Bill to Company Letter for Hotel for Guest Stay Charges

A hotel will require a written authorization from an organization to not charge the persons, who are going to stay at the hotel. The hotel will send the bills directly to the organization for payment on behalf of them.

If the person (who will stay at the hotel) has already done the booking for the hotel, then the organization will have to write a letter requesting the hotel to forward bills to the organization for payment.

If the person has not done any booking, then the organization will have to write a letter to the hotel requesting for a reservation and authorizing them to forward bills.

Here are formats of authorization 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 the company.)

Ref: ________

Date: _______

To

The Manager

__________ Hotel

(Address)

Tel.: _________

Email: _________

Sub.: Request and authorization 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 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, and

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 and Phone Number).

We hereby authorize 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 Authorized Officer)

(Designation)

TEMPLATE #2

(Booking already done by guests; only request for forwarding of bills to the company.)

Ref: ________

Date: _______

To

The Manager

__________ Hotel

(Address)

Tel.: _________

Email: _________

Sub.: Request and authorization 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) until (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 and Telephone Number).

We hereby authorize 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 Authorized Officer)

(Designation)