically pulled from the system, namely:
- reservation holder (guest),
- holder’s address,
- check-in date and check-out date,
- number of persons,
- property name and address,
- total reservation price and the amount still to be paid,
- type or description of the service,
- space for additional notes.
In the notes section, you can list guest requests such as “guest requested a late check-in”, “guest requested bicycles”, “guest requested a baby cot and high chair”, “extra fee for a dog”, and similar things.
It is also advisable to state the cancellation terms, even if you already have them listed on your website, the method by which the guest can pay the remaining balance, for example in cash on arrival, to a PayPal account 24 hours before arrival, and similar options, as well as the amount and payment method of the security deposit in case of damage and information about the situations in which you retain it.
Why send a booking confirmation?
In addition to demonstrating professionalism and seriousness in your business, by sending a booking confirmation to the guest you also provide reassurance, and that is extremely important today, in a time when many scams happen. The guest will appreciate it, and we are sure reward it with a positive review.
Would you like to make your business easier?
Switch to the Apartmanica web system. In addition to Apartmanica websites being specially designed for holiday homes and apartments, we continuously improve their functionalities so that they are adapted to your needs.
