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Hotel Confirmation Letter for Visa: Formats, Mandatory Details & Samples

Hotel Confirmation Letter and Visa Documents

A hotel confirmation letter is normally issued by a hotel or booking provider for an actual reservation. A CloseHotel document is instead a provisional itinerary that records intended accommodation details and must not be presented as hotel-issued confirmation.

When accommodation evidence is requested, the dates, destination and traveler details should be consistent with the rest of the application. Only a hotel or booking provider can confirm that a room is actually reserved.

Not sure this is the document you need? Compare it with a host invitation and a planning itinerary in which accommodation document your visa needs.

In This Article

What is a Hotel Confirmation Letter?

A genuine hotel confirmation letter records a reservation made with a property or booking provider. It normally identifies the property, guest, stay dates and reservation reference. A planning itinerary may show similar intended-trip details, but it is not evidence that the property reserved a room.

Useful Fields in an Accommodation Document

Check the official checklist for your application. Commonly useful details include:

  1. Document Reference: A reference that identifies the itinerary. It must not be described as a hotel booking reference unless the hotel or booking provider issued it.
  2. Full Name of Lead Guest & Additional Travelers: Passport-matched names.
  3. Full Property Contact Information: Name, street address, phone number, and city.
  4. Check-in and Check-out Dates: Clear arrival and departure dates.
  5. Room Type & Occupancy Breakdown: Specifying number of adults, children, and rooms.
  6. Estimated Cost: If shown, clearly identified as an estimate rather than a live quote or payment record.
Accuracy check: Use passport-matched names and dates that agree with the rest of the application. Do not add a hotel logo, signature, stamp or booking status that the property did not issue.

Confirmation vs Planning Itinerary

CloseHotel offers two presentation styles for a provisional accommodation itinerary:

How to Create a Planning Itinerary PDF

Enter the destination, intended dates and traveler names, select a property and review every field before downloading. The resulting PDF is a planning itinerary; it does not contact the hotel or create a reservation.

Create an Accommodation Planning Itinerary

Select a property, add truthful intended-trip details and review the planning PDF.

Create Planning Itinerary →