How to get special requests confirmed in writing

A special request is only secure when the hotel writes back and says it will provide it. Ask for a reply that says yes, no or we will try, keep the email, and show it at check-in.

What is the difference between a note, a request and a confirmation?

These three words sound alike, but they carry different weight.

Word	What it means	What protects you
Note.	Text typed into the booking form.	Nothing, because the hotel may not read it.
Request.	A direct question sent to the hotel by email.	A reply that accepts, declines or says it will try.
Confirmation.	A written reply that states what the hotel will provide.	The email itself, shown at check-in.

Booking platforms and hotels read requests in different ways, so we treat a note as a reminder and a confirmation as the only record that counts.

Which requests need a written yes?

Ask for written confirmation when the request affects comfort or health.

• Beds: twin or double, and extra beds for children.
• Connecting or adjoining rooms for a family.
• A non-smoking room and floor. Our non-smoking room guide explains why.
• A lift, a ground-floor room or a quiet floor for elders.
• Meal needs, including halal or allergy requests.

Our family room requests guide and the mobility and elder needs guide list the details to include.

How do you ask in writing?

Use short sentences in English, one question per line, and ask for a reply.

1. Say your name, booking number and arrival date.
2. List each request on its own line.
3. Ask the hotel to reply yes, no or will try for each line.
4. Ask the hotel to confirm the room type and floor that match.

A sample message:

• Dear hotel team, I have a booking under the name [your name] for arrival on [date].
• Could you confirm in writing: a non-smoking room on a non-smoking floor, twin beds, and a room near the lift.
• Please reply yes, no or will try for each item. Thank you.

When should you send, and when should you follow up?

Send the message when you book. Send a second message about a week before arrival with the final details, such as the arrival time. Late check-in needs its own message, which our late check-in guide explains.

Keep every reply together, and screenshot the booking page. If the hotel changes the room, ask again.

What happens at the front desk?

Show the email at check-in. Say politely, I have a confirmed request for these items, and let the staff check the room. If the room does not match, ask for another room that does.

A reply that says will try is not a promise, so we plan a fallback. Our luggage storage guide shows how to keep the day moving while a room is arranged.

What should Malaysian travellers think about?

Hotels in Japan work with small rooms and fixed room types, so a request for something unusual needs an early answer. Muslim travellers should also send prayer and food requests early, and our Muslim-friendly requests guide lists them. The inclusions checklist covers what else to confirm.