A hotel quote isn't a price table. It's a small sales tool in its own right. The guest opens it — often on their phone — next to two or three quotes from other hotels and the Booking.com listing. In a few seconds they decide which seems clearest, best value and most trustworthy.

Let's look at how to write a hotel quote that genuinely helps guests choose (and choose you), with a template you can adapt.

The most common mistakes

  • per-person, per-night prices the guest has to add up;
  • reductions and supplements explained in long paragraphs;
  • no final total;
  • copy-pasted text without the guest's name or their requests;
  • unclear cancellation and payment terms;
  • no simple way to confirm;
  • PDF attachments that are hard to read on mobile.

The structure that works

1. A personal greeting confirming the request

"Dear Laura, thanks for getting in touch! Here's our proposal for 2 adults and 2 children (ages 5 and 9) from 10 to 17 July."

It shows you've read the request.

2. The main proposal, with the total

One room, one meal plan, one total price for the whole stay, with taxes clearly stated.

3. What's included

A short list: breakfast, half board, parking, beach, Wi-Fi, cot. Everything the guest won't pay extra for.

4. One alternative (two at most)

For example a bigger room or a different meal plan. It helps people choose without confusing them.

5. The benefit of booking direct

"Book with us: free parking and 12 noon check-out." See how to make booking direct worthwhile without always lowering the price.

6. Short conditions

Deposit, balance, cancellation: two or three simple lines.

7. How to confirm

A link to the booking engine with the offer ready, or very simple instructions. And a deadline: "We'll hold the room for you until Thursday at 6pm."

8. A personal touch

A line about the stay ("The kids will love the pool's shallow area") and a person's signature, not "The Management".

A template to adapt

Subject: Your seaside holiday 10–17 July – Hotel Sole

Dear Laura, thank you for choosing us! Here's our proposal for 2 adults and 2 children (ages 5 and 9), 7 nights from 10 to 17 July.

Family Room with balcony – half board Total stay: €1,540 (city tax not included: €1.50 per person per night, children under 12 exempt) Included: breakfast and dinner, beach umbrella and 2 loungers, parking, Wi-Fi, cot on request.

Alternatively: Superior Family Room with sea view – €1,750

Booking direct with us: guaranteed covered parking and late check-out.

To confirm: 30% deposit, balance at the hotel. Free cancellation up to 14 days before arrival.

👉 Confirm here in one click [link] We'll hold the room for you until Thursday at 6pm.

See you soon, Marco – Hotel Sole

(Example prices and conditions.)

Format

  • in the body of the email or message, not only as a PDF;
  • readable on mobile: short paragraphs, bold key numbers;
  • on WhatsApp, an even shorter version with the link.

Speed and follow-up

The best quote in the world loses value if it arrives the next day. Reply fast and, if you get no answer, follow up after 2–3 days. See the guest hasn't replied to your quote: when and how to follow up.

Frequently asked questions

Should I show the per-person price or the total?

The total, always. You can add a breakdown for those who want it, but the number guests need to see first is the total.

Can I use AI to write quotes?

Yes, to prepare quick drafts from your real data. But prices, availability and conditions must always be checked before sending. See how to use AI to prepare quotes to check before sending.

Should I avoid PDFs?

Not ban them, but they shouldn't be the only format. The main content belongs in the message text.

Want quotes that convert better?

With our free marketing audit we review your quotes and enquiry-handling process and give you more effective templates.